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Vedubox Quick Start Guide - EDU

Table of Contents

 

 

Technical Support, System Training and Contact Us

You can reach us from support@vedubox.com by e-mail for your support requests.

You can request system setup training from Vedubox technical support team via video conference.

You can take LMS management, question-exam system management and live course planning training all together with your teachers.

You can get training for the system tools we use in Vedubox for video conference and webinar.

You can get closely associated support for Vonage SMS integration, PayPal integration, subdomain defining.

You can visit our support center from https://support.vedubox.com and use our Vedubox manuals.

We don’t provide direct technical support for end users/student. Your end users can send their requests to you from the “Support” module in Vedubox. You can follow the Support module with your admin account. You can send your end user requests to us.

 

 

 

User Roles

User roles in Vedubox are as follow:

 System Administrator executes the management panel. This role contains Branch operations, management of catalog/catalog subscription, student registrations, teacher registrations, scheduling live courses optionally and many other applications in itself.
You can assign unlimited system administrator accounts to the system.  

 Teacher role contains LMS management, planning and managing live courses, management of Qustion-Answer module, viewing reports and similar functions.
You can assign unlimited teacher accounts to your system. 

Student account represents the end-user in the system. This account type benefits from course content, joins to live courses and uses Question-Answer module.
You can assign active students as much as your student user number limit in your system. There is no limit for number of passive students in your system.

 

New System Setup:

With your administrator account, you can make your system ready for your teachers and students by following below steps*:

 

In order to group your students you need branches and in order to create courses, you need course categories.

There is a flexible structure in catalogs, which enables you to assign more than one course to the student groups. Again with the help of this flexible structure you can put up a course for sale in Portal module and with this flexible structure, you can create course packages which are ready for sale that contains more than one course.

It is all right to register your students first and then to do other steps but in the manual student registration systems it is more practical follow the above first four steps. Because you can still assign your students to the courses at the registration step. 

 *Details of these steps will presented in the booklet afterwards. 

 

1-Branch Management:

 Branches are the modules that provide you to group your students. You have to create a branch structure for course registrations, assigning exams and to assign live course meetings to appropriate groups.

Click on the branch module.

 

In order to create a new Branch, click on the add button.

 Type in your branch name. User number limit is representing the maximum number of students that can be registered to a branch. Obtain a limit or type in “-1” into this field to register unlimited students.
Register your branch with the “Add” button. Now you can add students to this branch and you can register different student groups by creating sub branches under this branch.  

Note: Main branch is created just for an example. You can keep on using this branch by changing its name.

You can add sub branches to any branch you choose. By this way, you can provide a clear distinction between your user groups. Click on the “Add Sub Branch” button.

Type in sub branch’s name and click on “Add” button.

Recently added sub branches number of users limit will be 0 by default. After choosing your sub branch, you can set your number of users limit. You can either enter a specific number or you can type in -1 for removing number of users limit completely.

2- Creating Teacher Accounts

 Teacher accounts is a type of account that can manage course content, create question-exam-tests and can lead or conditionally plan live meetings.

Click on the Teachers module. 

Press “Add” button.

 Fill in name, surname, e-mail and password information. 

You can add date of birth, mobile phone number and personal notes as well.

When e-mail confirmation box is ticked, there is no need for confirmation of this e-mail account and it can access directly. When you leave this box empty, this account has to be validated by the teacher with an e-mail.

When you tick “Guidance teacher”, this teacher can reach both his/her  

courses and other teachers’ course reports.

After accepting GDPR Policy (the law on the protection of personal data) text, click on “Save” button. You can register all your teachers like this.

3- Creating Course Categories:

Defining your course categories before creating them will provide you convenience:


a) While planning a live course, your course categories will be seen under categories.

 b) You can filter your live meetings according to course categories in live your live course meeting calendar:

c) It enables us to filter courses and categories that we put up for sale in Portal module.


Click on the categories module to create categories.

Click on the add button.

Enter the name of your category. If you want your category to be displayed in the Portal domain, you can choose an icon and tick “Visibility” option. If you do not need it to be displayed in Public domain, you can just enter your category’s name and save it.

 
 You can add sub category under your selected category.

4- Creating Courses

Preliminary Information:

You can schedule live classes using your existing courses.

Contents such as document, video, quiz etc. can be uploaded and presented to the student within the courses. Each course can be assigned for one teacher. Courses are assigned to the students by catalogs and catalog subscriptions. We can summarize this set up like this:

One catalog may contain one or more than one course. Likewise, one course can be in more than one catalog.

