Last update : 30/04/04 User Guide Copyright 2004 Auralog S.A. All rights reserved.
ADMIN TOOLS User Guide Contents Introduction ...................................................................................................................................................... 3 To install distant Admin Tools..........................................................................................................................................3 To run Admin Tools ...........................................................................................................................
ADMIN TOOLS User Guide Introduction Admin Tools allows you to organise the training structure within TELL ME MORE e-Learning solutions by managing: § Tutor accounts (creation, modification and removal) A ‘Tutor’ is a teacher, training course leader or the organiser of a language group (a group of students all learning the same language). The Tutor can track students’ progress and communicate with them using Tutor Tools.
ADMIN TOOLS User Guide To run Admin Tools Before running Admin Tools, you must install TELL ME MORE e-Learning solutions and define the server parameters. 1. Go into the Start menu. 2. Select Programmes\TELL ME MORE e-Learning solutions\Applications\Admin Tools 3. Type in the password. The user name – defined by default during the installation of TELL ME MORE eLearning solutions – is not modifiable.
ADMIN TOOLS User Guide The ‘Tutors’ window This window allows you to create, modify or remove Tutor accounts. Click on the Tutors icon . To create a Tutor account 1. Click on the icon Add a Tutor account 2. Type in the surname and the name of the Tutor (maximum 50 characters for each text box). 3. Type in any useful additional information in the Description text box (e.g. Tutor’s title, availability etc.). This is optional. 4. Select the Tutor’s interface language for the Tutor Tools application.
ADMIN TOOLS User Guide 6. Click on the icon Configure the message system . The Configure the message system box appears. This allows you to define the parameters of the distant Tutor account (sending and receiving messages). 7. Type in the different parameters using the table below to help you. Confirm your choices by clicking on the green tick. Note: It is important to fill in this table correctly.
ADMIN TOOLS User Guide User name (SMTP)/ Password to send messages. User name and password of the SMTP server account (if different from those of the POP server account). 8. Type in a user name (between 2 and 50 characters) and a password (optional - max. 16 characters). This data must be given to the Tutor to access Tutor Tools. 9. Go to the Languages tab and click on the icon Add a language The Add a language box appears. . 10. Choose the language, then confirm by clicking on the green tick.
ADMIN TOOLS User Guide 4. Carry out the modifications, then confirm by clicking on the green tick. For more details on these tabs, refer to the To create a Tutor account section. 5. If you have modified the connection parameters (Message Reception or Send Messages parameters), click on the Send account creation message icon to send the distant Tutor his/her new parameters. To remove a Tutor account Note: You cannot remove a Tutor account if the Tutor is responsible for a language group.
ADMIN TOOLS User Guide The ‘Language Groups’ window A ‘language group’ is a group of students learning the same language with the same Tutor, who is assigned to the group when it is created. The student accounts created thereafter can be allocated to one or several language groups (but only one per lesson language) or indeed not allocated to any language group. In Admin Tools, click on the icon Language groups .
ADMIN TOOLS User Guide 7. Click on Add a workgroup . 8. Select the workgroup from which you wish to make the language group visible. 9. Confirm by clicking on the green tick. The language group appears in the Language groups window. To modify a language group You may need to modify the name, description or Tutor assigned to a language group. Note: You cannot modify the lesson language of a language group. 1. In the Language groups window, select the language group you want to modify.
ADMIN TOOLS User Guide The ‘Student groups’ window The ‘student groups’ concept allows students to be grouped together, thus enabling easy administration of TELL ME MORE e-Learning solutions. A student can be allocated to one or several student groups or indeed not allocated to any student group. In Admin Tools, click on the icon Student groups . To add a student group 1. Click on the icon Add a student group 2. Type in a name for the student group you are creating (e.g. class name, level/year). 3.
ADMIN TOOLS User Guide Summary Reports This function allows you to programme the arrival of requests for summary reports (indicating student progress) to be sent to the person responsible for the training course. 1. Click on the icon Summary reports The Summary reports box appears. . 2. Click on the icon Add a request for a report 3. Select the date of the next report. 4. Define the frequency of the reports (Every x days, Every month on the x or Every week on the x). 5.
ADMIN TOOLS User Guide 2. Clicking on the icon Remove student group(s) . (You can also select the menu Student groups/ Remove student group(s).) A message will ask you to confirm the removal of this group. 3. Confirm this choice by clicking on the green tick. Student group types A ‘student group type’ is an extra piece of information allowing the student groups to be more specifically categorised, thus facilitating their organisation.
ADMIN TOOLS User Guide 2. Select the predefined student group type that you want to add from the list, then confirm by clicking on the green tick. 3. In the Student group types box, click on the green tick to recreate the predefined student group type in Admin Tools. To modify the name of a student group type Note: You cannot modify the name of a predefined student group type. 1. Select the student group type that you want to modify. 2. Click on the icon Modify a student group type 3.
ADMIN TOOLS User Guide The ‘Students’ window You must create student accounts using Admin Tools, either student by student (to know more about this, refer to the To add a student account section), or by importing a student list (to know more about this, refer to the To import a student file section). Click on the icon Students . To add a student account This function allows you to save all the information concerning an individual student to his/her personal account.
