General College Live Documentation

A guide to general College Live Features…

College Live is the umbrella system for the following products…

• Planning Live - For Schemes of Work and Lesson Planning
• Observation Live - For Lesson Observations.
• Action Live - For Action Planning
• Notification Live - Mobile App for Colleges
• Journey Live - Student Tracking
• ILP Live - Customisable ILP Builder.
• Grade Live - GradeBook and Student Progress Tracker at specific periods in the year.
• WhatsApp Live - Bulk send WhatsApp messages
• Parents Evening Live - For managing Parents Evenings

There are features which are consistent throughout these products and this guide will describe them. Each product also has its own specific guide so please refer to these guides for specific product features.

General Features        4

Login        12

System        15

Manage Users        15

Permissions        21

Datasources        23

Imports        23

Action        25

Course        27

Enrolment        27

GradeBook Element        28

GradeBook Element Library        29

Observation        30

Organisation Structure        31

Organisation Structure Course        32

Organisation Structure Staff        33

Other User        33

Parent        34

Parents Evening        34

Qualification Aim        36

Register        37

Room        37

Scheme of Work Teacher        38

Site        39

Staff        39

Statistic Course        40

Statistic Enrolment        40

Statistic Group        41

Statistic Organisation Structure        41

Statistic Staff        42

Statistic Student        42

Student        42

Timetable        44

Tutorial        44

Emails        45

SMS        47

Gemini AI        48

Message Creator        49

Process Agent        53

System Settings        54

Themes        55

Audit Log        57

Resource Explorer        58

Admin Tools        59

Maintenance        64

Organisation Structure        64

Homepage Notice Board        68

Wall Post Category        69

Rooms        69

Templates        70

Statistic Columns        83

Group Profile        85

Reporting        87

Dashboard Reporting        87

Dashboard        87

Wall        94

Calendar        96

Actions        98

Action Lists        100

Action Popup        102

Search        113

Course        113

Group        114

Staff        116

Students        118

Teaching Resources        120

General Features

The system is accessed via a web browser and is compatible with all major browsers and screen sizes, from PC to Phone. Please note that the system is responsive to the size of the screen it is being viewed in to enhance the user’s experiences so may look different on different devices and to the screenshots used within this document.

Page Layout

The webpage is typically made up of a top menu, a left hand context menu and the main page content.

Top Menu

The top menu has the following features.

Academic Year Dropdown

This allows users to move between different academic years. The list of academic years in the dropdown is configured by your administrator. (See Academic Year Section)

Product Name

The Product name currently being displayed will be shown on the top left. Clicking this will always take the user back to their homepage.

Menu Links

The menu links open the browser window onto a different page. The menu links will be different for different types of users based on their permission group which governs what information a user can access. (See the Permission Group section).

Help

The help link will download the help documentations for the system.

About

The About link gives a brief overview of the system and who System Live are (the development house who created Planning Live and Observation Live).

User Link

The menu will contain a link which displays Hello followed by the user’s first name. From here the user can see various information about their account including the ability to alter their password.

Log Off

The menu will contain a Log Off Button which will end the user’s session and take them back to the Login screen. Please note that if the website is configured with Windows Authentication this option will not be available.

The menu will look significantly different depending on the type of device viewed. On a phone format the menu will appear as 3 lines which can be expanded

Side Menu

The Side Menu is context sensitive to the page being viewed but may contain the following features:

Actions

The Actions section differs from page to page. They are specific to processes that can be performed on the page. For instance on the Lesson Plan page the user can perform the ‘Print Lesson Plan’ Action.

My SOW and Lesson Plans

The Side menu will often contain Schemes of Work (SOW) and Lesson Plans associated with the logged in user. Specifically this will show Schemes of Work where the user is the owner or teacher of the SOW. Each SOW is a hyperlink which will take the user to the specific Scheme of Work page.

Clicking the down chevron will show the user all the Lesson Plans within the Scheme of Work. The date and time of the Lesson plan as well as the Lesson Number (e.g. 10 of 20) within the Scheme of Work will be shown. Again each Lesson Plan will be a hyperlink to the specific Lesson Plan page. Hovering over the Lesson Plan hyperlink will show the user more information about the lesson.

Record Navigator

Some detail pages will show a record navigator. This allows the user to quickly navigate between records by clicking the hyperlink. For instance if an administrator went to the ‘Manage User’ page and clicked the detail page for Joe Bloggs. Within the Record Navigator all the users can be seen and clicked on to move to another record. This negates the need to go back to the User Grid and then select another user.

The Side Panel may not show by default on smaller screens. Clicking the ‘Expand’ Button in the top left corner will overlay the side panel over the page content. For larger screens by default the side panel will be displayed but the user can contract the side panel permanently by clicking the ‘Contract’ Button in the top left corner.

Main Page Content

The rest of the page will be made up of the actual content.

Breadcrumb

The top of the page content will display a breadcrumb showing the user where they are in the system and be able to quickly go back to where they have come from.

Grids

Data in the system is often displayed within a column and rows format similar to that found within a spreadsheet. These will be referred to as grids. Grids have various features. Note not all grids have all these features.

Pager

Often there will be too many rows of data to display on one page. If this is the case a pager will appear. Clicking the forward and backward arrows will move the grid to the next and previous pages. The current page will be displayed as well as the total number of pages. The user can go to a specific page by changing the number and clicking ‘Go’. Most grids by default will show 20 records per page but this can be altered.

Filter

Above the header there are filter options which can be applied to the Grid. Note that in some grids these may be hidden when first loading the grid and can be shown by clicking the filter ‘funnel’ button on the top right of the grid. These filter options restrict the data that appears on the grid. Each column can be filtered and filters for multiple columns can be combined. The Grid can be filtered by typing in the filter box and then clicking the filter ‘funnel’ button (or clicking enter). Clicking the ‘x’ button against the filter will remove all the filters. The grid will display ‘* filtered’ if a filter has been applied.

There are a number of ways a grid can be filtered.

Exact Value

Typing the exact value into the filter will restrict the grid to the precise value. For example you are filtering for a user with a Surname of ‘Smith’. This will show only users who have a surname of precisely Smith.

Wildcards

Perhaps you know that data contains a certain value within it but you do not know the specific value then wildcards can be used. For instance you know that a course code contains ‘BIO’. Then *BIO* will show all course codes which contain the letter combination of BIO. BIO* will show all course codes which start with BIO. *BIO will show all course codes which end with BIO.

NOT

Putting the word not before the filter will exclude that value. E.g. NOT Smith will exclude all Smiths.

Greater Than/ Less Than

Numerical and Date columns can use >, >=, <, <= to restrict. For example >= 5 will search for all data in the column greater than or equal to 5. < 20/09/2016 will find all dates less than 20/09/2016 excluding that date.

AND

FIlters within a column can be combined by using the word AND. For example filtering for BIO* and *C will find all course codes starting with BIO and ending with C.

OR

Filters within a column can be combined by using the word OR.  For example filtering for BIO* OR *C will find all course codes starting with BIO or ending with C.

Some grid filter columns will show the list of distinct values in the column when clicking in the filter box. This makes filtering easier. Typing in the box will filter the list. Selecting the item in the list will add the item to the filter text box. Note that the dropdown can still be ignored and the standard filtering can still be used e.g. wild cards, OR, NOT etc.

Please note that filters are not case sensitive.

Ordering

Columns can be order by clicking the column header. The first click will order the column from smallest to largest or A to Z. The seconds click will order the column from largest to smallest or Z to A. The sort direction of the column will be displayed by the up/down arrow symbol.

Exporting

The Grid can be exported by clicking the export icons in the top right. This allows the grid to be exported in either a pdf or excel format. The filters and sorts will be applied to the export.

Graphs

Graphs can be created directly within some Data Grids. There is a Graph button on the top right of grids. When clicking the button this opens up a Graph popup with the following options:

• Grouping Columns - The column within the grid to group the data by. This will exclude numerical or True/False columns.
• Graph Type - Choose between Column Chart, Bar Chart, Pie Chart, Line Chart and Scatter Chart.
• Operator - The operation you want to perform on the data - Count, Sum, Max, Min, Average.
• Statistic Column - When choosing an operator other than Count the statistical column to apply the operator to. In most cases this will just show numerical and True/False columns.

Clicking the Graph button will load the graph.

Record Count

The top left of the grid will show how many records are currently being displayed in the grid taking filters into account.

Add New

Some grids will contain an add new ‘plus’ button in the top right. The visibility of this button depends on the grid and the user’s permissions. Clicking the + icon will open a popup where the user can add in a new record into the grid.

The ‘Add New’ popup contains the following features.

Save Button

Saves the data into the grid and closes the popup.

Save and Add Another

Saves the data into the grid and leaves the popup open to add another record.

Save and Edit More Details

Saves the data into the grid and takes the user to the details page for the record to edit even more details.

Close

Closes the popup without saving.

Edit

The start of each row may contain an ‘...’ edit button which allows the user to edit the record. Clicking the button may either open a popup where the data can be modified or take the user to a separate details page. When the button takes the user to a separate page it is possible to right click the button and choose to ‘Open Link in New Tab/ Window’ which is useful if the user still does not want to navigate away from the page.

The ‘Edit’ popup contains the following features.

Save Button

Saves the data into the grid and closes the popup.

Forward and Back Buttons

Navigates to the next or previous record in the grid.

Save Forward and Back Buttons

Saves data and navigates to the next or previous record in the grid.

Close

Closes the popup without saving.

Delete

The start of each row may contain a ‘x’ delete button. This deletes the data from the grid. Please note that if the record contains child data then the child data needs to be deleted first. For example if you try to delete a permission group which contains users then firstly the users would need to be removed from the permission group before the permission group itself can be deleted.

Save

Sometimes grids have a save button in the top right hand corner allowing the grid records to be modified directly without going into a popup. After the changes the data can be saved by clicking the Save button.

Smaller Screens

The system is responsive to the size of the screen being used. On phone and tablets, a rows and columns format is inappropriate due to lack of space. Instead the grid reformats into a score card type design. All the functionality of the grids on PCs should still be available.

Dropdowns

Dropdown lists are prevalent throughout the system and allow the user to select from a list of predefined options. Typing into the text box will filter the list. For example if the user wishes to add a new subject Scheme of Work the user will be presented with a course dropdown list which might contain thousands of records. The user could type ‘biology’ which will restrict the list to any course with biology anywhere in the title. If there are more than 20 records in the list the user can page forward and backwards through the list.

When the user clicks the record in the list that they wish to add this will populate the text box. Some dropdown lists allow multiple values to be selected. The user can then select/deselect multiple values. The user can remove values from the text box by clicking the ‘x’ button.

Save Button

Many pages will contain the following save button to allow the data to be saved. Navigating away from the page without clicking this button will cause the data to be lost.

Required Fields

When saving data some fields will be required and some will be optional. For instance when creating a new user, surname is required but mobile telephone is not. Required fields can be quickly identified because the label has a bold font with an asterix at the beginning. The system will not allow data to be saved until the required fields are filled in. The user will be presented with messages explaining what is incorrect.

Messages

After a user performs an action in the system a popup will show on the bottom of the page telling the user whether it has been successful or not. Green indicates success, orange indicates a problem.The reason why the action has been unsuccessful should normally be displayed within the message. Clicking anywhere on the page will cause the message to disappear.

Audit Trail

Detail screens will often show a clock button. When clicking this button audit information will appear to show the user who created the record and the date and time the record was created. Additionally information will show who last modified the record and the time the record was modified.

Some pages will also have an Audit Log within the Actions panel. This will display a popup with more detailed information than just last modified and created. Clicking this will open a popup showing each individual change (deletion, update and creation). See the Audit Log section for more details about the information on this page

Session Timeout

If the user has been inactive on the website for a certain period of time (the exact length is governed by how the website has been configured by the administrator) the user’s session will timeout meaning that work that has not been saved will be lost.