Catalogs are assigned to students by catalog subscription. In other words, students are registered to catalog subscriptions. When the catalog subscription is selected in the necessary catalog, this will define the course’s sales price, if it is displayed in the Portal domain.

Thereby, when a student is registered to one catalog subscription, they will be registered to all represented courses in that catalog for the duration of catalog subscription.

 

4.1- Automatic Catalog Administration

If you do not choose a catalog at the course creation process, a catalog will be created automatically same as the course name and at the same time, a ten years long catalog subscription associated with the course will be formed in the catalog. The course will be assigned in the necessary catalog. In other words, you can go on without making any manual changes on catalog subscription and on the catalog. This method is practical for the structures/schools that have low number of courses and for the ones that will not use the Portal module.

 In order to create courses, click on the courses module. 

Click on Add button.

Type in the course name. Choose course category and the teacher. Save it without choosing the catalog.

After this step, you can move on to student registration step.

4.2- Adding Catalog Manually

If you want to offer your courses to your students as packages or if you want to put up your course packages for sale on Portal, you can proceed by adding your catalogs manually.

Note: If you have a payment system, your Portal domain operates. If you want to add payment system to your portal, please contact with your reseller.


Click on the catalogs module. 

Click on the “Add” button.

Enter your catalog name.

If you want to put up your catalog for sale in the Portal domain, you have to tick “Is Public?” box and “Show at Homepage” box.

Save your catalog.

When you save your catalog, find it from the related list. Click on the three dots ( ) on the right hand side and choose update from the opening menu options.

Click to the “Add” button on the catalog subscription.

  • Type in your catalog subscription’s name. This name will appear in the Portal domain. You will see this name at the student registration’s catalog subscription part, too.
  • Choose your currency. If it is a free course, enter “0” to “Amount” and “Sale Price” fields.If it has a price, enter the first price to the “Price” field and discounted price to the “Sales Price” field.
  • Choose your subscrition period type. When you choose “Permanent”, user will stay registered within those periods. If you choose “Temporary”, registered user will be subscribed only within that period of time.

Save your catalog subscription.

When your Catalog and catalog subscription is complete, you can create a course and you can choose necessary Catalog or Catalogs.
Click on the Courses module to create a course.

Click on the Add button.

Type in the course’s name and then choose the course category and the teacher.

You can view your created Catalogs in the Catalogs domain. Save your course by choosing appropriate Catalog/Catalogs.

At the below example, the course named “Numerical Sciences” is created by choosing “Mathematic 101” and “12-Math” catalog.

By this way both the students registered to “Mathematic 101” catalog subscription and the students registered to “12-Math” catalog subscription will have access to this course.

 

5- Registering Students

You can register your students either one by one or with batch registration.

5.1- Registering One Student:

Click on the “Students” module.

You can register one student with the “Add” button.

After typing in compulsory information; name/surname, user name and e-mail, choose the student’s saved catalog subscription. You can change student information later by updating the student. You can change catalog subscription assignments by both updating the student or updating the catalog subscription.

If the “E-Mail Confirmed” box is ticked, student registers to the system without e-mail confirmation. If you untick this box, student receives a confirmation e-mail. In this case, student has to confirm their registration with confirmation e-mail.

After ticking the GDPR Policy box, you can save.

5.2- Batch Registration of Students:

Download the Sample Excel file.

You have to make excel files as much as your number of branches. Because, you will choose different branches at batch registration.

Type in student information into each row. User names and e-mail addresses can be the same.

Close your excel file after saving it. Switch back to Vedubox page and open batch creation from drop down menu.

Important:

  • Name, Surname, E-mail, Username and Password fields are compulsory.
  • Regardless the account type, each username and each e-mail address has to be unique to the user.

- Upload your saved excel file from the “Select” part. Choose branch for the students in the excel file.

- Choose students’ “Catalog subscription” from the catalog subscription part for your batch creation excel file and add the subscrition period with the “Add” button.

- Tick “Accept GDPR Policy” box and click “Save” button.

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Note: Uploading time may vary according to your excel file’s size.

Do not close/switch the window before your upload finishes.

 

When your upload finishes, registration list pops up for your confirmation. You can finish your student registration process by clicking “Accept” button.

 

In your registration list if you see a student row with red background, it means that this student will not be registered for a reason. The reasons for the failure can be:

  • The user name and e-mail address may have already registered,
  • One of the name/surname, user name, and e-mail or password cells may have left blank.

In this case, when you click “Accept” button, only the students with green background will be saved and red ones will not be saved.

After the setup process, your system will be ready for your teachers and students.