RoboKind Central for Administrators and Managers

Roles & Permissions

Before creating user accounts for staff users, please consider that only administrators and managers can create classrooms and students. See RoboKind Central Role Permissions for details on available roles.

The Main Display:

The main display consists of a side bar on the left for Managing Organizations, Customer Resources, and Help. Please explore each of these to familiarize yourself with the available options.

If a user responsible for rostering duties does not have the “Manage Organizations” menu in their RoboKind Central 3.0 sidebar, they should contact their organizations admin or their RoboKind Account Manager for assistance as they may not have the right type of account. (There is a different menu for teachers and aidesRoboKind Central for Teachers & Aides).

Teacher Tools:

Our teacher tools now includes an expanded list of available resources, including Spanish family newsletters.

Browsing organizational structure:

The structure of your organization will depend on if you are using a simple, flat structure where all entities are created under the top level of the organization, or if your organization is structured into a hierarchy.

Single Level Organization Example:

The classrooms, facilitators, and student menu items will not appear until an object with one of these types has been added.

Multi-level Organization Example:

With this structure, use extra care to ensure that new entities are created at the desired level within the organization.

Organizations considering or using a multi-level organization approach, see additional documentation at RoboKind Central Organizational Structure Considerations & Itinerancy Support

RoboKind Web Companion

RoboKind lessons are usually taught using 2 iPad’s (see How to start a Robots4Autism 4.x lesson), howeverwe also now have a web browser version of the application that can replace one of the tablets. Please see How-to Use the RoboKind Web Companion.

Quick Actions Menu:

Administrators will see the following options under the Quick Actions tool bar on the right:

The Add New button will add entities at the TOP level of the organization. (Details in the Creating New Roster Entities section)
The Upload Roster button will upload a Zip file in the OneRoster 1.1 format into the top level organization. See Upload Roster - Bulk Data Load into RoboKind Central for details.
The Generate Report button will create a data file including lesson results for all students within the organization. We recommend using Microsoft Excel and pivot tables to format the data according to your needs.

If you need data only for a limited number of students, see the Student Quick Report section of this document.

The Welcome E-mails button will send a RoboKind welcome e-mail to all user accounts who have never activated their accounts on RoboKind. These e-mails will go out for all users at the top level organization and also for sub organizational units. Before using this option, it is recommended to deactivate any staff users who should no longer be active in the system.

Creating New Roster Entities

If you have more than 100 facilitators or students to enroll, it may be easier to use the Upload Roster - Bulk Data Load into RoboKind Central tool. Note that student names and other sensitive information must not be sent to RoboKind by e-mail.

It is important to understand the structure of your account as either flat or hierarchical (see section Browsing organizational structure). If you are unsure as how to structure your account, please speak with your account representative or create a support ticket at support.robokind.com so that we can determine the best way to meet your needs.

How to add an entity at the current or single organization level:

If you have a flat organization where all users, students, teachers, and classrooms are created at the same level, then you will create all new entities at the top level of your organization using the Quick Actions - Add New button.

Adding an entity within a child organization:

To add a student, teacher, or other object inside of an organizational unit, use the action menu (the “…” button on the right side of the Organization List) and then click the Create New Child option as shown below:

Create New wizard:

Select the type of entity being added:

Creating child organizations (Administrators only)

If you are creating an organization structure that is complex or more than 2 levels deep, it is recommended that you contact RoboKind in advance to ensure that the structure will meet your needs.

When creating an organization, only the organization name and type are required.
The available type fields of School, Department, Teacher, and Special Organization are all functionally the same within RoboKind Central, however it is recommended that you select the type description that most accurately represents what will be contained within that organization sub unit.

Creating an organizational unit of type “Teacher” may be a viable choice when individual teachers are facilitating lessons to students at home and/or with multiple different schools. If an organization is a school district, it is recommended to not use the organizational unit of “Teacher” and instead create a staff member with a role of Teacher at the top level of the organization. By having this teacher at the top level of the organization, they can then be assigned to classrooms and students throughout the organization.

In many cases you can leave the Create Administrator Account box unchecked; for example if you are the only admin for your organization you will not need any additional administrators.

Creating Staff:

Be aware that if using the Quick Tools - Add button, the staff member will be created at the top level of the organization. If your intent is to add a staff member underneath an organizational unit, be sure to use the … (3 dots) button and create child object.

First Name, Last Name, Email, and Role are required.
The options for role include Administrator, Teacher, and Aide. See RoboKind Central Role Permissions for details by staff role.
Assigning classrooms at this time is optional.

Creating Classroom:

Be aware that if using the Quick Tools - Add button, the classroom will be created at the top level of the organization. If the intent is to add a classroom underneath an organizational unit, be sure to use the … (3 dots) button and Create New Child.

If a student or staff is not assigned to at least one classroom they will not be able to use the RoboKind Companion App.

There is only one required field for creating a classroom - the classroom name.
If assigning students to a classroom at this time, check the box next to their names, and click the add to classroom button. Be sure to scroll down and click Save Classroom.

If assigning the classroom to one or more teachers, click the Assigned Teachers tab and repeat the process. Be sure to scroll down and click Save Classroom.
If a teacher that needs to be assigned is not in the current organization unit, then they will not by default appear in the Available Teachers list. You can expand the list of available teachers by toggling the “All” option.