In order to help avoid this the system will popup a warning message 2 minutes before the session will timeout in order to keep the session active. Once the session has timed out the user will need to refresh the page in order to continue.

Login

When navigating to the website the user will be taken to the login page. They need to provide a correct username and password and then click the ‘Log in’ button. Selecting the ‘Remember me’ box will tell the browser to remember the username password the next time the user navigates to the website. This is not recommended if the user is using a shared computer/ device.

When using Password based authentication there are two methods:

• Use the password created within College Live against the user.
• Use the LDAP network password used to log on to the college network. In order to use LDAP authentication please see the System Settings section.

If the college has turned on multi-factor authentication then the user will be emailed or texted a 6-digit code. This needs to be entered into the Verification Code box and then the user clicks the ‘Log In’ button again to enter the website. The System Settings which turn these options on are ‘Use MFA Email’ and ‘Use MFA SMS’.

If the website has been configured to use windows authentication then the login page will be bypassed and the user automatically logged in. The system will verify the user based on the account the user has logged onto windows with. However if your windows user is not configured in the system then the system will fall back to the login prompt to allow the user to provide a username and password.

If the website has been configured to use Azure Active Directory then the user will login using their Microsoft 365 credentials. The login form will look as below.

Clicking the ‘Log in using Microsoft 365’ will take the user to their organisation’s Microsoft 365 page for authentication. The user may have a login within the system which is not associated with a Microsoft 365 Account e.g. an administrator account which can still be logged in by clicking the ‘here’ link.

This will display the standard username and password fields. In order to use Azure Active Directory for authentication please see the System Settings section.

If you are unable to access the system you should contact the system’s administrator who will be able to create a user account for you and provide a password.

Checks

When logging in the following system checks are made. Failure in any of these checks will  prevent the user logging in.

SQL Server Connection

If the system cannot connect to the SQL Server check the SQL Server connection in the web.config file in the root of the website. Then restart the website for the effects to take place.

Licence Key

The system checks for a valid licence key. The licence key sits within a .lic file on the website in the User Area folder. Please contact support - it could be that the licence key is out of date. A new licence key should be added to overwrite the old one. Then restart the website for the effects to take place.

Database and Server Version

The system checks that the database version and web site versions are the same. If they are not the same the user will not be able to login. Mismatched version may mean that the website has been upgraded but not the sql server or vice versa.

Homepage

The first page will be the homepage. It will contain a section for each product owner by the colleges.

The homepage section for that product can be opened by clicking the banner.

The user can set the section which automatically opens first under ‘Set Default Homepage’.

The user can view the calendar by clicking ‘View Calendar’.

Note that if only one product is owned by the colleges then the product homepage will just open by default and there will be no owner to set the default homepage.

System

Manage Users

Accessed from the System menu

The manage user screen shows a list of users within the system with their information. The screen is split into 4 tabs for each User Type: Staff, Students, Parents and Other. Users are accounts which allow people to access the system. Clicking the edit button against the record will take the user to the Manager Users detail screen where they can view and edit details. Deleting the record will attempt to delete the member of staff against the user if the staff member is not attached to any records e.g. Scheme of Work Teacher.

The 5th tab called ‘User List’ is only available for colleges with Notification Live. A user list is a collection of users. This tab allows User Lists created by notifications to be maintained. User lists can be added/removed and users added/removed from these lists.

Actions

Set Passwords

The Action ‘Set Password’ will open a popup as follows which has various options.

• User Type - Allows passwords to be set for staff, students, parents or other.
• Restrictions - Unticking all options will set a password for all the User Types selected. Adding restrictions will restrict the users whose passwords will be set. The options include

• Enabled Users - Only users who are set as enabled will be set a password.
• Users with no passwords - Only users who have not already been given a password will have their passwords set.
• Users with student records in academic year - Only users who have a student record in the viewed academic year will have their passwords set. This option is only relevant for students and parents.

• Email Website Password - The password will be emailed for each user who has their password set. This will include a link to the website. The email will be added to the queue to be processed by the Process Agent in due course.

Please note that the password for the administrator account will not be reset.

Email Website Passwords

The Action ‘Email Website Password’ will open a popup as follows which has various options and allows passwords which have already been set to be emailed out. This will include a link to the website. This might be useful as a reminder for parents of their passwords.

• User Type - Allows passwords to be emailed for staff, students, parents or other.
• Restrictions - Unticking all options will email a password for all the User Types selected. Adding restrictions will restrict the users whose passwords will be set. The options include

• Enabled Users - Only users who are set as enabled will be emailed a password.
• Users who have not been emailed a password - Only users who have not already been emailed a password will have their passwords emailed. This is a good option to ensure that as new accounts are added that passwords are only sent to new parents.

Send Mobile Application Link

This facility will allow users to either be emailed or texted a link to the mobile application on google play store or apple app store. These links can be set up within System > System Settings. The message will also give the user information about how to log in with their username and password (if not using LDAP authentication.) A sample message is displayed giving an indication of what the message will look like. Additional text can be added to the end of the message for different permission groups. This can be set under System > Permissions > Permission Group Detail.

• User Type - Allows passwords to be emailed for staff, students, parents or other.
• Message Type - Either Email or SMS.
• Restrictions - Unticking all options will send a message for all the User Types selected. Adding restrictions will restrict the users whose passwords will be set. The options include

• Enabled Users - Only users who are set as enabled will be messaged.
• Users who have not downloaded App - The system knows who has downloaded the app. This option will only message those users who have not yet downloaded the app.
• Users with student records in academic year - Only users who have a student record in the viewed academic year will be messaged. This option is only relevant for students and parents.
• Users who have not been sent their password - This can be used by colleges for sending the link out for say parents who have not already been sent the password out before. This is good if the college is continually adding new parents.

Details

UserName

The name which the user logs into the system with. When using windows authentication this should match their windows username.

Title, Forenames, Surname

Email Address

The system will use the email address to send emails to the user in certain situations if the email functionality is configured correctly.

Mobile Telephone

Is Staff

Users can log into the system. Most of the time users are teaching staff. However there may be users who are not teaching staff for example the IT Administrator or Head of Quality. In this case the Is Staff flag can be deselected. These users will then not be selectable in dropdowns e.g. when allocating a member of staff as a teacher to a Scheme of Work.

Staff Code

The Staff Code associated with the user.

Default Homepage

The default homepage selected by the user.

Enabled

Unchecking this flag stops the user being able to login to their account. This might be done if the user no longer works at the college. As the system is used the staff associated with the user will most likely be associated with data in the system. The user will therefore not be able to be deleted as it is being used. In this scenario it would be best to disable the user instead.

Fixed

Stops the user record being disabled when the import option to ‘Disable Records not in Import’ is set to true. This is useful for setting up test accounts which may not appear within the import datasource. This affects the following imports: Staff, Student, Parent and Other User.

User Statistics

Last Login

The date and time when the user last logged in.

Number of Logins

The number of times the user has logged in.

Last App Contact Time

The time the user last used the Mobile App.

Password

Change Password

Sets the user with a password to log into the system.

Email Password (Website)

Sends the current password to the user’s email address with a link to the website. Requires that the email settings have been set up correctly.

Email Password (App)

Sends the current password to the user’s email with instructions for downloading the App.

Password Last Sent

Displays the date when the password was last sent to the user.

Students

Shows the students associated with the user account. Allows for students to be added or deleted from the user. This is not available for staff users, only students and parents. Students and staff users who login will just see information related to these student records.

Permission Groups

Add or edit or delete permission groups associated with the user. Permission groups determine which pages and functionality are available to the user. New Permission Groups can be added or removed from the Permission Group page. If a user is associated with multiple permission groups then they take the cumulative permissions from both groups. Users can only be assigned to Permission Groups of their own type. For example a Student could only be assigned Student Permission Groups.

Notifications

A list of all the App Notifications sent to the user.

Actions

Impersonate User

The Impersonate User option will allow the user to see the system exactly how another user would view it. This is helpful for an administrator to diagnose issues which the user reports or keep track of particular user’s progress.

Clicking this option will take the user back to the homepage. A banner will appear to indicate that a user is being impersonated. The user can click the remove button to go back to how they would view the system normally. Or the user can choose a different user to impersonate and then click the impersonate button.

Permissions

Accessed from the System menu

The Permissions Screen shows a list of permission groups in the system.  The Permission Group determines which functionality is available to users assigned to the group. The Permission Screen is split into 4 tabs for each User Type: Staff, Students, Parents and Other. Each User Type has a different set of permissions which can be associated with the Permission Group. For example Staff based Permission Groups will have far more permissions available than Students.

The system ships with five permission groups: Administrators,Standard and Observer for staff, and Standard Student and Standard Parent. Administrators by default have access to all functionality. Users are assigned to permission groups to access these permissions.

Clicking the edit button against the row will take the user to the Permission Group Details page.

For users with Notification Live there is also ‘Mobile Application Link Additional Text’. When sending out instructions for users to access the Mobile App this text will appear at the bottom of the message.

Assigned Permissions

The Assigned Permissions grid shows all the individual permissions attached to the group. New permissions can be added and existing permissions can be removed. Permissions are always positive and do not take functionality away.

Permissions have the following attributes

Products

The products the permission is for. Products include Planning Live and Observation Live. Some permissions are associated with multiple products.

Category

Either page, process or section. Page refers to being able to open or edit an entire page. Process refers to specific functionality often page unrelated or specific functionality on the page. Section refers to an area within a page.

Type

Either Open or Edit. Opens refers to being able to access information. Edit refers to being able to modify information.

Name

The name of the permission. This should tell the user what it does.

Location

If the permission is specific to a page provide the url of the page it affects.

Assigned Dashboard Permissions

Each Reporting dashboard has an Open and Edit Permission. Open allows the user to view the dashboard. Edit allows the user to edit the dashboard.

Assigned Users

Users can be added or removed from the Permission Group in bulk.

Datasources

Accessed from the System Menu

The Datasource Tab shows a list of all the datasources set up within the system. A Datasource is a combination of the SQL Server and Database Name. Additional information in the grid shows the SQL Server Login the datasource uses or whether windows authentication is used to connect. The Count of Used columns shows how many imports or messages or dashboard sections use this datasource.

Datasources are used in various parts of the system including imports, message creator and page creator.

A new datasource can be added by clicking the Add button on the grid. Existing Datasource can be modified by clicking the edit button against the row.

Server

The name of the SQL Server and/or instance. This can also be an ip address.

Database Name

The name of the database on the sql server.

Windows Authentication

Ticking this flag will connect to the sql server using Windows Authentication

Username, Password

The SQL Login Username and password to connect to the SQL Server.

Validate

The Validate button will validate that the Connection is valid.

Imports

Accessed from the System menu

There are various imports which populate the system with data. Some are required to use the system e.g. Staff and Courses. Others are recommended e.g. enrolments and students. Others are useful if the college possesses the data e.g. Rooms, Scheme of Work Teachers, etc and may improve the user experience.

All imports require a link to data that sits within a SQL Server environment. This can be in the form of Tables, Views or Stored Procedures. Each import has a specification of columns required. It is advised that imports should be configured to automatically pull data out of the current academic year so that they do not need to be altered year on year. Each import can be scheduled to automatically import at a time required by the college. Colleges which use ProMonitor or ProSolution can use predefined imports which allows the system to be set up quicker. The imports are performed by the Process Agent and requires the Process Agent to be installed and set up correctly.

Import Tab

The Import Tab shows a list of all the Imports.

Import Row

Each row will have a play button. This will manually add the import to the import queue to be processed by the Process Agent. The edit button will take the user to the import details page.

The row will show

Last Import Status

This will either show failed or successfully.

Last Import Error

If the import failed for some reason this will show the reason.

