Knowledgebase : 1) FrogLearn

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 2015_xxx so that they can be easily identified. Old groups will only be visible within the Groups & Policies application, they will not be visible when sharing content within FrogLearn to reduce any confusion before the groups are removed.

Removing Old Groups

  • Log into the Frog platform as an administrator.
  • Navigate to the Groups & Policies application.
  • Check your old groups, they should have 2015_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.

Form Application:

Forms are a great simple way of collecting information from your staff, students and parent directly into Frog. And because in most cases they are already logged in you don't have to worry about collecting their details which makes a Frog form a quick task

To enable forms you need to navigate to groups and policies select the profile and enable all three options 

With new form option, you can view all the forms created within Frog which can be assigned or use in a new site 

Here you can assign forms as an assignment or use it in a new site assign it with a group or an individual 

Here I have a single row and I’m going to drag in a Text element. This is actually a RichText box, allowing me to add links, images and make the text bold. I can use this to make a heading in my row top

Now I can keep adding elements in this row, just like a Layout box when page editing, but I could choose to add another row underneath and have additional columns.

• We’ve already mentioned Text
• Single Line – allows me to add a single line for text entry.
• The paragraph gives the Form filler-in a larger space.
• Checkboxes let you set a number of options, which allow for more than one
selection, while
• Radio buttons limit the user to one of the options.
• The dropdown is also like this
• Date Picker lets you select a date
• And File Upload allows your users to upload files to the form. This can be handy for school trips, Reprographics

Each element has options available, just like when you’re editing a page. Most are fairly obvious, so I’m just going to highlight two here:

If you check the Required Field, your users cannot submit the form without filling this bit in

To view the results of the form you will have two options. First, you can add a Data Viewer widget to a page or you can navigate to site menu which is located at the left top corner of the site 

In the form results, I can see all the information, but if I click on the Action Cog, I can export all the data as a CSV spreadsheet or I can clear all the results.

The Frog page widget allows users to embed content from one page in a site, within another page on a site. This can help save time constructing sites and help to distribute control over specific elements within a site.

A good example of this is having one site containing a number of notice boards then nesting certain noticeboards into different dashboard sites. This way you can provide key staff members access to add notices to noticeboards without granting them overall access to changing all of the dashboard pages. The Frog page widget also is useful for having to update certain information in a number of places if it all leads back to the one source.

When editing a site, click on the "widgets" tab in the left hand content tray. From here drag the Frog page widget onto an editable area on the page.

In order to select a page to embed within this widget click the page icon to the right of the "select a page" area. This will expand a pane, displaying the sites area within FrogDrive.

Navigate to the site in question by accessing the different site areas on the left hand menu. When you've found the site you wish to access to find a page to embed, single left click the site and you will be shown a basic preview of this site. Here you can navigate through the pages to find the page to embed in your site.

Once you've found the page click on the green "Use" button at the top right of the site picker pane. Clicking the "back to site picker" text at the top left of the preview pane returns you to the site selection area. Once you've clicked "Use" the preview pane will close and the name of the site and page selected will be present in the widget "page" settings area and the page selected will be viewable within edit mode in the Frog page widget.


Once the widget is on the page, single left click the widget to be shown the settings for this widget on the left hand side. The 2 settings available are  the ability to select a page and the ability to define a height of this widget. By default the height of the widget is set to "auto" meaning that the Frog page will not have a scroll frame and simply display all of the content on this page. By clicking the height slider the icon will turn red to "Manual" where you are able to change the height of the widget on this page in pixels. 

If the content on the Frog page is greater than the height specified then there will be a scroll bar present when out of edit mode so users can view all of the content.


When exiting edit mode, after clicking the blue "Save Changes" button on the left hand edit tray the selected page along with the chosen height settings will then be shown within this sites page. It is important to remember that when nesting a page from one site into another site that users need access to view both sites (minimum "can view" permissions) or the content will not be displayed.

