Knowledgebase: 1) FrogLearn
FrogLearn - End of Year Housekeeping
Posted by , Last modified by Tom Keegan on 27 August 2020 02:56 PM

When the end of the academic year hits, it is important to keep on top of the housekeeping tasks to ensure the smooth running of the FrogLearn platform. Below are some simple checks to perform along with actions to resolve any changes that must be made.


Checking the MIS Import
When an MIS import is running correctly, a file called an XML file will be sent to FrogLearn containing your new data.

To check this, please follow the steps below:

  • Log into the Frog platform as an administrator.
  • Navigate to the Frog head menu in the top left of the main Frog bar.
  • Click it and open System Preferences.
  • Choose Maintenance > MIS Import from the left hand menu.
  • You should see a green box telling you "Latest MIS Import completed successfully".

    If you see any errors or have any problems at this point please use the Download Log button to get a copy of the import log, and contact our Service Desk.

    01422 395939
    servicedesk@frogeducation.com


New Users
If the MIS import is running correctly you should find that the new users who have been added to your MIS now have accounts within FrogLearn.

As an administrator you will need to:

  • Check the new users have been imported.
  • Check that they have the correct usernames.
  • Potentially modify the usernames if they are not correct/do not match your AD/ADFS instance.


Checking Usernames

  • Log into the platform as an admin.
  • Head to the Users application. You could use the search box, FrogDrive or Quick Launch.
  • Search to find the user you want to check.
  • Click onto the user to get into their account.
  • Choose Authentication from the left hand side to view their username.

  • Alternatively, if you wish to check multiple usernames at once, use the Action Cog to export your entire list of users to a CSV file.

Modifying Usernames by CSV

  • Log into the platform as an admin.
  • Head to the Users application.
  • Use the Action Cog in the top right hand corner to export a list of your users to a CSV.


  • When your CSV has exported you will be able to open the file in Excel.
  • Update the username field for the users who need it.
  • Head back to the platform and use the Import option under the Action Cog to import the CSV back into the platform.
  • The usernames should now be updated.
  • If you have any issues importing your CSV, download the error log provided by the platform to check for problems. If you are still having problems, please contact our Service Desk.

Please Note: The username format for new users imported from the MIS is set under System Preferences > MIS Importer > Usernames.

If this area is not set correctly, the usernames will not import correctly from the MIS. For more information on this area or assistance in setting up your username format, please contact Frog Support.


Old Users
Users who have left the school and have been removed from the MIS will remain in Frog but will have had their MIS link removed so as an administrator you can choose to remove them from the Frog platform.

The reason that Frog will not automatically delete these users is due to the fact that were there to ever be a problem with the MIS import, legitimate users would have their accounts deleted which would cause problems.

Removing Old Users

  • Log into the Frog platform as an administrator.
  • Navigate to the Users application.
  • At this point you can either filter by Year Group or Registration by clicking on the column header to make this job easier.
  • Use the Select button to allow you to select multiple users.

  • Once you have selected some users, click the Action Cog and use the Archive option to remove the users.

Please Note: Archiving a user will result in its removal from the platform. This action cannot be undone. Please be completely sure that you want to archive the user before proceeding.


Start of Year Process: New Groups
New groups should now have been added to the platform by the MIS import. Their memberships should also have been updated so all there is for the administrator to do to check:

  • Have the new groups been created?
  • Are they named correctly?
  • Is their membership correct?


If any of this information is wrong, the first step would be to check in your MIS as Frog will pull all this information from there. As an MIS linked group, you will have no access to update the membership or name of the group, so any changes need to be made in the MIS.

If you have any problems please contact our Service Desk.


Updated Groups
Any group that has maintained the same MIS ID at the year change, will not be replaced but will be updated.

These groups may update their name or their membership so as an administrator there are two checks to make:

  • Have the changes applied in the MIS filtered through?
  • Is the membership of the group correct?


Old Groups
Old teaching and registration groups that no longer exist in the MIS will have their MIS link in Frog removed. This means that they can be deleted from the Groups & Policies application. The old groups will be marked with the previous academic year appended on the start, such as 2019_<groupname> so that they can be easily identified when removing them from the Groups & Policies Application. 