Import Details

Enabled

If unticked will prevent the import processing.

Datasource

The SQL Server and Database where the data will be pulled from. Datasources will need to firstly be configured within System > Datasources.

Object Name

The SQL Server Object within the Datasource. The dropdown will show all the tables, views and stored procedures within the SQL Server. The object in question should adhere to the import specification.

Integrate with External System

Instead of choosing an Object name the import can use our standard ProMonitor, ProSolution or ProAchieve import. This will use our own internal SQL Views on your ProMonitor,ProSolution or ProAchieve data. Not all the imports can tap into ProMonitor, ProSolution or ProAchieve data.

Course - ProMonitor and ProSolution

Enrolment - ProMonitor and ProSolution

GradeBook Element - ProMonitor only

GradeBook Element Library - ProMonitor only

Organisation Structure - ProMonitor and ProSolution

Organisation Structure Course- ProMonitor and ProSolution

Organisation Structure Staff - ProMonitor and ProSolution

Other User - ProMonitor and ProSolution

Parent - ProMonitor and ProSolution

Qualification Aim - ProMonitor, ProSolution and ProAchieve

Register - ProSolution only

Room - ProSolution only

Scheme of Work Teacher - ProMonitor only

Site - ProSolution only

Staff - ProMonitor and ProSolution

Student - ProMonitor and ProSolution

Timetable - ProSolution only

Tutorial - ProMonitor and ProSolution

Import into Current Year

If ticked will import the data into the current academic year. If unticked a dropdown list will appear where the user can select the academic year in question.

Disable Record Not in Import

This essentially allows the data in the system to be synced with the data in the import. Data not in the import will be disabled. For example a student was studying at the college so was imported by the student import. Now however the student has dropped out of the college. As the student record no longer appears in the import the record will be set as disabled so the student will no longer be visible within the system. Please note that the student will not be deleted from the database. So if the student comes back into the student import then the student will be reinstated within the system and all the data entered into the system previously will still be intact.

Email Address On Error

If the Import errors then the email will receive details about the error. Multiple addresses can receive emails if separated by a comma.

Import Schedule

Enabled

Setting the import as enabled will allow the Process Agent to automatically import the data.

Time

The Time when the import will automatically run.

Day of Week

The days when the import will automatically run. One or more can be selected.

Expiry Date

The date after which the import will stop running. This should be set if at the end of the academic year the import could import into the wrong year. For example data is being imported from 15/16 into the current academic year which is 16/17. If at the start of 17/18 15/16 data might import into 17/18 which the college does not want then it might be best to set the expiry data at the end of 16/17 i.e. 31/07/2017.

Currently Queued Imports

Shows all the imports being queued and its status e.g. queuing, processing etc.

Import History

Shows all the past imports: The start and end time, the status whether the import failed or was successful and the error message if this import failed. Clicking the detail button against the row will show more information about the nature of the errors, in particular why each row failed to import.

Actions

Add To Queue

This will manually immediately add the import to the queue for the Process Agent to process.

Import Specification

Action

• The CreatedByUserName must exist as a user.
• The ForStaffCode and OwnerStaffCode must exist as a member of staff.
• The Action Category must exist.
• The Action Type must already exist as a template within the academic year.
• More than one Action Tag can be imported against the action by separating out each tag with the ‘|’ delimiter. Each Action Tag Value must exist within the Action Tag list association with the Action Type within the academic year.
• The Course Code must exist within the academic year if it populated.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must be unique if populated.
• Higher Level structures need to exist in the import e.g. if Site1 > Science is import then Site1 must also have its own record.
• The Action Stage Name must exist within the Action Stage list associated with the Action Type within the academic year.
• The Action Completion Name must be either Not Started, Ongoing, Failed To Complete, Cancelled or Complete.
• The Action Outcome Name if populated must be either Positive, Neutral and Negative.

Course

• Course Codes which do not exist will be created.
• Course Codes which do exist will have the Name updated.
• Group Codes which do not exist will be created and attached to the Course Code.
• Group Codes which do exist will have the Name updated
• Group information is not required in the import but if there is no Group Information provided a pseudo Group with code ‘A’ and name ‘Group A’ will be created.
• If the Import Setting ‘Disable records not in import’ is set to true then courses and groups not in the import will be disabled and so no longer appear in the website.
• The combination of CourseCode and GroupCode must be unique within the import.
• QualificationAimCodes that do not already exist will be added.

Enrolment

• New Enrolments will be created (combination of StudentRef, CourseCode and GroupCode)
• Existing enrolments will be updated.
• If the Import Setting ‘Disable records not in import’ is set to true then enrolments which do not exist will be disabled.
• The combination of StudentRef and CourseCode must be unique.
• The combination of StudentRef, CourseCode and GroupCode must be unique.
• The CourseCode must exist within the academic year.
• The GroupCode must exist within the academic year.
• The StudentRef must exist within the academic year.
• If IsMainEnrolment is populated this will be used to calculate the main enrolment of the student. If IsMainEnrolment is not populated, CompletionID, AimTypeID and PlannedHours are used to calculate the main enrolment for the student instead.

GradeBook Element

• Creates up to a 3 level hierarchy e.g. Units, Assessment and Criteria.
• New Elements will be added
• Existing Elements will be updated.
• If importing Level 2 or 3 Elements then the Level 1 Element needs to have its own row.
• If importing Level 3 Elements which are within a Level 2 then the Level 2 Element needs to have its own row.
• If the system setting ‘GradeBook Element Import - Add SOW’ is set to true then a Scheme of Work will be added against Level 1 Elements which do not already have a Scheme of Work. The Scheme of Work will be given the same name as the Level 1 Element. The Scheme of Work will be given the Templates from the Organisation Structure Area the Course is attached to. If no templates exist against the Area then the template will be taken from the default system template. If no templates exist within the Academic Year then the Import will not proceed.
• The combination of CourseCode, GroupCode, Element1Code, Element2Code and Element3Code needs to be unique.
• The CourseCode and GroupCode must exist within the academic year.
• If the Import Setting ‘Disable records not in import’ is set to true then GradeBook Elements which do not exist in the import will be disabled.

GradeBook Element Library

• Creates up to a 3 level hierarchy e.g. Units, Assessment and Criteria.
• New Library Elements will be added
• Existing Library Elements will be updated.
• If importing Level 2 or 3 Elements then the Level 1 Element needs to have its own row.
• If importing Level 3 Elements which are within a Level 2 then the Level 2 Element needs to have its own row.
• The combination of Provider, QualificationAimCode, GroupDescription, Element1Code, Element2Code and Element3Code needs to be unique.
• If the Import Setting ‘Disable records not in import’ is set to true then existing information in the library will first be deleted.
• QualificationAimCodes that do not already exist will be added.

Observation

• For subject based observations the CourseCode, GroupCode, ObservationDate, StartTime and EndTime must be unique.
• For tutorial based observations the TutorialCode, ObservationDate, StartTime and EndTime must be unique.
• The TemplateName must exist as an observation template.
• The ObserverStaffCode, TeacherStaffCode, ModeratorStaffCode and RoomCode must already exist.
• For subject based observations the Course Code must exist.
• For subject based observations the Course Code and Group Code combination must exist.
• For subject based observations the Course Code and Group Code and Unit Code combination must exist.
• For tutorial based observations the Tutorial Code must exist.
• If the tutorial code is supplied then the Course Code, Group Code and Unit Code must be blank and vice versa.
• For area based observations the Course Code, Group Code and Tutorial Code must be blank. There must be values in the OrgStructure1-4 Code fields.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must exist within the academic year.
• The End Time must be after the Start Time.
• For new observations a new observation record will be created. For subject based observations a new observation is one where the Group Code, Observation Date, Start Time and End Time does not already exist. For tutorial based observations a new observation is one where the Tutorial Code, Observation Date, Start Time and End Time does not already exist. For Area based observations a new observation is one where the OrgStructure1-4, Observation Date, Start Time and End Time does not already exist.
• If the observation already exists then observation will be updated.

Organisation Structure

• Organisation Structures which do not exist in the academic year will be created.
• Existing Organisation Structures will be updated.
• The Staff Code refers to the Staff Code of the Manager of the Organisation Structure.
• The Academic Year being imported into needs to have the Organisation Structure Definition set up. This can be set up by copying the Organisation Structure Definition within the Maintenance > Academic Years page.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must be unique.
• Higher Level structures need to exist in the import e.g. if Site1 > Science is import then Site1 must also have its own record.
• The Staff Code must already exist in the system.
• Any default Planning Live templates will be added to the organisation structure as long as the structure level definition is set to ‘Can add template’
• If the Import Setting ‘Disable records not in import’ is set to true then any Organisation structures which do not exist in the academic year will be disabled.

Organisation Structure Course

• Courses will be added to the Organisation Structure where the course is not currently associated with the Organisation Structure.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code and Course Code must be unique within the import.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must already exist within the academic year.
• The Course Code must already exist in the academic year.
• If the Import Setting ‘Disable records not in import’ is set to true then Courses will be removed from the Organisation Structure if the course does not exist against the Organisation Structure in the import.

Organisation Structure Staff

• Staff will be added to the Organisation Structure where the staff is not currently associated with the Organisation Structure.
• If the Import Setting ‘Disable records not in import’ is set to true then Staff will be removed from the Organisation Structure if the staff does not exist against the Organisation Structure in the import.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code and Staff Code must be unique within the import.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must already exist within the academic year.
• The Staff Code must already exist in the system.

Other User

• New Users will be added
• Existing Users will be updated
• The User will be associated to the appropriate Permission Group. Any other permission groups associated with the user will be removed.
• If the user is associated with a student and the student does not exist in the academic year then a student record will be created and added to the ‘Standard Student’ Student Type. This is useful for creating applicants associated with students before the student import has created students within the academic year.
• The User will be associated to the student record. A User can be associated with more than one student by having multiple records in the import for the user.
• If the Import Setting ‘Disable records not in import’ is set to true Users not in the import will be disabled and disassociated with the student records. This does not disable any users flagged as ‘fixed’.
• The Username and Student Ref combination must be unique in the import.
• The Username cannot already exist as a student or staff or parent user.
• If the Permission Group Name is populated then the Permission Group must exist within the system.
• The System Setting ‘Other User Import - Set Accounts as Enabled’ determines whether the user accounts are enabled.

Parent

• New Users will be added
• Existing Users will be updated
• The User will be associated to the appropriate Permission Group. Any other permission groups associated with the user will be removed.
• The User will be associated to the student record. A User can be associated with more than one student by having multiple records in the import for the user.
• If the Import Setting ‘Disable records not in import’ is set to true Users not in the import will be disabled and disassociated with the student records. This does not disable any users flagged as ‘fixed’.
• The Username and Student Ref combination must be unique in the import.
• The Username cannot already exist as a student or staff or other user.
• The Student Ref must already exist within the academic year.
• If the Permission Group Name is populated then the Permission Group must exist within the system.
• The System Setting ‘Parent Import - Set Accounts as Enabled’ determines whether the parent accounts are enabled.

