Knowledgebase : 1) FrogLearn > System Preferences

Dashboards are the initial pages a user sees when they login to the platform. As an administrator you are able to select what different profiles are able to view when they first login to the platform (admin/staff/student/parent/other).

The dashboards available to the logged in user can be navigated through by clicking through different dashboard selector circles on the top black navigation toolbar.

Adding/Changing Dashboards

When you wish to change a dashboard you must be logged into the platform as an administrator. It is important to note that when you want to add a new dashboard you must already have created a site that you wish to use as a dashboard. Providing you have your site ready to set as a dashboard, click the Frog head at the top left of the black navigation bar then click “System Preferences”.

 In the system preferences window, click on “Dashboards” on the left hand side. You must then select which profile of users you wish to change the dashboards for.



You do this by selecting the desired profile option from the dropdown menu. Once you select a profile you will then be shown a screen with 5 possible dashboards. Each profile can have a maximum of 5 dashboards.

The existing dashboards can be rearranged by holding your left mouse button over them and dragging them left and right. These dashboards represent the dashboard selectors users see on the top black navigation bar when they login. The dashboard on the left hand side is the first dashboard users see when they login to the platform. You can change the order of these dashboards by dragging them left or right with your left mouse button held over them.

To remove a dashboard you can click the red cross at the top right of the thumbnail preview for that dashboard. To add a new site as a dashboard you first need an available place and you will see a grey square containing a plus icon. Clicking this plus icon will open up a FrogDrive window displaying your “My Sites” area.

From this window you can navigate to and find the site you wish to use as a dashboard. Single left click to select a site then click the “Use” button at the top right of this window. This will return you to the system preferences window. But you will now have your site as a dashboard page. 

Below the dashboards area is a “recently used“ area. This displays sites you have recently used as dashboards. In order to re-use these you can hold your left mouse button over them to drag and drop a site into one of the available dashboard slots.

It is also worth noting that you are now able to hide the user timeline and personal dashboard for profiles. By ticking the "hide" checkbox the dashboard will become greyed out and hidden for users of that profile when they next login.

When you are happy with your changes to the dashboards simply click “save changes” for these to take effect for users when they next login to the platform.

Notifications – Guide

The below guide will need to be repeated for each user as they all have their own individual “My Preferences” configured within the Frog Virtual Learning Environment (VLE).
1) Open your school’s Frog (VLE) on a desktop PC or laptop and log-in using your Frog Username and password.

2) Select your initials in the top right hand corner, which should reveal a drop-down menu, and select “My Preferences”.

3) A new window will be presented, if you then select the “Notifications” tab on the left hand column. In here you can control which specific notifications that you wish to receive when logging into the school’s Frog VLE by switching these on/off using the switches in the “Frog Notifications” column.

4) If you want to receive notifications for Frog without having to log-in to your school’s Frog VLE you can turn on E-mail notifications. In order to do this you can select the “E-mail Addresses” tab from the left hand column, and entering your E-mail address that you would like to receive notifications on into the presented text box and select “Add”. (You can also add multiple E-mail addresses by repeating this step)

5) You should then receive a verification E-mail shortly after to the mailbox account that you have added like the one below in the example screenshot. If you click the highlighted “*here*” hyperlink to verify your account or copy and paste the URL provided in the E-mail into your web browser. You will then start to receive Frog notifications via E-mail.

6) If you return to step three in these instructions, from here you can switch on/off which notifications that you want to receive via E-mail, by using the switches under the column “Email Notifications”.
Notification Types

Notification Types

The table below shows the rules behind the “Notifications” section within the “My Preferences” section when a user is logged into the schools Frog (VLE) Virtual Learning Environment.

Notification Type

A notification will be received when


A Student has been assigned an “Assignment” from a teacher.


Invited to an “Event” on the calendar application.


A Teacher has left “feedback” on an assignment.


A form has been submitted.


A post has been submitted on a Forum.

Frog Update

There are any Frog updates/releases.


*This is no longer used within FrogLearn and can be disabled.*

Like Added

A “Like” has been submitted.


*This should be disabled as it is relating to MIS imports etc.*

My Child’s Work

The parent’s child has handed in an assignment.

My Preferences

Changes are made in “My Preferences”.


A submission on a “Poll” widget has been placed.

Quick Launch

Changes are made to the quick launch by adding/removing a shortcut to a site or application.


A site, file, or post has been shared.


A new post has been added to a user’s timeline.


A post has been added to the “Wall” widget.


Changes have been made to an ePortfolio.

Troubleshooting E-mail Notifications in Frog

1) If you are not receiving E-mail notifications from Frog, make sure to check in the user’s mailbox junk folder as your mailbox may filter these E-mails into the spam/junk folder.

