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LoiLo Inc. May 2017

LoiLoNote School

User Registration Manual


Before Starting

Before using LoiLoNote School in the classroom, it is necessary to register lists of teachers, students, and subjects. This information can be registered after logging in to the LoiLoNote School web console using your school’s administrator user ID and password. Instructions for logging in as an administrator are included below.

Quick Login Recommended for Schools where Students Share Tablets

If multiple students will use the same device, and devices will be used only under teacher supervision, we recommend registering teachers and students to use Quick Login. When enabled, students do not need to enter an ID or password. Quick Login also simplifies registration for administrators, as their is no need to assign user IDs or manage passwords. For instructions regarding setting up Quick Login, please refer to the Quick Login Setup Manual.


Topics in This Manual

1. Download the template and sample spreadsheet files

2. Login to the Web Console as a School Administrator

3. Register Teachers

4. Register Students

5. Subjects and Groups/Classes

6. Register Regular Subjects

7. Register Optional Subjects

8. Individually Register Subjects

9. Individually Registering Groups/Classes

10. Register Regular Subjects within the LoiLoNote School App

11. Register Optional Subjects within the LoiLoNote School App

12. Update User IDs ( ID Conversion )

1. Download the template and sample spreadsheet files

The files linked below are spreadsheet files in the XLSX format. This format can be open by most modern spreadsheet applications, such as Microsoft Excel or Google Sheets. You will input your school’s information in the template file. Please review the sample file for examples of how to enter the information.

A Note About XLSX and CSV Format Spreadsheet Files

The template and sample spreadsheet files mentioned above are saved in the modern XLSX format. The web console will ask you to upload individual sheets (pages) of the data you entered in the XLSX spreadsheet file in a different, more basic format called CSV. Please be aware that all registration information uploaded to the web console should be saved in CSV format.

2. Login to the Web Console as a School Administrator

The address for the web console differs based on the type of server for LoiLoNote School used by your school. If your browser automatically logs in to the web console using your teacher account, log out of the teacher account and log back in as the school administrator.

Cloud-based Server Web Console:

https://n.loilo.tv/users/sign_in

Individual (Physical) Server Web Console:
To login to your in-school server’s web console, replace the section in curly brackets with the IP address for your school’s individual LoiLoNote School server.
https://{In-school-server-IP-address}/users/sign_in

3. Register Teachers

 Register Teachers En-Masse using a CSV file

A. Enter information in the “Teacher” sheet within the the template XLSX file.

B. Export the information saved in the “Teacher” spreadsheet tab as a CSV file.

C. Upload the CSV file containing the “Teacher” sheet within the LoiLoNote School web console

Select the “Teacher” icon to display the Teacher List.


Select “CSV Upload” from the “CSV Upload” menu.

After selecting the file to upload the console will show a preview of the information to be registered. If everything looks correct, click “Import” to register the information saved in the CSV file.

 Register Teachers Individually

A. Select “New Teacher” from the Teacher List.



B. Enter information for the new teacher.

An email address is not required.


After entering the information, click “
Create”.

C. Confirm that the added teacher is listed in the Teacher List

 Change Teacher Information

To change a registered teacher’s information, select their name from the Teacher List.

4. Register Students

For Schools where Students Share Tablets:

If your school’s students will share a limited number of tablets, please setup the Quick Login feature. For instructions, refer to the Quick Login Setup Manual.

 Register Students En-Masse via CSV File

A. Enter information in the “Students” sheet within the template XLSX file.

B. Export the information saved in the “Student” spreadsheet tab as a CSV file.

C. Upload the CSV file containing the “Student” spreadsheet data to the LoiLoNote School web console

Select the “Student” icon to display the Student List.


Select “
Import list of students” from the “CSV Upload” menu.



After selecting a file for upload, the web console will show a preview of the information to be registered. If everything looks correct, click “
Import”.

 Register Students Individually

A. Click on the “New Student” button from the Student List.

B. Enter Information for the new student.

It is not necessary to enter an email address.

After entering the student’s information, click the “Create” button.

C. Confirm the newly added student is included in the Student List.

 Changing Registration Information

To change a registered students information, select their name from the Student List.

5. Subjects and Groups/Classes

Within LoiLoNote School, the term subject denotes a single division of curriculum targeting a set number of students with a designated teacher in charge. Each subject in LoiLoNote School has its own storage space for materials, submitted items, and notes created by users. LoiLoNote School divides subjects into two category types: regular subjects and optional subjects. We call a number of students enrolled in the same regular subject a class, whereas a number of students enrolled in the same optional subject  are called a group. Please be aware that within our service, the process for registering regular subjects is different than that for optional subjects. Further explanation follows below.

6. Register Regular Subjects


A. Enter information for regular subjects in the “Regular Subjects” sheet within the template XLSX file.

Grade/Class:

Enter the grade and number/name of the class who will take the subject.

Subject Name:

This name will be displayed in the application.

Subject Teacher ID:

You can register up to two teachers as subject teachers (teachers in charge) via the Enrollment List. Enter the teacher’s user ID, not the teacher’s name.

To add additional teachers to a subject, select the subject from the Subject List.


No Need to Register Substitute Teachers:

Substitute teachers can take over control of a LoiLoNote School subject within the app by tapping the “Other Teacher’s Subjects” button in the Subject List. Thus, there is no need to register substitute teachers in the web console.


B. Export the “Regular Subjects” spreadsheet tab as a CSV file.

C.  Upload the CSV file containing the Regular Subjects spreadsheet data to the LoiLoNote School web console

From the main menu, select “Subjects” to display the Subject List.

Select “Upload Regular Subjects” from the “Import” pull-down menu.