Parents Evening

• The Parents Evening Name must exist under System > Parents Evening.
• The Parents Evening Date must exist within the Parents Evening under System > Parents Evening.
• The Parents Evening Name and Parents Evening Session Code needs to have the following unique information between records if assigning enrolments - ParentsEveningDate, ParentsEveningStartTime, ParentsEveningSessionCode, ParentsEveningSessionName, StaffCode, LocationType, SiteCode, RoomCode, OnlineURL, OrgStructure1Code, OrgStructure2Code,        OrgStructure3Code, OrgStructure4Code, SlotCount, SlotDuration, SlotGap.
• The LocationType must be either Onsite, Online or Telephone.
• The StaffCode must already exist.
• The SiteCode must already exist in the academic year.
• If the LocationType is Onsite then SiteCode must be populated.
• If the LocationType is Onsite then OnlineURL must be blank.
• The SiteCode and RoomCode combination must already exist in the academic year.
• If Location Type is Online then OnlineURL must be populated if the system setting ‘Microsoft 365 Integration’ is set to false. If true then the system automatically creates the online url for the meeting using Teams.
• If Location Type is Online then Site must be blank.
• If OnlineURL is being used it must begin with https://
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must already exist within the academic year.
• The StudentRef must already exist in the academic year.
• The CourseCode must already exist in the academic year.
• The combination of StudentRef, CourseCode and GroupCode must already exist in the academic year.
• The Combination of ParentsEveningName, ParentsEveningSessionCode, Student Ref, Course Code, Group Code must be unique.
• The number of enrolments for each ParentsEveningName, ParentsEveningSessionCode combination must be less than or equal to the number of slots.
• The SlotNumber can not be greater than the number of slots within the session.
• Sessions which do not exist in the academic year will be created. A session is considered a unique combination of ParentsEveningName and ParentsEveningSessionCode.
• Sessions which do exist in the academic year will be updated.
• If SlotCount is being used then the number of slots will be added to the session.
• If StudentRef, CourseCode, GroupCode is being used then the enrolments will be added to the session.
• If SlotNumber is being used then enrolments will be allocated to the slot.
• If the Import Setting ‘Disable records not in import’ is set to true then sessions not in the import will be disabled.
• If the Import Setting ‘Disable records not in import’ is set to true then enrolments not in the import will be removed from the session.
• If the Import Setting ‘Disable records not in import’ is set to true then slots not in the import will be removed from the session. For example the SlotCount has gone done from 10 to 8 then slots 9 and 10 will be removed. Enrolments assigned to these slots will be unallocated.

Qualification Aim

• The QualificationAimCode must be unique.
• Existing Qualification Aims will be updated.
• New Qualification Aims will be added.

Register

• The StudentRef, CourseCode, GroupCode, RegisterCode, RegisterDate, RegisterStartTime and RegisterEndTime must be unique.
• The combination of StudentRef, CourseCode and GroupCode must already exist.
• New records based on the combination of StudentRef, CourseCode, GroupCode, RegisterCode, RegisterDate, RegisterStartTime and RegisterEndTime will be added.
• Existing records based on the combination of StudentRef, CourseCode, GroupCode, RegisterCode, RegisterDate, RegisterStartTime and RegisterEndTime will be updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Registers with the combination of StudentRef, CourseCode, GroupCode, RegisterCode, RegisterDate, RegisterStartTime and RegisterEndTime will be deleted.

Room

• Room Codes which do not exist in the academic year will be created.
• Room Codes which do exist in the academic year will be updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Room Codes which do not exist will be disabled.
• The RoomCode must be unique within the import.
• Room Types which do not already exist will be created. Room Types which do exist will be enabled if disabled.
• New Sites will automatically be created with the SiteCode used as the Site Code and Site Description.

Scheme of Work Teacher

• If just CourseCode, StaffCode is filled in within the row then Teachers will be added to all Schemes of Work within the Course in the academic year.
• If just CourseCode, GroupCode ,StaffCode is filled in within the row then Teachers will be added to all Schemes of Work within the Course, GroupCode combination  in the academic year.
• If just CourseCode, GroupCode ,Element1Code, StaffCode is filled in within the row then Teachers will be added to all Schemes of Work within the Course, GroupCode, Element1Code combination  in the academic year.
• If CourseCode, GroupCode ,Element1Code, SOWName, StaffCode is filled in within the row then Teachers will be added to all Schemes of Work within the Course, GroupCode, Element1Code, SOWName combination  in the academic year.
• If the Import Setting ‘Disable records not in import’ is set to true then Teachers not against the Course,Group, Element1Code and SOW will be removed from the Scheme of Work.
• The combination of CourseCode and StaffCode needs to be unique if GroupCode is not used.
• The combination of CourseCode, GroupCode and StaffCode needs to be unique if Element1Code is not used.
• The combination of CourseCode, GroupCode, Element1Code and StaffCode needs to be unique if SOWName is not used.
• The combination of CourseCode, GroupCode, Element1Code, SOWName and StaffCode needs to be unique if SOWName is used.
• The CourseCode, GroupCode, Element1Code, SOWName and StaffCode need to already exist within the academic year

Site

• Sites Codes which do not exist in the academic year will be created.
• Site Codes which do exist in the academic year will be updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Site Codes which do not exist will be disabled.
• The SiteCode must be unique within the import.

Staff

• New Users will be created.
• Existing Users will be updated.
• New Staff will be created.
• Existing Staff will be updated.
• If the UserName is blank then just the Staff record will be created.
• If the StaffCode is blank then just the User record will be created.
• If the UserName and StaffCode are both populated then the UserName will be associated with the StaffCode.
• The User will be added to the Permission Group in the import.
• If the Import Setting ‘Disable records not in import’ is set to true then UserNames and StaffCodes not in the import will be disabled. This does not disable any users flagged as ‘fixed’.
• The Permission Group Name needs to already exist within the Permission Groups. By default this can be set as Standard.
• The UserName must be unique within the import.
• The StaffCode must be unique within the import

Statistic Course

• The Course Code must already exist within the academic year.
• The Course Code must be unique.
• Courses without statistics will have statistics added.
• Courses with statistics will have their statistics updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Course statistics which exist within the academic year will firstly be deleted.

Statistic Enrolment

• The Student Ref must already exist.
• The combination of StudentRef and CourseCode must exist within the academic year.
• The combination of StudentRef and CourseCode must be unique.
• Enrolments without statistics will have statistics added.
• Enrolments with statistics will have their statistics updated.

Statistic Group

• The Group Code must already exist within the course and academic year.
• The Group Code and Course Code combination must be unique.
• Groups without statistics will have statistics added.
• Groups with statistics will have their statistics updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Group statistics which exist within the academic year will firstly be deleted.

Statistic Organisation Structure

• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must already exist.
• The combination of OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code must be unique.
• If the OrgStructure1Code, OrgStructure2Code, OrgStructure3Code and OrgStructure4Code fields are all blank then the statistics will be added against the Level 0 Structure i.e. the entire college.
• Organisation Structures without statistics will have statistics added.
• Organisation Structures without statistics will have their statistics updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Organisation Structures statistics which exist within the academic year will firstly be deleted.

Statistic Staff

• The Staff Code must already exist.
• The Staff Code must be unique.
• Staff without statistics will have statistics added.
• Staff with statistics will have their statistics updated.
• If the Import Setting ‘Disable records not in import’ is set to true then Staff statistics which exist within the academic year will firstly be deleted.

Statistic Student

• The Student Ref must already exist.
• The Student Ref must be unique.
• Students without statistics will have statistics added.
• Students with statistics will have their statistics updated.

Student

• New Students will be created if they do not exist within the academic year.
• Existing students will be updated.
• If the Import Setting ‘Disable records not in import’ is set to true then students which do not exist will be disabled.
• The StudentRef must be unique within the import.
• New Users will be created.
• Existing Users will be updated.
• If the UserName is blank then just the Student record will be created.
• If the UserName is populated then the UserName will be associated with the Student.
• Students with a UserName also require an email address.
• The Permission Group Name needs to already exist within the Permission Groups.
• The User will be added to the Permission Group in the import. By default this should be set to ‘Standard Student’ unless another Permission Group exists in the system. Any other permission groups associated with the user will be removed.
• If the Import Setting ‘Disable records not in import’ is set to true then users which do not exist will be disabled. This does not disable any users flagged as ‘fixed’.
• The System Setting ‘Student Import - Set Accounts as Enabled’ determines whether the student accounts are enabled.
• The UserName must be unique within the import.

Timetable

• A timetable session will be created for each lesson within the group.
• The Course Code must already exist within the academic year.
• The Group Code must already exist within the Course.
• The Room Code must already exist within the academic year if it is populated.
• The Staff Code must already exist if it is populated.
• The import will always wipe out existing data within the academic year and repopulate. For this reason the import should contain all timetabled data for the year.

Tutorial

• The Tutorial Code must be unique.
• Tutorial Codes which do not exist will be created.
• Tutorial Codes which do exist will have the Name updated.
• If the Import Setting ‘Disable records not in import’ is set to true then tutorials not in the import will be disabled and so no longer appear in the website.

Queue Tab

The Queue Tab shows a list of queued imports. The information displayed includes the type of import e.g. Course, the time the import was first queued and the status of the import e.g. queuing, processing.

History Tab

The History Tab shows all the past imports. Clicking the details button against the row will take the user to the Import History Detail page. The following information is shown: The start and end time, the status whether the import failed or was successful and the error message if this import failed.

Errors

The grid shows more detailed information about the error for each row.

Error Message

The reason why the row did not import.

Problem Row

The line number of the row which caused the problem. This can help more easily identify the problem record.

Row Details

The information contained in the problem row. The Course Import might show ‘BIO1, ASBiology, A, Group A’ for example.

System Settings

The System Settings associated with the imports

GradeBook Element Import - Add SOW

A flag to say whether to automatically add a Scheme of work against Level 1 GradeBook Elements which do not already have a Scheme of Work. The SOW will be given the same name as the Level 1 GradeBook.

Emails

Accessed from the System menu

The system can be configured to send emails to users. The Email page shows a history of all emails sent, the emails currently being queued to be sent and settings to configure the connection to the email server.

Queue Tab

Emails are not immediately sent but instead they are queued up to be sent by the Process Agent. The Queue tab shows all the emails currently being queued to be sent. If there are lots of emails in this tab then this could indicate a problem sending emails.

History Tab

The History Tab shows a record for all the emails which have been sent by the system. A preview of the message is shown in the row. For the full email click the details button at the start of the row. Information about the email including who the email is sent to, the subject, when the email was sent and any attachments are included. The Message Creator column shows which Message Creator created the email. This will be blank if the email was created within the website itself e.g. when sending an action.

Settings Tab

The settings tab configures the connection to send out emails.

Enabled

Unticking this box means that emails will not be sent out.

Email Method

Either SMTP or Microsoft 365 (using Microsoft Graph)

For SMPT

Exchange Server

The name of the server which hosts the exchange. This can be the server name or ipaddress. In the case of web hosted email this will be the url of the email server e.g. smtp.gmail.com

UserName, Password

The username and password for the Process Agent to connect to the Exchange Server. Depending upon how exchange is configured this may not be required. For example if the machine where the Process Agent is installed is allowed to relay emails on the exchange server then a username would not be required.

From Address

The email address which the email will be sent from. It is best to create a mailbox on exchange with this address e.g. PlanningLive@College.ac.uk.

Port

The Port to connect to the Exchange server. This is often required for web hosted emails e.g. Office365. Please see your web hosted documentation for the port number.

SSL Required

A flag whether the exchange server requires SSL. This is often required for web hosted emails e.g. Office365. Please see your web hosted documentation to see whether SSL is required or not.

For Microsoft 365

Username

The Microsoft 365 user which has permissions to send out emails. This will be in the form of an email address.

From Address

The email address which the email will be sent from. It is best to create a mailbox with this address e.g. PlanningLive@College.ac.uk. The Username must have permissions to send on behalf of this shared email address.

TenantID

This is a unique identifier for your Azure AD directory. It represents your organization's account in Azure.

ApplicationID

This is a unique identifier for your application within your Azure AD tenant. When you register an application in Azure AD, it's assigned an Application ID. This ID is used to identify your specific app when it requests access to resources. The Application:

• Must be of the type ‘Public client/native (mobile & desktop)’.
• Must have the Microsoft Graph API permission of Mail.Send

Secret Code

The Secret Code generated under Certificates & Secrets against the Application within the Azure AD Tenant.