The FrogStore application allows admin and staff users to download resources such as sites, themes and apps directly to your FrogLearn platform. This application is available to all FrogLearn platforms.

When FrogStore is opened by a user for the first time, the user will need to accept the terms and conditions before continuing.

Once this has been accepted you are then presented with the FrogStore welcome page. From here you can look through and search for many different themes, sites and apps. These are separated into the following three sections for easier use:

  • Themes - Themes can be downloaded to be used with your sites. If downloaded, they are available to everyone who can create sites on your platform. Themes sit around the site content and define the majority of aesthetics within a site, for example the site name description location, size and colour etc.
  • Sites - A vast array of sites are available to download and be edited then shared amongst users on your platform. There are teaching and learning sites, to departmental sites to extra curricular sites and more.
  • Apps - Applications are available to download for use with third party software. The uses of these applications vary depending on the provider but the majority of these have Single Sign-On functionality. In order for these to work you will need to contact the Frog Service Desk and provide the necessary information (each third party varies).

If any of the above areas are selected you will be taken to that particular resource area. In the top pane is a "My Sites" button that when clicked will display and sites that you as the logged in user have submitted to the FrogStore for other schools to access. To the right of this is the global search. Here you can type in the name of a theme, site or app that you may be looking for and the results will be shown to you in this window.

In the right hand pane is a list of the most popular sites that have been downloaded. To access these simply left click them from the list to be taken to that sites page.

In the central/bottom panel are the last 4 resources for each "type" that have been uploaded that can be accessed by single left clicking the preview image.

When you click into one of the areas on the left hand panel you are provided with further information. The screenshot below shows an example of how it looks when accessing the sites area. Here you are shown the top sharing users, top sharing schools and most popular sites.

Furthermore, below this displays "recently uploaded" sites (the last 4 uploaded) and "all sites" which shows sites previously uploaded.

When you click into a resource (in this example, a site) you are provided with a number of screenshots and some basic information about the site. These include who has created the site,an overview of the site, when it was uploaded and tags provided for the site.

In order to download a site (or resource) to your FrogLearn platform click the blue "Install" button at the top right of the site window. You will then be presented with a similar popup to below, indicating the download process has begun. Depending on the size of the resource this can take anywhere from a few seconds to a minute. Click "Close" to close this popup.

You should then see a FrogStore download notification at the top right of the platform appear for a few seconds. Similarly when the download is complete the platform should notify you accordingly. Sometimes refreshing your FrogLearn platform can induce this notification to appear.

When you have downloaded the resource it will then become available on your platform. If it is a theme or app you will need to refresh your platform, a site should appear in your My Sites area for you to modify accordingly and share with your users as your own.

If you are happy with any sites you create please do submit them to the FrogStore when complete if you feel other schools will benefit from this. You can do this when clicking "Share" when viewing a site on the top black navigation bar then by clicking "Submit to FrogStore" (enabled by default but schools can turn this off).

The Analytics App is a powerful tool you can use to have an overview of who is using what on your platform. You can check how many hits sites are getting, who has set assignments as well as who is logging in and how long they are spending logged in to the platform. You can search for Sites and Assignments by Tag or Author and can filter your results easily to drill down to the information you want to see. To give one example, this might be useful if you wanted to know how many Year 11's are logging in and visiting a new GCSE resources site or if you wanted to know how many GCSE test assignments had been set for Year 11's throughout the year and which teachers have set them. On each search, the results are displayed with an easy to read line graph as well as a pie chart but there is also the ability to export the results to a CSV file which you can then use to display the data in any format you would like. Please note that you can't export data from the dashboard. 

Dashboard

When you first open the Analytics App, the first page you see is the Analytics Dashboard. This page gives you a quick overview of User logins, the amount of Site visits and the Assignments summary. You can filter these results down to each profile and you have the option to view the results from the last 7 days or the last 30 days. The reason you can only search back 30 days on this page is because of the sheer amount of information displayed on here. Furthermore, you cannot export this information to CSV due to this large amount of information.