Creating Student:

Any students created using the Quick Links “add” button will be added at the top level of the organization. If your intent is to add students underneath an organizational unit, be sure to use the … (3 dots) button and create child object.

If your organizational plan is to migrate data using a OneRoster file, ClassLink/Clever integration, or legacy migration, it is recommended that you not enter student users in advance.

Only First & Last name are required. The Nickname will default to the first name unless otherwise entered.
Optionally assign a student to a classroom using the Classrooms drop down.
Note that the gender, ethnicity, and Identity (formerly diagnosis) fields are now required, however there are “N/A” options in the list if the correct value is not immediately available.
Click create.

Managing existing staff, classrooms, and students

Classroom management

You can expand the list of classrooms by clicking on the + sign next to Classrooms to expand the list.
Click the … (3 dots) button to see additional options available at the classroom level.
- If you deactivate a classroom, it can be viewed and reactivated later by adjusting the filters to show inactive records.

The view/edit info option will allow administrators and managers to:
- Rename a classroom (Use with caution, as this could create confusion for other staff members)
- Add unassigned students to a classroom
- Remove assigned students from a classroom.
- Change the list of teachers assigned to that classroom. (We recommend not removing a teacher from a classroom unless that teacher confirms that they are no longer teaching sessions for that classroom.)
- Be sure to click “save classroom” to save changes, including those made using the Add to Classroom or Remove from Classroom buttons.
- If a teacher is itinerant and you need to assign them to a classroom that is in a different organizational unit, then toggle the All flag next to the search button in the Available Teachers section.

Staff Management:

If clicking on the … (3 dots) button to manage a staff member, an administrator or manager will have the following options:

Change first or last name
Change the teachers role (which may take effect immediately)
Change the teachers classroom assignments (which may also take effect immediately).
Change password - which will queue up a password reset to the e-mail address on file. If the user has never before created a password for their account, then they will receive a “welcome” e-mail with a password set link instead of a “password reset” e-mail.

There is no option for changing the e-mail address linked to an account so if a user no longer has access to a particular e-mail address, we recommend disabling the account (from the … (3 dots) menu) and then creating a new account.

For configuring facilitator accounts that should be available to run lessons across multiple levels of the organization tree, see additional documentation at RoboKind Central Organizational Structure Considerations & Itinerancy Support

Student Management:

The … (3 dots) button can be used on a student to view/edit info or to activate/deactivate as appropriate.
To view inactive students, use the filters option at the top and check the option for inactive students.
Classroom assignments can be changed using the classrooms field in View/Edit info.

There are no e-mail addresses or passwords to worry about at the student level. Facilitators select the student at the time of starting each lesson.

Moving Entities:

You can move a student, staff member, or classroom to a different level of the organization by expanding both the source and the destination organizational units, and then dragging and dropping the entity between organizational units. This can be used to move top level entities to a lower level, or entities needing broader access to a higher level in the organization.

Note that the drag and drop method cannot be used for assigning classrooms to students or classrooms to teachers.

Managing Robots

If you do not see one or more of your robots listed in the organization structure of your organization, please make note of the robot serial numbers How-to Find a robot's serial number and use the contact us link on the bottom of page http://support.robokind.com .

To view robots, press the + button next to Robots & Avatars to expand the tree. Initially, customers will see only the serial number of each robot.

Administrators are encouraged to assign friendly names (or aliases) to their robots to help them keep track of where those robots are assigned or located. The name of a building, classroom, or assigned educator are examples of aliases that can make for easier future identification of robots.

Expanding the list of robots and updating the alias

Adding or changing an alias:

Tip: Using a label maker or other labeling process to include your alias on the robot can further enable easier tracking and communication related to robots within an organization.

For configuring robots that should be available across multiple levels of the organization tree, see additional documentation at RoboKind Central Organizational Structure Considerations & Itinerancy Support

Reporting:

See information on our Student and Classroom quick reporting here: RoboKind Student and Classroom Quick Reports
To export data for additional analysis, see page Generate Report (Export Data)

IEP Management:

IEP goals allow the RoboKind curriculum to become focused for the needs of the student.

Video summary of changes in RoboKind Central, including student quick report changes and the ability to add and view IEP goals:

Video summary of changes in RoboKind Companion App, including new Up Next & IEP Menu’s, note taking, and more.

The following describes the highlights of the new lesson system features, for full step by step instructions of running a lesson, see How to start a Robots4Autism 4.x lesson.

IEP Goals are per student and academic calendar period, they do not automatically roll over from one year to the next.

To assign or view IEP goals for a student, access the IEP page.
Any IEP goals already on file for that student in that academic period will be automatically displayed:

For a full list of the current IEP goals and how these are cross referenced to the RoboKind curriculum, see the following PDF document (which is also available to users at RoboKind Central - Teacher Tools - Curriculum - Social Emotional IEP Goals & Curriculum

An updated Generate Reports feature with improved data layout and support for group lessons. With this, administrators and managers can export and analyze lesson usage information. See Generate Report (Export Data) for more information.

See How to start a Robots4Autism 4.x lesson for instructions on using IEP goals that have already been added to a students profile.

RoboKind Partnership Knowledgebase