SMS

Accessed from the System menu

The system can be configured to send SMSs to users. The SMS page shows a history of all SMS sent, the SMS currently being queued to be sent and settings to configure the connection to your Janet Txt SMS account.

Queue Tab

SMS are not immediately sent but instead they are queued up to be sent by the Process Agent. The Queue tab shows all the SMSs currently being queued to be sent. If there are lots of SMSs in this tab then this could indicate a problem sending SMSs.

History Tab

The History Tab shows a record for all the SMSs which have been sent by the system. A preview of the message is shown in the row. For the full SMS click the details button at the start of the row. Information about the SMS including who the SMS is sent to, the subject and when the SMS was sent are included. The Message Creator column shows which Message Creator created the SMS. This will be blank if the SMS was created within the website itself e.g. when sending an action.

Settings Tab

The settings tab configures the connection to the college’s Janet Txt SMS account. Please enter your Username and Password and the From Address where the SMS will be sent from.

Enabled

Unticking this box means that SMSs will not be sent out.

Check Valid

Once configured checks that the credentials are correct.

Send Test SMS

Send a test SMS to the Mobile Telephone number against the logged in user.

Gemini AI

Accessed from the System menu

Google Gemini API is integrated into various modules.

• Observation Live - Ask questions about the member of staff based on their observations and actions.
• ILP Live - Ask questions about the student based on information on their ILP pages.

In order to use this functionality the college will need to have a Google Account.

• Create an API key here https://aistudio.google.com/app/apikey
• Click ‘Create API Key’
• Choose the Google Cloud Project of ‘Generative Language Client’
• Click ‘Create API Key in existing Project’ and make a note of the key.
• The college will need to have a Paid for account. However Google do offer $300 of free credit.
• Costs are based on the number of tokens sent to Gemini and the number of tokens returned. A typical query will cost around 0.25p.
• The college can also set up a warning when the cost goes above a certain amount.

Settings Tab

• Enabled - Whether to use the Gemini AI functionality at all. Enabling this will enable the functionality around the system.
• Model - The Gemini model used by the API. Currently this is set to Gemini-1.5-flash-8b. Different models offer different performance at different costs.
• API Key - The API Key set up in the above step.
• Max Tokens Per Day - The maximum number of tokens the college can use per day. This defaults to 1000000 which is a typical cost of around 40p. This would typically allow around 500 prompts per day.
• Max Characters per request. The maximum number of characters for each request prompt. This defaults to 40000 characters which is around 10000 tokens.
• Current Daily Tokens Used - The number of tokens used currently for the day.

Once the settings are filled out click ‘Test’ to see if the connection is set up correctly.

Prompt History

This tab shows a grid of the prompts sent out by the system.

• Username - The user who created the prompt.
• Forename - The forename of the user who created the prompt.
• Surname - The surname of the user who created the prompt.
• Prompt Type - Who is the prompt for e.g. staff, student.
• Prompt Text - The text of the prompt e.g. Suggest an action to improve the quality of this teacher's teaching and learning.
• Token Used - How many tokens the prompt used
• Foreign Key ID - The database ID of the student or staff.

Message Creator

Accessed from the System menu

Creator Tab

The Message Creator allows you to create your own custom messages (Email, SMS, WhatsApp or App Notification) to be sent out on an adhoc basis or scheduled periodically. This has a great number of usages for example this could be used for sending all staff a list of their overdue actions. Or to send every student a notification saying the college is closed today due to snow.

The system ships with default Message Creators for the various modules. These can be modified as required or new messages can be created by clicking the add button. When adding a new Creator there is the option of copying from an existing Creator.

The Message Creator can be run from the grid by clicking the ‘Play’ button at the beginning of the row.

A Message Creator is made up of various components…

• Type - The type of message to send. Either Email, SMS, WhatsApp or Notification. For Email and SMS there is the option to only send to users who have not recently interacted with the App in the last 7 days. This can be used when sending a Notification out to also target users who may not have or be using the App.
• Name - The name to identify the Message Creator in the system.
• Description - A more detailed description to describe what the Creator does in more details.
• Permission Group Run - The permissions groups that can run the Message Creator.
• Permission Group Edit - The permission groups that can edit the Message Creator.
• Datasource Type - Either SQL or Excel (.xlxs).
• Datasource - The SQL Datasource to be used (Server and Database) to pull information from. These can be set up under System > Datasources. If left blank will use the College Live database.
• SQL - The SQL behind the Creator. Depending on the message type it will normally contact an email address, mobile telephone number of username as well as other columns.
• Excel File - The .xlxs file to use for the Excel Datasource. The data within the excel file should be added to the first sheet. The first row of the sheet will be treated as the column header. Note that this is not a link to the excel file but the file itself so if data in the file changes you will need to remove the original file and reupload.
• To Email Address (Email Only) - This can either be a fixed email address(s) or can use the field in the SQL. If the email field is called EmailAddress then this can be populated with ‘EmailAddress’ to send the email to the address in the datasource.
• To Mobile Telephone (SMS/WhatsApp Only) - This can either be a fixed mobile number or can use the field in SQL/Excel. If the email field is called MobileTelephone then this can be populated with ‘MobileTelephone’ to send the SMS to the phone number in the datasource.
• To UserName (SMS/Notification/WhatsApp Only) - This is the field in SQL/Excel. If the username field is called UserName then this can be populated with ‘UserName’ to send the Notification to the Username  in the datasource.
• Send Message for each - This decides how many datasource rows are sent per message. One of the fields in the SQL/Excel should be chosen. Consider the following SQL data.

If the EmailAddress field is chosen then John and Tim will receive one email but with 2 action records. If the ActionID field is chosen then John and Tim will receive 2 emails with 1 action in each.

• Subject - The subject line of the message.
• Header - The top part of the message.
• Body - The main body of the message which will repeat for each record in the datasource.
• Footer - The bottom part of the message
• Body Order By Column - The column to order how the records in the body are displayed.
• Body Order By Type - Whether to order ascending or descending. For example if DueDate is displayed ascending then the action due on 01/02/2020 will appear before the action due on 02/02/2020 within the body.

Tags can be placed within the Subject, Header, Body and Footer boxes. These will be replaced when the message is generated. Any field within the datasource can be used by starting the fieldname with @@. For example a field name of AcademicYearCode can be replaced by adding it as @@AcademicYearCode.

A special tag of $$WebSiteRootURL can also be used which will use the root of the url in the system setting. This can be used to create links.

For colleges with Parents Evening Live, a special tag of $$WebSiteParentsEveningURL will create an encrypted link to the Parents Evening page for each parent. Please ensure that the datasource returns the columns UserID and StudentID.

A special tag of $$CurrentAcademicYearCode can also be used in the SQL which will be replaced by the current academic year e.g. 20/21.

Note that if you copy and paste these tag names from another document sometimes html tags can be placed within the tag so behind the scenes it is not @@AcademicYearCode for example. When you preview the message you will see the tag rather than the replaced value. This can be simply fixed by highlighting the tag and clicking the ‘Remove Formatting’ option.

The message can be scheduled to automatically run on a specific time each day. An expiry date can be set which means that the messages will not be run after this date. Alternatively the messages can be sent on an adhoc basis by clicking the ‘Add to Queue’ Action. This will then be processed by the background Process Agent. The Message Creator can also be validated to check if there are any problems which would stop messages being sent. For example incorrect SQL syntax. Clicking Validate will show how many messages would be generated. A preview of the first 20 messages will be displayed showing who the message is for, the subject (if not SMS) and body of the message.

Note that for SMS messages that are over 480 characters(3 SMS messages long) will be truncated to 480 characters in length.

Attachments can be added to Email or Notifications. Either fixed Attachments by adding attachments to the grid. Or different attachments can be generated for each record in the datasource. For example you could send a different attachment to each student.

• Attachment Description - This is the field in the SQL Datasource which contains the description of the attachment e.g. Absence Report.
• Attachment File Name - This is the field in the SQL Datasource which contains the File Name of the attachment e.g. Absence Report.docx
• Attachment - The is the field in the SQL Datasource which contains the Attachment itself.

Notification Specific Details

These options are only available when sending a notification message.

• Update Key 1/2/3 - This is the field in the SQL Datasource which identifies the record. It is useful if you wish to update another system when a notification is replied to. For example this could be the unique enrolment id field within your student record system.
• Scheduled Date/Time - The Date/Time that the notification should be sent at. If left blank will be sent immediately.
• Can Send Reply Text - When the user receives the notification whether they can reply with text.
• Reply Option - When the user receives the notification whether they can reply with a set of pre-defined options. These can be set up within Maintenance > Notification Reply Option.
• Link to Page - Allows the notification to be linked to any page within the menu. A button will appear within the notification which when clicked will go directly to the page.

The Queue grid will show any Message Creators currently queuing/processing.

The History grid will show each time the Message Creator was run and whether it was run successfully or not. If successful will show how many messages were sent. The Down Chevron will show details about each message sent. If not successful will show the error which prevented the Message Creator from running.

Permissions

On the main message creator screen you will only see message creators if:

• You are in the Run Permission Group for the Message Creator or
• You are in the Edit Permission Group for the Message Creator or
• You created the Message Creator or
• Or your user has the ‘Can Edit All Message Creators’ permission

You will only be able to run the message creator if:

• You are in the Run Permission Group for the Message Creator or
• You created the Message Creator or
• Your user has the ‘Can Edit All Message Creators’ permission

You will only be able to edit the message creator if:

• You are in the Edit Permission Group for the Message Creator or
• You created the Message Creator or
• Your user has the ‘Can Edit All Message Creators’ permission

You will only be able to copy from a message creator if:

• You are in the Edit Permission Group for the Message Creator or
• You created the Message Creator or
• Your user has the ‘Can Edit All Message Creators’ permission

Creator Pending Tab

The Queue grid will show any Message Creators currently queuing/processing.

Creator History Tab

The History grid will show each time the Message Creator was run and whether it was run successfully or not. If successful will show how many messages were sent. The Down Chevron will show details about each message sent. If not successful will show the error which prevented the Message Creator from running.

Actions Panel

The side Actions Panel allows the user to:

• Export Message Creators- The user can choose which of the message creators to export into a .message file. Choose the appropriate tab to export the specific type of message creator. These can be imported into another version of the website. For example you may wish to create the message creator in the training version and once done export them out and import them into the live version.
• Import Message Creators- The user can choose a .message file to import into the system. Note that if the message creator name already exists you will not be able to import the file. The message creator will first need to be deleted or renamed. Please also ensure that the following data already exists:

• The Permission Groups to Run and Edit.
• The SQL Datasource
• The WhatsApp Business Account (WhatsApp Only)
• The Assign To User for WhatApp Follow Ups (WhatsApp Only)
• The Notification Reply Option (Notification Only)
• The Notification Live to Page (Notification Only)
• If there is no match in the system the import will still go ahead but this data will not be imported.

Process Agent

Accessed from the System menu

The Process Agent is a Windows Service installed with the website. The Process Agent is used to automate imports and send emails.

The Process Agent screen shows whether the Process Agent is running successfully

Last Recorded Status

The Process Agent periodically contacts the SQL Server to record its status. If the Process Agent is running successfully it will display ‘Running’.

Last Contact Time

The Process Agent periodically contacts the SQL Server to record its status. If the Process Agent has not updated the last contact time recently then a message will display to suggest there might be a problem with the Process Agent.

Message

If the Process Agent encounters a critical message it will contact the SQL Server to record this message.

The installer creates a Windows Task Scheduler on the server called ‘Start College Live Process Agent’ which triggers the Process Agent to restart if it stops with an error for any reason. Sometimes this can happen if the server has been restarted and a service which the Process Agent relies on has been started yet.

System Settings

Accessed from the System menu

The system settings can be altered and viewed from this screen. Clicking the details record at the start of the row allows the user to edit the setting by filling in the Override Value text box. The original value is shown in the default value. Each system setting sits within a category to be able to find the setting more easily.