Removing Old Groups

  • Log into the Frog platform as an administrator.
  • Navigate to the Groups & Policies application.
  • Check your old groups, they should have 2019_xxx as a prefix and the MIS column should be blank (no tick).
  • Use the Select button to multiply select the groups you want to delete.

  • Use the Action Cog to choose the Delete Group option.

Please Note: Deleting a group is a permanent change which cannot be undone. Please ensure that you are happy the group is no longer in use before removing it.


CSV Schools (Non MIS Linked Users)

Adding New Users
The following article contains information on creating your user accounts with a CSV Import. This will be the same process that you ran through when you first accessed your Frog platform.


Editing Existing Users
To update existing users en mass, the CSV import process outlined in the above PDF can be used again. You may wantt o do this to update usernames, change group membership or update passwords. The only difference in the PDF instructions would be that the CSV can be exported from the FrogLearn platform from within the Users application.

To export your users:

  • Log into the platform as an administrator.
  • Navigate to the Users application.
  • Select the Action Cog in the top right and select Export.

This will start a download of all the users on your platform to a CSV file.

Please note: If users are added to new groups using this method, they will be removed from their old registration/class groups if not listed. So for example, if a user was in Year 2 and this column is updated in your CSV to Year 3, the user will be removed from the Year 2 group and added to the Year 3 group.

End of Year Process: CSV Import
For schools who are using the CSV user management process, the end of the year contains a series of steps which need to be taken to prepare your users and groups for the following academic year.

We have put these steps together to give you some idea of how to do this quickly and efficiently.

Please Note: When updating user details in a CSV format, you must ensure that you include the UUID of your users. This is how Frog matches the updated data to the right user. Without the UUID, user accounts will be duplicated, rather than overwritten. The easiest way to get the correct UUID is to Export a CSV from the Users application, then update the CSV and Import it again.

 

Removing Users
There are a few important facts to note when removing users from the FrogLearn paltform.

Inactive:

Users can be marked as inactive by using the Account Status column within the CSV import. Inactive users are still available within the Users application and can be returned to active status either through a CSV import or by making a manual change to the account settings of the user.

Archived:

Users can be archived en mass from within the User application.

  • Search or filter the users to narrow down your selection to the relevant class or year.
  • Use the Select button to choose the users you wish to archive.
  • Select Archive from the Action Cog.

Archived users are no longer visible in the Users application so please be certain that you wish to remove these users from the platform prior to archiving them.

Editing Users
There are numerous reasons why you would want to edit users, below are a few pointers to how the CSV file must be filled in to ensure you get the results you're hoping for.

Whether you are editing your exported CSV online or in Excel, using Ctrl+F (Find and Replace) you can make changes to numerous lines quickly and effectively.

Year Group Changes:

Example: You wish to change your Year 7 users to Year 8.

Open your exported CSV.
Find (Ctrl+F) "Year 7"
Replace with "Year 8"
Save your CSV
For best results, start with your highest year group and work down. If you work in ascending order your next "Find" for Year 8 will return your newly formed Year 8, and your former Year 8 group members.



Registration/Class Changes:

In a similar way to Year Group changes, providing you know the new class pupils are moving to, you can find "Class A" and replace with "Class B" as above.

Again, before editing users for class changes, remove the users who have just left ensuring that there's a class name available to move to.



Club/Group Changes:

One of the biggest obstacles to tackle on your platform could be the changes to Groups. If new groups are starting, ensure that they are created in the Groups&Policies application before you commence your upload of data. Users will not import if they are associated to a group that does not exist in Frog.

If you wanted to make group changes via your CSV upload, rather than creating groups later in the academic year, this can be done easily. In the "Clubs" column of your CSV export you can write the exact group name. If a child is in more than 1 group, they simply need to be seperated with a | (Shift+\ or AltGR+'). For example, if a pupil if part of the House Captains group and the Guitar Club you would write Captains|Guitar Club.


Assignments
At the end of the year, admins may want to review open assignments for staff who have left, and close them off if required.

To do this, open the Assignment Monitor application.

Use the filter button at the top of the screen to filter to either the assignment name, subject, issue date, due date or teacher.

The close button  on the right can then be used to close off any assignments no longer required.

We would normally recommend that any existing teachers who will be using FrogLearn in the following year close off their own assignments to prevent any confusion around what is still being used.

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