ADMIN TOOLS User Guide 2. Type in the surname and first name of the student (max. 50 characters in each text box). 3. Select the TELL ME MORE default language. 4. Select the location of a student workstation: refer to the information in the table below. Choose If… Local the student is working on TELL ME MORE on the local network (on CD-Rom). • Type in the user name (minimum two characters). You also have the option of creating a password (maximum 16 characters) to access TELL ME MORE.
ADMIN TOOLS User Guide 2. Select a lesson language. 3. You can also select a language group (optional). The name of the Tutor responsible for the selected language group will be displayed. Note: A student does not have to be allocated a language group (select None from the drop-down menu). In this case, the student will not have a Tutor. If you wish to restrict access to Lesson Families, go directly to point 5. 4. Confirm by clicking on the green tick. 5.
ADMIN TOOLS User Guide To add a student group 1. Click on the icon Add a student group 2. Select the type of student group. 3. Select the student group name. 4. Confirm by clicking on the green tick. . To remove one or more student groups 1. Select the student group(s) to which you no longer want to allocate students. 2. Click on the icon Remove one or more student groups .
ADMIN TOOLS 3. 4. User Guide Define the start and end dates of the training schedule. If the student is expected to suspend his/her training for a predefined period (during the holidays, for example) you can tick the box Suspend training. This is optional. You should then specify the language training suspension start and end dates. Note: This function is only available if the student has a Tutor! You can now define the different tasks that will constitute the student’s training schedule.
ADMIN TOOLS User Guide 2. Select the send date. 3. Select the lesson family. 4. Select the title of the Learning Path to be sent to the student. 5. Confirm by clicking on the green tick. The task is added to the training schedule. Add a message to send 1. Click on the icon Add a message to send . 2. Select the send date. 3. Select the type of message to be sent (Registration information, first contact message etc.). 4. Confirm by clicking on the green tick.
ADMIN TOOLS User Guide 3. Select the type of postponement (put back by a certain number of days or define a new date). 4. If you want to postpone all tasks preceding or on this date, you can tick the box Postpone all the following tasks by the same number of days. This is optional. 5. Confirm by clicking on the green tick.
ADMIN TOOLS User Guide 2. Select the name of the training schedule template that you want to use. 3. Select the start date of the application of the training schedule template. 4. Confirm by clicking on the green tick. Other parameters 1. Modify the parameters according to the fields available. Note: The parameters selected by default – that appear on the screen when an account has been created – were defined by the principal administrator in the Server parameters application.
ADMIN TOOLS User Guide To create and save a form You are going to create the fields and/or text boxes that will constitute the different sections of your form. 1. Click on the icon Add a new field 2. Select the type of field. - If you select Text box, enter the name of the field. In the form, you will enter open information, such as address, town and postcode. Go directly to point 7. - If you select Selection box, Add a new field appears. 3. Click on the icon Add a choice 4.
ADMIN TOOLS User Guide 10. Type in a name, then confirm by clicking on the green tick. To modify a form You can: , - modify a field by clicking on the icon Modify a field - move a field in the form by clicking either on the icon Move the field up , or on the icon Move the field down , - remove one or more fields by clicking on the icon Remove the selected field(s) . To load a form template This function allows you to open an existing form template and to apply it to the student account. 1.
ADMIN TOOLS User Guide Name and description of column format Column name Explanation SurName* Student’s surname (by default, the entry in the UserName column) FirstName* Student’s first name PupilsGroup or IDPupilsGroup * Student group name or ID Location Workstation location (local, distant or online) Email Student’s e-mail address (obligatory for distant student accounts) UserName TELL ME MORE® user name Password Password to access TELL ME MORE® LearningGroups or Language group name or
ADMIN TOOLS User Guide Example 2 File with ‘SurName’, ‘FirstName’, ‘UserName’, ‘Password’, ‘LearningGroups’, ‘Location’, ‘Email’, ‘town’ and ‘workstation’ columns (the last two columns refer to the personal information that you choose to enter). Some basic rules for creating a valid file to be imported § § § § § § § § § The minimum any student import file must include is the ‘UserName’ column. The lesson language will be subsequently asked for in order to complete the importation.
ADMIN TOOLS User Guide If lesson language information (i.e. language group or lesson language) is missing for one LearningGroups or student, this information will be asked for to complete the importation of all student data. IDLearningGroups The lesson language added will be allocated to all students for whom this information was missing.
ADMIN TOOLS User Guide 2. Click on the the icon Select Student(s) . The Students in the database box opens. You can then sort by student group and/or language group, then by ID, surname and first name to locate the student accounts you want to export. 3. Select the students whose accounts you want to export, then confirm by clicking on the green tick. 4. Click on the icon Add a field 5. Select the field(s) you want to export (e.g. surname, first name, user name, etc.
ADMIN TOOLS User Guide To remove one or more student accounts You can remove a student account when the student has completed his/her training. This removal entails the deletion of all information concerning the student, including those results obtained while working in TELL ME MORE. 1. In the Students window, select the student(s) whose account(s) you want to remove. 2. Click on the icon Remove one ore more student account(s) .
ADMIN TOOLS User Guide The ‘Licences journal’ window This window allows you to visualise the number of licences used by each student. In Admin Tools, click on the icon Licences journal Click on the icon Update the licences journal TELL ME MORE e-Learning solutions . in order to update the list in real-time. Copyright 2004 Auralog S.A. All rights reserved.