2) Your school may need to configure the E-mail notifications, to do this log-in to your schools Frog VLE using an Admin profile, select the accounts initials in the top right hand corner and select “System Preferences”. In here if you select “Notifications” from the list on the left which you should be presented with a screen like the screenshot below;

3) In here if the “” is greyed out and not in this text box, type this Email manually into the text box, and select it from the drop down list which should then highlight the box in yellow; and select the “Update” button.

4) If your Frog server is unable to send out E-mail’s directly, your school may need an E-mail relay server configured in the “System Preferences” which can be found under the “Email” option from the list on the left.

5) If you are still having issues with not receiving these E-mail notifications please contact our Frog Support Team and they will investigate the issue further

Below is a table which shows the options that are available to admin users that the school can use to configure Frog which these are located within System Preferences. You can access these settings by logging into Frog as an admin profile, select the users initials (in the top right) and select "System Preferences". 


You can use this to enter your school’s ADFS server URL and encryption certificate in order to integrate ADFS with your Frog platform

Acceptable Use Policy

You can use this to set up a user agreement that users will need to accept when they first log-in to Frog. (This can be turned on by profile type e.g. staff and student etc)

Active Directory

You can enter your schools ADFS domain and controllers in order to integrate your ADFS SSO with Frog. (You will need to enter a valid username and password that is active in your ADFS to authorise the connection)

Assessment Cycles & Targets

You can edit the school Assessment Cycles & Targets for example the period names and dates.  

Assignment Settings


1.       You can set the default mark scheme in Frog to be set as “No Mark Required” when teachers are initially setting a new assignment (This can be switched “On” and “Off”, but can also be over-ridden by changing this when creating the assignment.)

2.       You can also set the “Auto Close” for assignments which can be set as default to “On” or “Off”, which means when teachers initially create a new assignment these will be the default settings, but this can also be over-ridden by the user.



You can enter the schools Azure instance UUID in order to integrate this with Frog.

Custom Tags

1.       Subject Tags: You can add custom subjects for classes that are not included in the default list in Frog, these will appear when creating a new assignment.

2.       Stage Tags: You can add custom Key Stages that are not included in the default list of Frog, which will appear when creating a new assignment.


You can edit default dashboards by profile type which this is what users will initially see when they first log-in to Frog. (You can add up to 7 dashboards per profile type.)



This is used to enter the school’s Email Relay server.

File Types

This can be used to monitor file types that users can upload into Frog, which there is the option to add or remove new file types on a profile basis)

FrogPlay Settings

1.       Manage Messages: In here you can manage  messages in FrogPlay.

2.       RAG Boundaries: This can be used to adjust the red/amber/green boundaries which are used in the reports section of FrogPlay, this can be adjusted per Key Stage/ Subjects.

3.       Games Pop-up: You can enter custom text which will be displayed to students when selecting a game.

4.       Revision Target: You can adjust and specify how many hours you would like students to complete revision in Frog. (This will be displayed in the 7 Day Report in FrogPlay)

Frog Mobile App Preferences

This can be used to change the default settings of the mobile application to clear media/photos that were taken in the application only.

Google Apps

1.       Sign in with Frog: You can enter your schools Google Apps Domain in order to integrate Google SSO with Frog.

2.       Google Drive: You can use this to set-up and allow users access to there own google documents.

3.       Sign in with Google: You can enable the ability to log-in to Google.

Login Background

You can set a custom background for your school’s Frog log-in page, for example a picture of the school.

MIS Importer

1.       Usernames: You can configure new users that are imported from your MIS database into Frog by profile type.

2.       Display Name: You can configure how users names are displayed in Frog if the users have a chosen first/last name set in your MIS database.


1.       Schedule: You can set the time that you want the automatic import to start importing the data from your MIS database, and set the dates you want the import to run. (You can also run a manual import by clicking the actions button and selecting “Run MIS Import)

2.       Backup: You can configure your Frog back-up details in here.

3.       MIS Import: You can view recent import details in here which you can download the import log to view specific details of the import.


You can set the boundary colours in here for the “Markbook” application which will be applied to ALL Markbooks in Frog


1.       Network Information: You can set up the school’s network information in here, including the SAMBA Workgroup which is needed in Frog to allow users to access Network Shares in Frog.

2.       Shared Drives: You can set add network shares that exist on your schools network and provide access to specific profiles in Frog by entering the network paths.

3.       User Drives: You can add user drives in Frog on a profile basis by entering the full network paths.

4.       Passwords: You can configure passwords for users accessing network shares which can be set to save users passwords permanently or on a per session basis.


In here you can configure the Ribbit notifications which are Frog notifications that all users will receive when logging into Frog which you can turn “On” or “Off”.

