Higher Ed. Administrator Guide Higher Ed VoiceThread VoiceThread licenses include a virtual Organization that contains a number of Pro and Basic acco accounts. unts. Faculty members will receive Pro accounts, and students will receive Basic accounts. There is one Administrator of the license initially, and more Administrators can be added at any time. Administrators set default rules for the members, create accounts for users, and manage those accounts. This guide is written speciﬁcally for accounts with Administrator Administrator status within a Higher Education Organization.
higher ed. administrator guide at a glance:
• Roles within an Organization • Administrator • Instructor • Student • Getting Started • Where to nd your new license • Accessing the Manager • Navigating the Manager • Overview • Users • Settings • Homepage • Adding users • External authentication • Adding users manually • Adding a single user • Adding users in bulk
• Editing users’ information • Edit a single user • Bulk editing • From the Overview • Using a CSV le • Promoting a Pro user to Administrator • Setting up Groups/Courses Groups/Courses • Using export credits and phone-commenting minutes • Automatic resource allocation • Manual resource allocation • Removing users • Removing a single user • Removing users in bulk • From the Overview • Using a CSV le • Archiving student work • Additional support
Roles within an Organization Administrator (Pro account) Administrator The Administrators for an Organization are the only people who can access the Manager. They can see and manage all Pro and Basic accounts in the Organization. In addition, the Administrators will be the only ones capable of creating accounts, changing the Organization’ss default settings, or performing any nancial transactions. The primary tasks of an Administrator are to: Organization’
• Create new user accounts (if your institution uses manual account creation). • Set the default rules for the Organization.
• Allocate phone-commenting minutes and export credits to users who need them. • Delete or remove users from the Organization.
Any current Administrator can make any other Pro user in the Organization an Administrator, as well. See Promoting a Pro user to Administrator Administrator for for details.
Instructor Instructor (Pro account) All instructors hold Pro accounts, but not all of them are Administrators. Those who are not Administrators do not have access to the Manager. Click here to download the Higher Ed Instructor Guide.
Student (Basic account) Student Students do not have access to the Manager.
Getting started Where to ﬁnd your new new license Your license is delivered to the VoiceThread VoiceThread account you were signed into when you purchased it. If the license was purchased with a purchase order, order, it was delivered to the email address speciﬁed on the purchase order order..
If you will be using manual account creation, visit http://voicethread.com/ http://voicethread.com/ and and sign into the account to which your license was delivered. If you would like to use external authentication for account creation, please contact our Integration Team to learn more.
Manager Accessing the Manager The Manager is where you will create and manage Pro and Basic accounts, as well as set default Organizational rules. To access your Manager, follow the steps below. 1. Sign into your VoiceThread VoiceThread account. 2. Click on your email address in the top-right top-right corner. 3. Select Manager Manager or or Manage Manage from from the list. 4. Sign into the Manager using your email address and password.
Navigating the Manager The navigation menu at the top of the page allows you to access the different areas in the Manager.
Overview In the Overview, Overview, you’ll see a list of the members of your Organization on the left. lef t. Basic accounts have an orange icon, while Pro accounts have a purple icon. On this page, you’ll be able to add more user credits (accounts), more export credits, or more phone-commenting credits buttons on the right. minutes to your Organization’s Organization’s total using the Add credits buttons
Use the Search Users ﬁeld Users ﬁeld at the top of the Overview list to search for a speciﬁc person or use the Filter by menu by menu to narrow your view. For example, you can choose to view only Pro accounts or view only the members of a specic Group.
To search for users by label, go to the Filter by menu, by menu, select Search By Labels, Labels, and then type the search term in the Search Users ﬁeld. Users ﬁeld. VoiceThread VoiceT hread Higher Ed. Administrator Administrator Guide
Users If your Organization is using manual account creation, this is where you’ll add all users to your Organization. It is also where you will perform any bulk updates on their account information. Please see theAdding the Adding Users, Editing users’ information, and Removing users in bulk sections for details about these processes. You can also download a report listing all of the current members of your Organization from this page.
Settings The Settings area is where you can change any Organization-level rules or permissions.