Website Root URL

The root url of the website. This is mainly used for messages when constructing urls within emails to link back to the system.

Process Agent Website Root URL

When importing data the Process Agent may need to call back to the Website. This will be the website url from the perspective of the Process Agent. This may differ from the website root url if there is a proxy website setup. Note that when using Windows Authentication if the Application Pool is using the ApplicationPoolIdentity you will need to change this to a different account such as NetworkService in order to avoid 401 Unauthorised Authentication errors.

Process Agent Website Username

The username the Process Agent uses to call back to the website when using windows authentication.

Process Agent Website Password

The password the Process Agent uses to call back to the website when using windows authentication.

Process Agent Website Domain

The domain the Process Agent uses to call back to the website when using windows authentication.

Use LDAP

Whether to use LDAP to authenticate user passwords. True will use LDAP. False will use the Password against the user in the system

LDAP Server Path

The LDAP URL in the form LDAP://CN=Users,DC=xxxx,DC=yyyy,DC=zzzz

Use MFA Email

Use Multi-Factor Authentication when using username and password based login methods. If set to true the user will also be required to add a Verification Code sent by email.

Use MFA SMS

Use Multi-Factor Authentication when using username and password based login methods. If set to true the user will also be required to add a Verification Code sent by SMS.

Use Azure Active Directory

Whether to use Azure Active Directory as the default method for authenticating users. A further guide called ‘College Live Microsoft 365 Integration’ is available for further guidance about how to enable this feature.

Student Import - Set Accounts as Enabled

Whether to set Student User Accounts as enabled after the Student Import.

Parent Import - Set Accounts as Enabled

Whether to set Parent User Accounts as enabled after the Parent Import.

Other User Import - Set Accounts as Enabled

Whether to set Other User Accounts as enabled after the Other User Import

Themes

Accessed from the System menu

A college can change the theme of the website including colours, the name of the products and images.

The themes page shows a list of available themes. The system will ship with a ‘Default’ theme. A College can create a new theme which can be given a name and description and set as default. Default themes will be used throughout the website. When creating a new theme the user can choose the theme to copy from.

The theme details page allows the theme name and description to be set as well as whether the theme is the current default theme.

The theme contains a list of theme values which change different elements of the website as follows…

Please note that the user changing the themes will only notice the change once they refresh the page but the theme will still have been applied to the website whenever the default theme is altered.

Audit Log

Accessed from the System menu

The Audit Log shows detailed changes to data within the system and allows investigation to be made into what the change was, who made the change and when the change was made. Please note that not all data is audited in the system in this level of detail.

The Grid contains various columns. Each row represents an individual change:

Information Icon

Clicking the information icon against the row will go back to the database and retrieve the information for the record so it can be correctly identified.

Table Name

The table where the record in stored e.g. Observation

Record ID

The primary key identifier of the record e.g. 12. This combined with the table name could allow the database to be interrogated to find more information about the record.

Column Name

The column in the table which is being changed e.g. ObservationDate

Parent Table

The name of the table which holds the parent data. This could be the same as the table name. For example ObservationTeacher has a parent table of Observation.

Parent Record ID

The primary key identifier of the record which holds the parent data. This can be used in conjunction with the Main table to group changes together e.g. all changes related to a particular observation.

Change Type

The type of change e.g. Delete, Create or update.

Record Description

A text field to identify the record with some more meaningful information.

Before

The text before the record was updated.

After

The text after the record was updated.

Edited By

The user who made the change.

Edited Date

The date was the change was made.

AuditLogID

The ID of the change in the AuditLog table

Resource Explorer

Accessed from the System menu

The resource explorer shows all resources within the system created in the academic year. These could be resources added to schemes of work, lesson plans or observations etc.

Resources which are files can be downloaded. Resources which are hyperlinks will link to the url. The details button will take the user to the record where the resource was added e.g. the scheme of work or observation.

The columns include:

• Created By
• Created Date
• Type - e.g. observation, scheme of work, lesson plan etc
• ID - The ID of the record in the database which the resource was attached to.
• Description - The description given to the resource.
• Filename

Admin Tools

Accessed from the System menu

Error Log

When a user causes the system to encounter an error message the system stores the message so that more detailed analysis can be performed to work out why the error was produced. The error log shows each individual error. If errors are encountered they can be sent to support for investigation.

By default only the last 500 errors are shown. To see all the errors tick Shows all Records’.

Type

The technical nature of the error.

Message

A short overview of the message.

Message Detail

A full stack trace of the error message. This is required by support to be able to fully investigate the problem. Click the detail button at the start of the row to see the entire message detail.

URL

The URL of the page which produced the error.

User

The logged in user who encountered the error.

Time

The date and time when the error message was produced.

System Info

Information about the system is displayed on this tab.

Server

The name of the web server

Website Version

The version number of the website.

Website Timeout

The time before the user’s session will timeout due to inactivity. This is the lowest value between the Session Timeout and the Forms Authentication Timeout (when windows authentication is not used) in IIS. The default IIS values will usually be 20 minutes. This can be altered by altering the settings within IIS. Users are given a warning message 2 minutes before the session will timeout warning them.

The following should be changed:

• Right click the application pool and go to Advanced Settings. Under Process Model change the Idle Time out (minutes).

• Click the website application and choose Session State. Under Cookie Settings change the time-out (in minutes) setting.

CPU Usage

The % CPU usage on the web server.

Memory Usage

The % memory usage on the web server.

Database

Information about the SQL Server database the system is connecting to including the Server Name, Database Name, Database version and how it is connecting.

Licences

Shows the licences from the .lic file in the UserArea in the root of the website as well as whether the licence is valid or not. On startup system contacts the System Live server to verify the licence keys are correct.

The Actions Panel has an Update Licence function which allows the college to import a new licence file into the system. This might be appropriate if a college purchasing a new product.

The file ending in .lic can be browsed for and then updated. Please note that in order to be able to modify the licence file in the website the user will need write permission on the Licence.lic file in the UserArea folder of the web server. For a standard installation this will mean providing write permission on the IIS_IUSRS account.

Once the licence file is updated new functionality will display within the website.

Microsoft365

This tab is designed to troubleshoot problems with connecting to Microsoft 365.

Connection to Microsoft Graph Website: When the website first starts up it checks if the website can connect to the website https://graph.microsoft.com/v1.0. This is needed so that the College Live can access Microsoft 365 calendar information. If the website cannot connect to this url then the system will not be able to use the Microsoft365 functionality. The flag here shows whether the connection has been made. If it is not ticked most likely the firewall on the webserver is preventing the system from connecting to the following website. Once fixed click the Refresh button to try the connection again.

The college will also need to add a certificate to their website so that it start https in order to access this functionality for security reasons.

Once this connection is made the user can try to connect to Microsoft 365. Then the user can click the ‘Download User File’ and ‘Download Calendar’ buttons. The ‘Download User File’ tries to connect to the User’s Microsoft 365 account and download information about them. The ‘Download Calendar File’ tries to download calendar information for the user. Both files generated might give a clue as to why the Microsoft 365 functionality is not working for the user.

Maintenance

Organisation Structure

Accessed from the Search menu

Organisation Structure Definition

The college can decide how many structure levels to use and what each of these levels should be named. This will decide whether columns/labels are visible throughout the system and what they are called. There are various settings against each level which affect how the system interacts with these levels.

Clicking the detail row will allow the user to edit the level.

• Name - The name of the level used throughout the system e.g. College, Site, Faculty, Department.
• Enabled - Whether the level should be used throughout the system. This will allow the provider to have a 1,2,3 or 4 level organisation structure. Turning off a level will mean that the level will not be visible throughout the system.
• Can Add Staff - On the organisation structure detail page refers to whether an add button will appear against the staff grid. Generally this will be assigned to the lowest organisation level only.
• Can Add Courses - On the organisation structure detail page refers to whether an add button will appear against the course grid. Generally this will be assigned to the lowest organisation level only.
• Can Add Templates - On the organisation structure detail page refers to whether an add button will appear against the template grid. This will decide which levels can decide the templates to use e.g. at school or department level.
• Can Add Notification Comments - On the organisation structure detail page refers to whether an add button will appear against the Notification Comments grid.
• Can Add to Observation - On the Lesson Observation indicates the levels which can be assigned to the observation. This will generally be the lowest organisation level e.g. department but the provider could decide to be able to allocate higher levels directly to the observation.
• Observation Owner Action - This decides which level of manager is automatically assigned as an owner of the action created within an observation.
• Observation Manager Visibility Message - This decides which level of manager will automatically receive an email or notification when the observation is made visible.
• Prioritise Code - This affects how certain grids display the organisation structure. If ticked the grid will show the Code. If unticked the grid will display the Name.

Organisation Structure List

This tab shows a list of organisation structure, along with the manager of the area and where the area sits within the structure hierarchy.

If the user has the Permission ‘Can view all Organisation Structure’ then they will see all the areas. Only users with this permission can add new Organisation Structure. If the user does not have this permission then they will see just the areas which they are manager of. Managers of organisation structure receive an enhanced permission level which allows them to see information and perform actions that standard users cannot do, for example see all Schemes of Work in the college. Only staff which are a Manager will see this page. There is also a permission called ‘Impersonate Manager of Organisation Structure’ which will allow the user to see this page and also the extra functionality which a Manager of Organisation Structure gets. This is useful for an administrator who is not a Organisation Structure Manager to still be able to see the functionality available to them.

Clicking the detail button at the beginning of the row will take the user to the Organisation Structure Details screen. From the details screen the manager can:

• See where the area lives within the structure. These are direct hyperlinks to the area’s page.
• Change the Area Code/Name/Manager.
• Modify the staff and course in the area as well as the Scheme of Work and Lesson Plan templates available in their area.
• Add Notice Board information for their staff to see on their homepage.
• View Lesson Observations against the area.
• View Actions against the area.
• View imported statistics against the area.

Action Tab

A list of all Actions within the Organisation Structure. Actions can be added to the Organisation Structure within this tab if the provider is licenced for Action Live.

Staff Tab

The staff tab shows all the staff within the area. Staff can be removed or added as appropriate. The user can select from any enabled staff member in the system. The Head of the Area can make the staff member a validator. This means that they can set Schemes of Work and Lesson Plans as validated.

When the member of staff logs in they will only see courses in their area to add Schemes of Work and Lesson Plans.

Staff added to lower levels will also be visible. For example when viewing a Campus then all staff assigned to Departments will be visible.

The mentors and mentees for each member of staff will also be shown.

Course Tab

The course tab shows all the courses within the area. The user can select from any course in the system. Courses added to lower levels will also be visible. For example when viewing a Campus then all courses assigned to Departments will be visible.

When adding a new course the user can tick ‘Replace Temporary/Old Course’ to replace an existing course. The user can select the course to replace. This will copy all the Schemes of Works and Lesson Plans from the old course group onto the new course and disable the old course so it is no longer available. The Planning Process often starts before the new academic year which can be before new courses have been added into the MIS system. Teachers can still plan for new courses not yet in the system by creating a temporary course or they could use an old but similar course. Once the real course is known the Manager of the Area can replace these temporary or new courses with the actual course.

When adding a new subject Observation the system will try to place the observation into the correct organisation area based on which area the course sits in.

Templates Tab (Planning Live only)

This tab will only be displayed if the system setting ‘Managers Define Templates’ is set to true.

The templates tab allows the Manager to allocate templates for Schemes of Work and Lesson Plans. Templates govern the look of the Scheme of Work and Lesson Plans. This allows Managers to tailor them to their area. When the Organisation Structure is created any default templates will automatically be associated with the area as long as the setting against the level definition ‘can add templates’ is set to true. For example templates might be added at the department level and not school level.