Office 365

1.       Outlook: This can be used to enter your school’s URL to access Outlook.

2.       OneDrive: This can be used to allow users to access their OneDrive.

Profile Authentication

This can be used to set profile types authentication method which is used when logging into Frog, which can be set to: AD, ADFS, Frog etc.

School Details

This will be the name of your school as this will be displayed on any content users publish externally.

Secure Gateway

Please contact our Support Team for more information.  

Third Party

If you have any Third Party integrated applications in Frog they will be displayed in here.


You can set the period between timeline updates which will refresh users timelines in Frog.

With the introduction of FrogSnap and it's latest features, Admin users have the ability to decide when media is deleted from users mobile apps. There are three options to choose from and there is also the option to enable users to manually override the 'Clear media' settings the admin user has specified. Please see the image below. We have introduced this feature for security reasons and because devices are usually shared within a school so this will prevent any devices from filling up with multimedia and therefore using large amounts of storage. 

PLEASE NOTE: The ability for Admin users to manage this via System Preferences is only available for iOS users at this moment in time. 

In response to customer requests, a new option within the System Preferences configuration has been added. Administrators can now set their own background image allowing the FrogLearn login page to be personalised at a school level. 

As an administrator, navigate to System Preferences > Login Background.

The Custom Login Background options will be displayed. By default, the current release background will be set to the Newton release background, but this will update automatically for any future releases. To add a new login background image, click on the + symbol. 

The FrogDrive pop up window will open to the Documents section. Only image files (JPEG, JPG or PNG extension types) will be displayed within the Document areas. 

Should your new background image not be held within FrogDrive, select the New button to upload your image.

Select the image to want to use as the new login background, then select the Use button. 

Note     The optimum image resolution is 1680 x 895, with a file size around 200Kb. Excessively large images may slow down the login page, whilst small images may cause poor image quality.

You will be taken back to the Custom Login Background page with your new background image displayed. 

Should you wish to change the login background, navigate back to the Frog head > System Preferences > Login Background. The current login background will display with a red X

If you are happy with the background image selected, click on the Save Changes button.

A notification will appear to advise that the login background has been saved. 

The new login background will be seen by users who are currently logged into FrogLearn and choose to log out, as well as all users when they next login to access FrogLearn.

Should you wish to change the login background, navigate back to the Frog head > System Preferences > Login Background. The current login background will display with a red X.  

Select X and the login background is removed. When you select Save Changes, the login background will revert back to the default current Frog release. 

Lastly, within the Login Background configuration, there is a Recently Used section. This will display a preview of the background images that have been used in the past. 

Further Information 

Should the custom login background not display, the FrogLearn platform will auto pick a flat colour to show, similar to the background image selected. By default, the current release name and details will overlay the custom background image. 

In System Preferences you will find the MIS Importer tab that allows you to configure how your users are displayed when they are initially created within Frog. You can outline what username format you would like them to have as well as whether you want to use their legal names or their chosen names from the data within MIS. You can also set what the document permissions are from this page. 

When setting up usernames from within the 'Username Creator' there is a small blue help button (please see image) that outlines how to display usernames in different formats. For a quick overview, in the Student example below, a username for Patrick Wilkinson who started school in 2015 would be 15PWilkinson. Broken down this is:

{{admission_year | format=YY}}{{first_name|limit=1}}{{last_name}}

{{admission_year | format=YY}}-  I want to display the users admission year in a YY format 

{{first_name|limit=1}} - I want the users first name here but limit it to 1 character as I only want their first initial

{{last_name}} - I want to display the users last name next

A great feature of the Username creator is the ability to tick the Autocorrect 'Start Date' for the student profile. In the example in the image, you might know that all students in year 8 started in 2015 so all their usernames would start with 15. However, if someone joined this school year in 2016 and the Autocorrect Start Date wasn't selected, they would have the same username format as year 7's as that's the same year they started. Using the autocorrect feature would change this to match all the other year 8 users.

Display name

From within the Display Name tab in this page, you can select whether you would like to import users into Frog and display their legal name or their chosen name. 

This is simply where you input the name of your School. It will be displayed on any content you publish externally, such as curriculum's or sites shared through Frog Connect.

Schools that host FrogLearn locally (i.e. on a Frog server or on a school VM instance) can now have Secure Gateway as an additional service.

What is Secure Gateway?

Secure Gateway allows users to access applications remotely via a host PC within the school. The user experience for someone at home would be as though they were actually sat down in front of the machine in school. This service is normally used by schools who want to give their students and staff access to bespoke applications that would normally be unavailable to the average home user.

How a User Connects:

When a user tries to connect using Secure Gateway, the IP address of the Remote Users Computer (from home) tries to connect to the Frog Server via port 2001 on the Frog Server (hence this needs to be opened on the Frog).

The Frog Server then tries to connect to the specific workstation IP (or one out of a pool) that is selected via port 3389 (if this is closed the frog server wont connect to the local machines).