Enter the name of your Organization here, and click Save Settings. Settings. SUPPORT EMAIL
Settings. Enter the email address of the person who is the main support contact for your Organization, and click Save Settings. BILLING EMAIL
Enter the email address of the person whom V VoiceThread oiceThread should contact regarding any ﬁnancial transactions for your Organization, and click Save Settings. Settings. VoiceThread VoiceT hread Higher Ed. Administrator Administrator Guide
Automatically give users export credits and phone-commenting minutes so that you don’t have to allocate these resources manually. manually. See Using export credits and phone-commenting minutes for details. ORGANIZATIONAL RESTRICTIONS
Prevent members from sharing with the entire Organization: This option allows you to prevent all members from sharing their VoiceThreads VoiceThreads with everyone in your Organization. This means that they
Groups/Courses rses). ). will only be able to share with their individual contacts or with the members of their Groups (see Setting up Groups/Cou Require all users to access VoiceThread VoiceThread through an encrypted connection:
This option is only available if you have a Site License or have purchased the Advanced Security Controls upgrade. It allows you to require that all users send content and data over SSL. Users are able to set this option for their own accounts individually, but checking this box would enforce that setting for all members of your Organization. Sign users out when browser is closed:
This option is only available if you have a Site License or have purchased the Advanced Security Controls upgrade. When this option is enabled, all members of your Organization will be signed out of their accounts when they close their web browsers. This is helpful if users often sign into their accounts in a lab or on public computers. Set the period of inactivity after which a user will be signed out automatically:
This option is only available if you have a Site License or have purchased the Advanced Security Controls upgrade. It allows you to select a period of inactivity after which a user will be signed out of his or her account. This helps ensure account security because if a user accidentally forgets to sign out of his account on a shared computer, he will be automatically signed out after the speciﬁed time.
Homepage A custom homepage is included in the Site License. If your Organization has purchased a Single Instructor or Department License, you’ll need to upgrade to the Site License in order to use the homepage. This is a place to showcase some of the best VoiceThreads VoiceThreads created by members of your Organization. You can also upload an image or logo and create messaging to be read by anyone who visits your page.
Learn more about how to customize and enable your organization’ o rganization’ss homepage.
Adding users users There are two methods of adding users to an Organization: external authentication and manual creation with a CSV le.
External authentication External authentication is the option that requires the least administrative work for your Organization, and it will ensure that all user information is added accurately and securely. VoiceThread can authenticate through LDAP/ LDAP/Active Active Directory, Shibboleth, and a number of ca n integrate with VoiceThread. VoiceThread. Learning Management Systems. Contact our Integration Team to ﬁnd out if your information system can Integration Package, Package , which is included with the Site License. Wadditional e strongly encourage External authentication is part the VoiceThread large Organizations to use this of option. Department Licenses can add the V VoiceThread oiceThread Integration PPackage ackage for an fee. Pleaseall us to nd out more about the Integration Package. If you are using the Single Instructor License, you will need to create users’ contact us accounts manually or upgrade your upgrade your VoiceThread license. VoiceThread VoiceT hread Higher Ed. Administrator Administrator Guide
Adding users man manually ually Users from the menu. To create accounts manually, click on o n the Users section of the Manager, and then select Add Users from
This opens the Add Users page.
ADDING A SINGLE USER
Enter the user’s user’s information into the elds on the left sside ide of the screen. If you want to require this user to change his password the rst time he signs into his account, check the box that says Require user to change password? Once you’ve entered all of the user’s information, click Add. Be sure to record the account information shown at the bottom of the conﬁrmation page so that you have the user’s password. It will not be shown again. ADDING USERS IN BULK
To create accounts in bulk, you’ll use a CSV le. Download the sample ﬁle from ﬁle from the right side of the screen screen to guide you. Fill the spreadsheet with your users’ information, and upload it using the upload eld on the right side of the page. CREATING A CSV FILE The sample CSV le available in the Manager already has the column headings in place, along with some sample information.