The Manager can add a new template by clicking the add new button on the grid. This will allow the Manager to choose from an existing system template or create their own template. When a new template is created the user must select an existing template to use as the basis, which can later be modified.

When members of staff create new Schemes of Work and Lesson Plans or edit existing ones they can only select templates from the list of templates the Manager has allocated. Templates assigned to higher levels will also be shown here. For example templates allocated to a School will be shown against each underlying department.

Notice Board Tab (Planning Live only)

The Notice Board tab allows Managers to put notices on the home page for Planning Live for the staff to see. The Manager is limited to 5 notices. Existing notices can be disabled to remove them from the homepage. This feature is a useful way for Managers to convey important information such as deadlines to their staff.

Schemes of Work Tab (Planning Live only)

A list of Schemes of Work within the area. For subject based Schemes of Work these are any Schemes of Work whose Course lives in the area. For Tutorial based Schemes of Work these are any Schemes of Work whose staff lives in the area. The user will be able to go directly to the Scheme of Work by clicking the ‘...’ button.

Lesson Plan Tab (Planning Live only)

A list of Lesson Plans within the area. For subject based Lesson Plan these are any Lesson Plans whose Course lives in the area. For Tutorial based Lesson Plans these are any Lesson Plans whose staff lives in the area. The user will be able to go directly to the Lesson Plan by clicking the ‘...’ button.

Notification Tab (Notification Live only)

A list of App Notifications sent within the Organisation Structure with the ability to create new notifications.

Observation Tab (Observation Live only)

A list of Observations within the area. Observations can be placed within an organisation structure area. The user will be able to go directly to the Observation by clicking the ‘...’ button.

Mentoring Tab (Observation Live only)

View/Add Mentoring pairings for staff within the area.

Statistics Tab

All the statistics imported against the organisation structure within the Statistic Organisation Structure import.

Progress Tab

Progress Tracker to record professional judgements across the year for Grade Live colleges.

GradeBook Tab

GradeBook for Grade Live colleges.

Homepage Notice Board

Accessed from the Maintenance menu

The homepage Notice Board allows notice board messages to be edited, added and deleted from the homepage. The page is split into 3 tabs for each User Type: Staff, Student and Parent. This means that different user types can be shown different messages which are more appropriate for the user type. Messages can either be flagged as ‘Is Main’. Main messages will appear at the top of the homepage. Non main messages will appear within the ‘Notice Board’ section of the homepage along with any messages set by the Manager.

Each Product i.e. Planning Live, Observation Live, Action has its own Homepage. Each message can be assigned to one or more products. This will then appear on the product’s homepage section.

Wall Post Category

Accessed from the Maintenance menu

When adding posts to the Wall each post need to have a category assigned. Categories can be set up by the college under Maintenance > Wall Post Category. Each category has:

• A Name
• The permission groups who can use the category. The category will only be available for users within these groups when adding or editing posts. For example you might want to restrict observers to be able add certain categories.
• The permission groups who can view the post. Other users in these groups will be able to view these posts.
• Enabled - whether the category is still available.

This allows a lot of flexibility. Wall categories could be very restricted or open to all. Wall categories could be added by fewer people but available for all to view or comment on, etc.

Rooms

Accessed from the Maintenance menu

The Rooms tab allows user to edit, add and delete rooms. A room has a code, description, photo and room type. If the college hold the rooms on a SQL Server database then they can be imported into the system using the Room import.

The Rooms Type tab allows users to edit, add or delete room types. A Room Type consists of a description e.g. classroom, workshop etc.

Templates

Accessed from the Maintenance menu

Templates govern how the Scheme of Work, Lesson Plans, Observations, Observation Moderations, Action Types and ILP Editable Sections will look. This includes labels, guide text, visibility of text boxes etc. The system ships with a standard template for Schemes of Work (both Subject and Tutorial) and Lesson Plans and Observations and Action Types. The College will probably wish to alter these to fit their processes and/or create additional templates for different types of courses or observations. Schemes of Work, Lesson Plans, Observations, Observation Moderations and Actions can be associated with a template.

The screen splits out Templates into Subject Scheme of Work, Tutorial Scheme of Work,Lesson Plans, Observations, Moderations, Action Types and Editable Sections. Subject schemes of work are for courses as opposed to tutorials. Colleges will often have a different mechanism for schemes of work for courses and tutorials. New templates can be added from this screen. A new template needs a name to identify it. The user can either create a blank template or select an existing template to use as a basis for the new template.

The side Actions Panel allows the user to:

• Export Templates - The user can choose which of the templates to export into a .temp file. Choose the appropriate tab to export the specific type of template. These can be imported into another version of the website. For example you may wish to create the templates in the training version and once done export them out and import them into the live version.
• Import Templates - The user can choose a .temp file to import into the system. Note that if the template name already exists you will not be able to import the file. The top level templates will first need to be deleted or renamed. Please also ensure that the following data already exists:

• The Permission Groups assigned to the sections.
• The Staff assigned to the Default For or Default Owner (Actions Only)
• The Observation Evidence (Observation Only)
• The Observation Grade Scheme (Observation Only)
• Validation Period (Scheme of Work Only)
• If there is no match in the system the import will still go ahead but this data will not be imported.

Clicking the details button against the row allows the user to modify the template.

Template Details

Template Type

Either Subject Scheme of Work, Tutorial Scheme of Work, Lesson Plan, Observation, Action Type or Editable Section.

Template Name

A unique name to identify the template.

Is Fixed

These are templates shipped with the system and cannot be deleted. They can still be modified.

Is System (Schemes of Work and Lesson Plan Templates only)

These are templates which have not been created specifically by the Organisation Structure Manager for their own use. These are available for use outside of a particular area.

Is Default

For Scheme of Work and Lesson Plan templates flagged as default will automatically be allocated to Organisation Structure when they are created (as long as the organisation structure level definition is set to ‘can add template’). For Observation templates, when creating a new observation the template flagged as default will be selected by default.

Is Enabled

Unticking this flag will mean that the template can no longer be selected in the system.

Master Scheme of Work (Scheme of Work template only)

The Scheme of Work Template can be optionally associated with a master scheme of work. This means that when the user creates a new scheme of work of this type all the data from the master scheme of work including underlying lesson plans will be copied into the new scheme of work. The only elements of the master scheme of work which will not be copied are the Teachers and Owners. This option is particularly useful for Tutorial or Cross College schemes of work to standardise the scheme of work creation across a broad spectrum of the college e.g. all functional skills level 2 courses.

Student Visibility (Scheme of Work and Lesson Plan templates only)

The Template decides how Schemes of Work and Lesson Plans will be made available to Students and parents. The options against the Template can be split up into those which are automatic and those where the visibility has to be manually set.

Scheme of Work - Automatic

• All Schemes of Work are Visible - Every Scheme of Work which has this template will be visible to students.
• No Schemes of Work are Visible - No Schemes of Work which have this template will be visible to students.
• Only Validated Schemes of Work are Visible - Once the Scheme of Work is validated it will be visible to students.

Scheme of Work -Manual

• Only Managers and Validator can set visibility - The visibility will be set against the Scheme of Work itself but only by Managers and Validators.
• Anybody who can edit the Visibility of the Scheme of Work can set visibility - The visibility will be set against the Scheme of Work itself by any user who can edit the Scheme of Work.

Lesson Plan - Automatic

• All Lesson Plans are Visible - Every Lesson Plan which have this template will be visible to students.
• No Lesson Plans  are Visible - No Lesson Plans which have this template will be visible to students.
• Only Validated Lesson Plans are Visible - Once the Lesson Plan is validated it will be visible to students.
• Only Past Lesson Plans are Visible - Once the Lesson date has past it will be visible to students.

Lesson Plan - Manual

• Only Managers and Validator can set visibility - The visibility will be set against the Lesson Plan itself but only by Managers and Validators.
• Anybody who can edit the Visibility of the Lesson Plan can set visibility - The visibility will be set against the Lesson Plan itself by any user who can edit the Lesson Plan

Validation Period  (Scheme of Work templates only)

The Scheme of Work can be associated with a Validation Period. The Validation Periods are defined under Maintenance > Validation Period. This allows the scheme of work to be validated once or more than once as appropriate. For example some colleges might wish to validate once per year, others once per term. Altering this will alter the Validation section on the Scheme of Work Detail tab. Note that if the scheme of work does not have any validation period associated then the validation section will not appear. The scheme of work will appear different if the scheme of work is associated with just one validation period or multiple validation periods.

Teacher Visibility/Organisation Structure Manager Visibility (Observation Templates only)

The Template decides how Observations will be made available to Teachers and Managers. The options against the Template can be split up into those which are automatic and those where the visibility has to be manually set.

Automatic

• All Observations are visible - The observation is always visible
• No Observations are visible - The observation is never visible
• Observation visible after 7 days - The observation will automatically become visible 7 days after the observation date
• Observation visible once ended - Once the end time of the observation has passed the observation will become visible

Manual

• Observers set visibility - The observer will need to decide when to make the observation visible.

Observation Evidence (Observation Templates only)

The template can be associated with an Observation Evidence checklist set up within the Maintenance > Observation Evidence page. This allows observers to quickly tick off preselected evidence lists within the observation or quickly drag a piece of evidence into a text box. If no list is selected then the observation will not show an observation evidence action.

Observation Grade Scheme (Observation Templates only)

The template can be associated with a Grade Scheme. The Grade scheme dictates the list on the Observation Detail tab under the Overall Grade section. Different Observation Grade Schemes can be set up within the Maintenance > Observation Grade Scheme page. If no observation grade scheme is selected then the overall grade section on the observation will not appear.

Additionally when using the Grade Automation below the grade scheme allows a numerical score to be converted to a grade. For example 1.75 might be converted to a Good.

Observation Grade Automation Operator (Observation Templates only)

Used in conjunction with the Grade Automation grid. The Grade Automation grid allows the template to automate the overall grade based on observation fields which have an input type of ‘Overall Grade Scheme’. For example the college might decide that the overall grade is based on 3 fields on the Observation Section A tab. If the Grade operator is set to Average and for example the field values are 1,2 and 4 then the system will work out an average of 7/4 = 1.75. The Observation Grade Scheme then converts this value to a grade based on a range. Say ‘Good’ lies between 1 and 2 then this observation will be given a Good. The operators available are:

• Average
• Maximum
• Minimum
• Sum

Observation Permission Group (Observation Templates only)

Only users within the permission group(s) can be added as observers to the particular observation type.

Action Category (Action Type Only)

Places the action type within a category. Action categories can be maintained under Maintenance > Action Categories.  Please see the Action Live Documentation for more details. When adding actions the user can optionally select the category. This will restrict the types to just those in the category. It is also extensively used throughout the system for reporting.

Action Tag List (Action Type Only)

Actions can optionally have tags associated with them. These tags lists can be created from the Template > Template List screen and associated to the action type. Each action can be given multiple tags and is a way to categorise actions in a similar way to action types. The advantage is that tags can be used across different action types.

Action Stage Group (Action Type Only)

Decides on the Action Stages which can be selected on the comments tab of the action. Action stages record the progress of the action. The default action stage has the stages of Not Started, Ongoing, Completed, Not Completed and Cancelled. Other action stages can created under Maintenance > Action Stage. Please see the Action Live Documentation for more details.

Allow Email (Action Type Only)

If this option is ticked then the user can send emails to staff related to the action when adding an action or creating comments. Note that if the action is created through the Mobile App the Default For and Default Owner will receive an email.

Allow Notification (Action Type Only)

If this option is ticked then the user can send notifications to staff related to the action when adding an action or creating comments. Note that if the action is created through the Mobile App the Default For and Default Owner will receive a notification.

Show Action Hours (Action Type Only)

If this option is ticked on the comments tab the user can say how many hours have gone into the action so far.