7. Register Optional Subjects

While it is possible to register optional subjects via CSV file upload, we recommend registering optional subjects within the LoiLoNote School app itself. Please refer to separate instructions below to learn how to register optional subjects in the app. If you choose to use CSV upload to register optional subjects, we recommend registering the optional lessons and designating each subject’s teacher-in-charge first, and then registering the students in each subject after.

 Registering the Optional Subjects

A. Enter information for regular subjects in the “Optional Subjects” sheet within the template XLSX file.

“Optional Subjects” Names:

Enter the subject name that will be displayed in the application.

Participating “Group Name”:

Within LoiLoNote School, the term “group” denotes a set of students enrolled in the same optional subject.  Enter the name of the group “Group Name” that will participate in this optional subject, e.g. 1st grade, 1st class, Room 211. The following symbols cannot be used in the “Group Name” column:   / : ; ? * < > " ' \ |

NOTE: In order to effectively assign students to Optional Subjects, you must use the same participating Group Name here in the “Optional Subjects” tab, and as well as in the “Optional Subjects Groups” tab as used in the next section.

Subject Teacher ID:

You can register up to two teachers as subject teachers (teachers in charge) via the Enrollment List. Enter the teacher’s user ID, not the teacher’s name.

To add additional teachers to a subject, select the subject from the Subject List.

No Need to Register Substitute Teachers:

Substitute teachers can take over control of a LoiLoNote School subject within the app by tapping the “Other Teacher’s Subjects” button in the Subject List. Thus, there is no need to register substitute teachers in the web console.

B. Export the information entered in the “Optional Subjects” spreadsheet tab as an CSV file.

C. Upload the CSV file containing the “Optional Subjects spreadsheet data to the web console.

From the main menu, select “Subjects” to view the Subjects List

On the Subjects List view, select “Upload Optional Subjects” from the “Import” pulldown menu.

 Registering the Students Enrolled in Optional Subjects

A. Enter information for regular subjects in the “Optional Subjects Groups” sheet within the template XLSX file.

Optional Subject Group Name:

Within LoiLoNote School, the term “group” denotes a set of students enrolled in the same optional subject.  Enter the name of the group that will participate in an optional subject in the first column, “Group Name”, e.g. 1st grade, 1st class, Room 211. The following symbols cannot be used in the “Group Name” column:   / : ; ? * < > " ' \ |

NOTE: In order to effectively assign students to Optional Subjects, you must use the same participating Group Name here in the “Optional Subjects Groups” tab as those entered in the “Optional Subjects” tab used in the previous section.

Student IDs:

Enter the student user IDs in the column labeled “Student User ID”. Please note that each row should only contain one group name and student user ID, as seen in the example below.

B. Export the information entered in the “Optional Subject Groups” spreadsheet tab as a CSV file.

C. Upload the CSV file containing the “Optional Subjects” spreadsheet data to the web console.

From the main menu, select “Subjects” to view the Subjects List

On the Subjects List view, select “Upload Optional Subjects Groups” from the “Import” pulldown menu.

8. Individually Register Subjects

Should you wish to add another subject sometime within the year, you can always add subjects one by one.

Note: Before registering a new subject, please be sure to register the group of students who will enroll in the subject. For more information about how to register individual subject groups, refer to the next section “Individually Registering Groups/Classes”.

A. From the main menu, select “Subjects” to view the Subjects List

B. From the Subjects List view, select “New Subject”.

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C. Enter information for the new subject.

Subject Name:

The name of the subject to be displayed within the LoiLoNote School app.

Group/classes:

Check the groups/classes that will take this subject. Use the search field to narrow the list of possible choices.

Teachers:

Check the names of the teachers responsible for the class. Use the search field to narrow the list of possible choices.

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D. Confirm that the created subject is included in the Subject List.

9. Individually Registering Groups/Classes

A. From the main menu, select “Group/Class” to view the Group/Class List

B. From the  Group/Class List view, select “New  Group/Class”.

C. Enter name and grade information for the new group/class.

D. Select the student who will join the group/class

Select students to join the group/class from the pull-down menu.

E. Confirm that the created group/class is included in the Group/Class List.

10. Register Regular Subjects within the LoiLoNote School App

A. Log in as a teacher.

B. Tap the “Add Subject” button in the Subject List.

C. Choose the group or class that will take the subject.

D. Enter the subject’s name, and tap “Create Subject

11. Register Optional Subjects within the LoiLoNote School App

A. Log in as a teacher.

B. Tap the “Add Subject” button in the Subject List.

C. When asked to select a class for the new subject, tap the “Create New Class” button.

D. Enter a name for a new, empty group which will take the new optional subject (e.g. “Debate Team” ) then tap “OK”.

E. Enter a name for the new optional subject. (e.g. “Debate Team Planning”) and tap “Create

F. Once the optional subject is created a Class Code will be displayed. Take note of this code. By entering this code, students can instantly join the optional subject group created, and thus attend the newly created optional subject.

G. Students can use the Class Code to join the group by tapping on the “Enter a Class Code” button on the Subjects List.

12. Update User IDs ( ID Conversion )

 Update User IDs En-masse via CSV File

It is possible to reassign user IDs en-masse in response to grade or class changes.

A. Download the ID Conversion template XLSX file.

https://goo.gl/Iw69iX

B. Enter your Information

Old User ID:

Enter the user’s current ID.

New User ID:

Enter the desired new ID.

C. Export the “ID Conversion” spreadsheet tab as a CSV file.

D. Upload the CSV file containing the “ID Conversion” spreadsheet data to the web console.

 Update Individual User’s ID

To edit an individual user’s information, including their ID, select the user’s name from the Students List.