If a POOL is selected then the server will work its way through the named workstations and a processes running on these machines will inform the Frog Server if a user is currently logged in. If this is the case then the user externally will be unable to connect to this internal machine.


Typical Issues:

  • A reverse proxy is preventing the Frog server from being able to see the IP address of the remote user connecting and instead only shows the IP of the reverse proxy to the frog box (where port 2001 is likely disabled).
  • Remote Desktop is not enabled on the internal machines. This is typically done in the Advanced settings if you go to Properties on MyComputer, in the Remote area or Advanced area depending on the operating system.
  • Port 2001 is not open on the Frog server meaning that the Remote user cannot connect to the Frog Server.
  •  Port 3389 is not open on the Frog Server meaning that the Frog Server cannot connect to the internal workstations.



Please see below the pre-requisites for Secure Gateway to work successfully.

School Pre-Requites

  • Enable port forwarding (2001/TCP) from the external IP address of the Frog server on your firewall / gateway to the internal IP address of your Frog server on your LAN / DMZ. Much like port 80/TCP and 443/TCP are configured for your current Frog service. If port 2001/TCP is in use then please use any other available unprivileged port. This information will need to be passed on to the Frog Service Desk for configuration.
  •  Installation of the Frog WMI Query Service. This service allows the Secure Gateway system to determine whether or not a PC is in use. The service must be installed on a server that can contact all PCs or servers that a user wishes to use Secure Gateway with, generally this would be the Domain Controller. The service will also require the username and password of an account that can carry out the WMI queries on the network. By default the Frog WMI Query Service runs on port 8888/TCP. However, this can be altered should another service on your server have this in use. The Frog WMI Query Service can be downloaded here.
  • Ensure that the host PCs within the school have Remote Desktop enabled and are configured to allow users to login remotely.
  • Contact the Frog Service Desk on 01422 395 939 or to activate Secure Gateway.


Frog Pre-Requisites

Activate Secure Gateway configuring the following defaults for the Frog server:

  • External IP address of the Frog server.
  • External port to be used for Secure Gateway traffic from the user to the Frog server. This by default will be port 2001/TCP unless specified otherwise by the school.
  • Internal IP address of the Frog server.

Setup Secure Gateway               

Once the Service Desk has activated Secure Gateway there will be additional elements for the school administrator to configure. Navigate to the FrogBar at the top of the platform, click on you login initials then go to System Preferences > Secure Gateway > Configuration.

When the Secure Gateway Configuration page displays, so will all of the default information about your Frog server.

If the Frog WMI Query Service has been configured then please enter in the details as below and then click on the Save button.

WMI Host - The hostname of the server where the Frog WMI Query Service has been installed. This normally would be the domain controller within your school.

WMI Port - The port that has been configured for the Frog WMI Query Service. By default this will be port 8888/TCP unless modified by the administrator.


Next the administrator will need to create rules. Rules are created to manage PCs that can be accessed within your school. Access to the rules can be further broken down to individual users or groups. To create a rule, navigate to the Frog Head > System Preferences > Secure Gateway >Rules.


When the Secure Gateway Rules page opens, click on the Add new rule button.

The Edit rule window will appear. Enter the PCs as well as appropriate users / groups that are to have access via Secure Gateway as per the fields below:

Description - Enter a description for the PC or pool of PCs that will be accessible to users.

Hosts - Enter the internal IP address for a single PC and then click on the + button. If a pool of PCs are to be made available then add in the next IP address and click on the + icon.

Port - By default port 3389/TCP will be used unless specified differently.

Users - Enter the individual user or group of users to have access.


Once happy with the information entered, click on the Save button.


When the rule saves FrogLearn will check that the IP address is available on the port specified (by default this is port 3389/TCP). If successful then the rule will be added to the list of Secure Gateway Rules as shown below.



Multiple rules can be added by selecting the Add new rule button. To modify an existing rule click on the Edit button, or the Delete button to remove an existing rule.

Once logged in to Frog, a user can access a PC within the school by navigating to the Frog Head > My Preferences > Secure Gateway.


A list of the available connections will be displayed. Click on the Enable button to activate the connection.


A list of instructions will appear advising the user how to connect to the PC host within the school using Remote Desktop client from their local machine.

An Acceptable Use Policy (AUP) is a document stipulating constraints and practices that a user must agree to access the Frog network. Many businesses and educational facilities require that employees or students sign an Acceptable Use Policy before being granted access. As you can see from the image below, you can define and edit what your Acceptable Use Policy is and you can then decide which profiles will need to accept this before they are allowed to log into Frog. At the bottom there is the option to use the 'Force users to re-accept' button which means that if you make any changes to your policy, you can ensure all selected users are made aware and need to re-accept the new terms.