Show Action Progress (Action Type Only)

If this option is ticked on the comments tab the user can say the % progress gone into the action so far.

Default For (Action Type Only)

When this type of action is selected the For Staff in the action will be automatically populated with this member of staff.

Default Owner (Action Type Only)

When this type of action is selected the Owner Staff in the action will be automatically populated with this member of staff.

Default Due Days in the Future

When this type of action is selected the due date will be automatically populated x number of days in the future from now.

Permission Group Share (Action Type Only)

When adding the action these permissions groups are automatically added to the share tab of the action. These users then see these shared actions under Actions > Shared Actions.

Permission Group Use (Action Type Only)

Only users in these permissions groups can select actions of this type.

Statistics Grid (Action Type Only)

Select statistics for organisation structure and staff to be tracked against the action. These statistics need to firstly be set up for each year (See the Statistics Columns section for more details).

Description Bank (Action Type Only)

Predefined action description text. When adding a new action of this type the user can select from a list of predefined text to quickly populate the action description field. This can be useful for standardising certain types of actions across your organisation.

Once these columns are enabled and given appropriate names they will be able to be selected within the grid by clicking add.

Choose the statistic. Optionally a default target can be set which defaults the target value for this statistic against the action.  Also can choose the  ‘Auto Add’ option. This means that when a new action is added the statistic is automatically monitored otherwise the user has to add the statistic manually.

Table Name (Editable Section Only)

The SQL database table to save the Editable Section. This will be saved within the Student schema. The table will contain the following columns:

• ID
• StudentID
• Input1-60
• CreatedBy
• CreatedDate
• LastModifiedBy
• LastModifiedDate

Creating the template will create the SQL table. Changing the table name will create a new table if it does not exist. Multiple templates can share the same table name.

Allow Multiple Records (Editable Section Only)

This option decides whether one record can be added for each student or multiple entries. If there is one entry for each student there will be a series of inputs with a save button on the top of the section If there are multiple entries per student then this will appear as a grid with an add button and a delete/edit button against each row. The add/edit button will open a popup with a series of inputs.

Allow Bulk Add (Editable Section Only)

This option decides whether the template is available on the ‘Bulk Add ILP’ on the Group Details page’s side panel. Allows data to be added for multiple students at once. Only available if ‘Allow Multiple Records’ is ticked.

Allow Resource (Editable Section Only)

When this is checked the template has a section called ‘Resources’ where files or hyperlinks can be attached to the record. In order for the user to be able to add/delete records from the Resource grids the user’s permission group will need to be able to edit the first field within the template.

Copy Into Action

The Copy Into Action allows the user to copy the entire content of a template into the current template. This rapidly allows templates to be made identical before further modification takes place. Clicking ‘Copy Into’ will show a list of templates. The user can select the template which they wish to copy into the current template.

Download SQL File (Editable Section Only)

This will download a SQL file to be able to interrogate the data within the Student.[TableName] schema. Administrators can use this SQL in their reporting. As the fields in the table are named Input1-60, this will alias each field with the template input name to be able to interrogate the data more easily. For example ‘T.Input1 AS [Subjects Student is planning to apply for]’

Add to Each Organisation Structure Action (Schemes of Work and Lesson Plan Only)

Adds the template into each organisation structure. The levels which are affected are governed by the organisation level setting ‘Can Add Templates’. If multiple levels have the setting ‘Can Add Templates’ then only the highest level will have the templates added.

Edit Template

The Edit Template button allows the user to edit a specific part of the template.

The Tabs can each be edited. The Tab can be renamed or turned on/off for different Permission Groups. An overall Guide Text Comment can be added where a college can describe to users what is expected on each tab.

Input Areas can be edited on most of the tabs on the Scheme of Work, Lesson Plan and Observation.

Label Text

The label above the text box can be altered. Formatting of the text can be applied.

Guide Text

Guide Text can be added to give more information for how the staff or student should fill it in. Different guide text can be given for different user types: Staff, Students and Parents. Formatting of the text can be applied. Note that students and parents are not appropriate in Observation Live.

Input Type

The input can be either Text Area, Rich Text Area, Dropdown or Observation Grade Scheme.

• Text Areas - Simple text area. No formatting allowed.
• Rich Text Areas - Text can be formatted. Formatting options include;

• Making text bold, italic, underlined
• Changing text colour and background color.
• Changing text font size
• Aligning text.
• Bullet points
• Indenting
• Adding special characters

• Adding links to images and other web pages.
• Template List - The user will select from a list of values.
• Observation Grade Scheme List - The user will select from a list of values in the observation grade scheme. This is only available for Observation Live templates. Each option can be colour coded.
• Date Field - The user will be able to choose a date.
• Time Field - The user will be able to choose a time.
• Check Box - The user will be able to tick or untick a checkbox.
• Label - Text with no associated input. Could be used as a simple header to separate sections or to show informational text

Template Default Text

The text to display if there is no data already within the input. This can be used as a prompt for how to fill in the input or default value in the dropdown list. Note that if this is a date field the format should be yyyy-mm-dd e.g. 2018-09-30. If this is a check box then this should be true/false.

Statistic (Observation Templates Only)

Each statistic column against either the course, group or staff can be associated with the input field. For example, if the statistic column of ‘Group - Attendance’ were to be selected then the Group’s Attendance will be shown above the input field for the observer to comment on. The group’s attendance figure would update every night but once the observer saves text into the input field the group’s attendance for today will be stored against the observation itself.

Required

In some cases the field can be made required. The user can choose from the following.

• Not Required - Not required to be filled out when saving
• Strict - When saving this field needs to be populated otherwise the user will receive a message saying that the data cannot be saved until this field is populated.
• Warning - When saving the user receives a message saying that the field should be populated. However the save still takes place even if the field is not populated.

Format

Only available if the input type is Text Box. When saving the field the Format is checked whether it is valid. If invalid the user will get a warning message saying that the data is incorrect with a message about which input and why. Examples include Email Address or Number or Whole Number etc. New Formats can be added from the Template > Format tab.

Template List

The list to associate the dropdown with. These configurable list of values can be altered from the Template > Template list tab.

Observation Grade Scheme List

The list of observation grades associated with the dropdown list. These configurable list of values can be altered from the Maintenance > Observation Grade Scheme.

Text Box Height

The height of the Text Area in pixels.

Width

The relative width of the text area when viewed on PC sized monitors. Choose a value from 0 to 12. The page is essentially split up into 12ths. 12 would take up 100% of the page width, 6 would take up 50% of the page width etc.

Order

The order in which the input areas appear within the tab.

Can be Viewed/Edited By:

Decides which Permission Group can view or edit the input. For Action Type templates this is not permission groups but is who the action is for/creator/owner or viewer. If neither view or edit then the input will not appear. If just view the input will appear read only. If view and edit then the input will appear and can be altered.

The below example shows how labels and guide text and input types affect the look of the input.

Schemes of Work Content

Default Lessons can be added. When the user saves the start dates, number of weeks and lesson per week on the scheme of work then default lessons will be automatically populated. For example Lesson 2 in tutorials always involves talking about careers. This information can be auto added for every tutorial. This can subsequently be modified by the user.

The Lesson columns can be renamed and turned on or off. Up to 6 text columns can be displayed.

The relative column width can be altered for the 6 columns. There are 10 units of width. For example if the Scheme of Work content has 3 columns. The first one could be give a width of 7, the second 2, and the third 1. This will mean that the first column will take up 70% of the available width, the second 20% and the third 10%. For the Scheme of Work content it is important that the widths of the visible columns add up to 10.

Lesson Plan Content

Default Activities can be added. When users add an activity against the lesson they can choose from a default activity to auto-populate the row. For example the first 5 minutes of the lesson always involves taking a register. This can subsequently be modified by the user.

The Lesson Activity columns can be renamed and turned on or off. Up to 6 text columns can be displayed.

The relative column width can be altered for the 6 columns. There are 9 units of width. For example if the Scheme of Work content has 3 columns. The first one could be give a width of 6, the second 2, and the third 1. For the Lesson Plan content it is important that the widths of the visible columns add up to 9.

Template List Tab

The Template List tab allows administrators to create a list of options to be selectable within the template.

The tab shows all list names. New lists can be added, existing lists can be edited and lists can be deleted.

Clicking the detail button allows the user to change the list. There are 2 types of dropdown lists - Manual and SQL.

For manual types values can be added, deleted and edited from the list. The items can be ordered. If the order is left blank the list will be ordered alphabetically. Each item can be either enabled or disabled. If the item is disabled then it will not appear within the list.

The above example shows a list called Activity Type with various values. If this list was associated with a section of the template the user will be shown a list with the 4 values to choose from

For SQL Types the user will be able to add their own dynamic SQL:

• Datasource - Choose the datasource where the data will come from. These can be set within System > Datasources . To use the College Live database itself leave this blank.
• SQL - The SQL to return data. This should return one column’s worth of data.

Dynamic Parameters can also be passed into the SQL:

• @@AcademicYearCode - This will be replaced by the academic year being viewed.
• @@StudentRef - For Editable templates on ILP Live or Notification Live this will be replaced by the Student Ref of the student being viewed. For example this could be used to create a dynamic list of the enrolments for the viewed student.

Format Tab

The system ships with the following Formats:

• Characters 10 - 10 Characters Expected
• Characters 10 Max - Up to 10 Characters Expected
• Characters 10 Min - Over 10 Characters Expected
• Email Address - Email Address Expected
• Number - Number Expected
• Number Whole 0 to 100 - Whole Number 0 to 100 Expected
• Number Telephone - Telephone Number Expected
• Number Whole - Whole Number Expected

New Formats can be created:

• Name - The name to appear in the list of Formats e.g. Number Telephone
• Message - The message the user will receive if invalid e.g. Telephone Number Expected
• Regular Expression - The Regular expression to check the format. This is technical in nature and documentation can be found here https://learn.microsoft.com/en-us/dotnet/standard/base-types/regular-expression-language-quick-reference. It is also possible to ask AI e.g. Google Gemini to create these for you. This allows for complex pattern matching as required.

Academic Years

Accessed from the Maintenance menu

This screen shows each academic year. Clicking the details button allows the academic year to be modified.

Enabled

Enabled academic years can be selected within every academic year dropdown in the system for instance on the top menu. It is recommended to only enable 2 or 3 academic years, this can be the next academic year, this academic year and the previous academic year. This should keep the system streamlined. Administrators should make sure that the current academic year is always enabled.

Can Add Temp Course (Planning Live only)

The Planning Process often starts before the new academic year which can be before new courses have been added into the MIS system. Teachers can still plan for new courses not yet in the system by creating a temporary course.

When this setting is enabled when creating a new Scheme of Work the user can select the tick box ‘Can't see your course then tick here’. This will allow the user to add in a new course.

The administrator should decide when temporary courses can be added into the system. When the courses are fully known and imported into the system then the administrator can turn the setting off to stop further temporary courses from being added.

Copy Academic Year Action

The Academic Year screen has an Action to Copy Academic Years. This should be primarily used at the beginning of the Academic Year to quickly populate the new academic year.

There are various options to copy including

• Homepage Notifications
• Sites
• Rooms
• Holidays
• Validation Periods
• Statistical Columns
• Observation Evidence
• Template Lists
• Scheme of Work/Lesson Plan Templates
• Observation Templates
• Action Type Templates
• Editable Section Templates
• Mentoring Template Mapping
• Mentoring Staff
• Organisation Structure Definition
• Organisation Structure
• Page Creator
• Progress Period

Holidays has the extra option of moving the dates by a number of days. For example if a holiday went from 16/10/2017 to 20/10/2017 and the holidays were moved by 1 day the new holiday would go from 17/10/2017 to 21/10/2017. This is to take into account that weekdays shift each years. Also note that this number can be negative e.g. -6.

Organisation Structures also has the option to copy