Enter the user’s user’s real rst name. This information is only visible to Administrators in your Organization, so it’ it’ss important to enter the correct information. last_name
Enter the user’s user’s real last name. This information is only visible to Administrators in your Organization, so it’ it’ss important to enter the correct information. identity
An Identity is the public name that appears next to the image that represents a user whenever whenever he or she makes a comment. This name will be visible to anyone who can view a VoiceThread VoiceThread on which the user commented. email_username
Enter the user’s full, valid email address. password
The password needs to be at least 6 alphanumeric characters long. Passwords are case-sensitive. case-sensitive. type Enter basic for all Basic (student) accounts and pro for all Pro (instructor) accounts. label (optional)
We recommend entering a label for users. The label will be attached to the account and can be used with the search/lter functions in the Overview area to nd all users who share a label. You can then perform bulk actions such as adding them to a Group, removing them, or allocating resources like export credits credits and phone minutes. If you do use the label eld, make sure your labels are unique. The more information you include, the more useful labels will be.
UPLOADING A CSV FILE
1. Go back to the Add Users area. Users area.
2. Click Browse Browse or or Choose File. File. This will allow you to select the ﬁle you wish to upload. 3. If you want to require your users to change their passwords to something new the rst time they sign into their accounts, check the box that says Require users to change password? 4. Click Upload.
A conﬁrmation page with a list of information for these accounts will appear below the the Add Add Users form. Users form. Please review this list and conﬁrm that all of the account information is correct. If any information is incorrect, clickCancel Import. You can then correct your CSV le and
re-upload it. If all information is correct, click Add users to [Organization title] at title] at the top or bottom of the list. A conﬁrmation of the account information will appear at the bottom of the page. Please print this information for your records. Passwor Passwords ds cannot be retrieved once you leave this page. USERS WHO ALREADY HAVE VOICETHREAD ACCOUNTS
If you add users who already have VoiceThread VoiceThread accounts under the email addresses you entered, then VoiceThread VoiceThread will need their permission before adding them to your Organization. You’ll know which users already have accounts because in the conrmation list you see after you add them, the password area will say User has a password. password. Their names in your Overview list will be highlighted to indicate that their membership is pending, and you won’t be able to manage their accounts until they agree to join your Organization.
These users will receive email invitations, and they can accept your invitation directly from that email.
They will also receive an on-screen pop-up invitation to join your Organization the next time they visit the MyVoice MyVoice page. This is how people who haven’t checked their email can accept your invitation.
After the user accepts your invitation, he will receive an on-screen conrmation message. His account will be added to your Organization and upgraded immediately.
Editing users’ informatio information n Users’ information can be edited individually or in bulk.
Edit a single user You can edit accounts acco unts individually from the Overview sec section. tion. To view and edit details on a user’s account or allot export credits and Change or or Add Add next to the information you’d phone-commenting minutes, click on a user’s user’s name, and then click Change you’d like to edit. Make your change, and click Update Update..
Please note: If your Organization is using external authentication, authentication, you should not edit users users’’ passwords in the Manager Manager.. These changes
must be made in your Information Management System instead.
Bulk editing Some information can be edited for more than one user at once. FROM THE OVERVIEW
To allocate export credits and phone-commenting minutes, assign users to Groups, or remove or delete users’ accounts in bulk, use the Overview section. Just check the boxes next to two (2) or more names and use the area on the right to make any changes.
If you need to update the rst names, last names, Identities, passwords, or labels for many users at once, you can do so by creating and uploading a CSV le instead of changing each user’s information individually. individually. To use this option, go to the Users section and sselect elect Modify/ Update Users from Users from the menu.
From the modication page, you will be able to download a sample CSV le and instructions for lling it out and uploading it. Please be sure to print any conﬁrmation pages so you have a record of your changes.
Promoting a Pro user to Administrator You may have as many Administrators for your Organization as you would like. To promote another Pro user to Administrator, follow the steps below.
1. Go to your Manager Overview. Overview. 2. Click on the name of a Pro user. user. 3. Click Change next to the Management eld. organization. 4. Select Allow to manage organization.
Setting up Groups/Courses Any Pro user can create Groups Groups and invite users to join them. Only the person who created a Group will be able to add or remove members. For this reason, we suggest having having instructors create their own Course Groups. Starting from the MyV MyVoice oice page, follow the steps below to create a Group. 1. Click on your email address in the upper right hand corner of your MyVoice MyVoice page, and select Groups and Contacts. Contacts.
Save.. 2. Click on New+ at the top of your Orgs & Groups list. Add a name and description for the Group, and then click Save
3. Click Copy the link, and then paste the link into an email, website, or learning management system. Anyone who clicks the link will automatically be added to the Group, gaining access to all the work shared with the Group.
Click here to download the Group Creation Guide. Once a Group has been created, the simplest way to share VoiceThr VoiceThreads eads with the members of that Group is the Drag-n-Drop sharing method. Any Group you are a member of appears on the left side of your MyVoice page. Just click and drag any of your own VoiceThreads VoiceThreads or a VoiceThread VoiceThread that you can edit to the name of the Group on the left side of the page. The VoiceThread VoiceThread will instantly be shared with that Group, so all members will be able to view and comment on it.
Using export credits and phone-commenting phone-commenting minutes esource allocation allocation Automatic rresource Allow users to automatically use export credits and phone-commenting minutes from your Organization’s Organization’s total. Follow the steps below to enable this option.
1. Sign into your Manager. Manager. 2. Click Settings Settings at at the top of the page. 3. Check the box next ttoo each option to enable it. 4. Enter the maximum number of credits credits or minutes you would lik likee to allocate to users. These numbers must be in increments of 5.
5. Click the Save Settings button. Settings button.
When these options are enabled, users will automatically be allotted credits or minutes in 5-unit bundles until they’ve reached the maximum number you entered. Once users have reached the maximum, you you can continue to allot them credits or minutes manually.. These numbers can be changed at any time. manually
Manual resource allocation If you don’t have automatic resource allocation enabled or if you would like to give add additional itional credits or minutes to an individual, you’ll need to allot them from your Organization’ Organization’ss total by following the steps below. below. 1. Sign into the Manager. Manager. 2. Click on the name of the person who who will be using the export credits or ph phone one minutes. Select your own name if you will be using these resources. You can also select multiple names to allot credits or minutes to more than one person at a time.
3. Click Add next to the number of export credits and/or phone minutes that person currently has. 4. Enter the number you’d like to allot. 5. Click the green Update Update button. button.
These resources will be subtracted from your Organization’ Organization’ss total and added to the specic user’ user’ss account. Please note: You cannot return credits from a user’s account to your Organization’s total, so it’s best to only allot them when
Removing Users When a user no longer needs access to your Organization, Organization, you can remove or delete his account. Removing a user will mean that he is no longer a member of your Organization, but he will still have access to his V VoiceThread oiceThread account and the content he created or had shared shared with him. His account will be downgraded downgraded to a Free Free account. Deleting a user means that his his account, including all VoiceThreads VoiceThreads and comments he has ever made, will be permanently deleted.
Removing a single user Select a name in your Overview list and select [User’s name] from from [Organization title]. Choose Remove or Delete, and click Continue.
Removing users in bulk FROM THE OVERVIEW
Check the boxes next to two (2) or more names in the Overview list and click the Bulk User Removal option. Select Removal or Deletion, enter the conrmation text, and click the green g reen Update button. VoiceThread VoiceT hread Higher Ed. Administrator Administrator Guide
USING A CSV FILE
If you are removing or deleting deleting a large number of accounts, it might be faster to do so using the CSV option. This will allow you to upload a CSV le containing the email addresses of all members you wish to remove or delete so that you don’t need to check the boxes next to each of their names one by one. To use this option, go to the Users section and select Remove Users.
From the removal page, you will be able to download a sample CSV le and instructions for lling it out and uploading it. Please be sure to print any conﬁrmation pages so you have a record of the removal or deletion of these accounts.
Archiving users’ work In VoiceThread, VoiceThread, all content belongs to the person who created it. If a user creates 8 VoiceThr VoiceThreads eads and then is removed from your Organization, he will take that content with him. The only time this would not apply is if the person’ person’ss account is deleted instead of removed from your Organization, in which case all of his work would be deleted permanently. To save users’ work before removing or deleting accounts, turn their VoiceThreads into archived videos by exporting completed projects. The resulting video includes all media, comments, and Doodles. Doodles. You can play the V VoiceThread oiceThread video ofine, store it on your computer, burn it to DVD or download to an MP3 player or mobile phone.
Additionall support Additiona Center to to take advantage of the many If there is any information you did not nd in this guide, please visit the VT Support Center resources available. You can also contact also contact us with any specic questions.