Using the Management Portal

 

Accessing the Management Portal

To access the management portal click on the grey 'Management portal' link at the top of any of the iSee website pages (click with the mouse wheel or use right click -> open in new tab to open in a separate browser tab and keep this page open).

To access the management portal you will need to sign in using your usual iSee username and password. Your level of access to the management portal will be based on what permissions have been assigned to your user account.

 

Management portal layout

The management portal lets you carry out a range of tasks that are arranged into headings.

 

The Invitations tab: allows you to view, create and edit your iSee guest invitations

The Users tab: allows you to create, manage and delete users for your organisation including batch upload and deletion

The iSee System tab: allows you to create, manage and delete sessions for your organisation; including adding/removing users for sessions as individuals or groups, creating organisation and session administrators, managing user roles for sessions and customising sessions with branding boards

The Reporting tab: allows you to track and report on iSee usage for your organisation including session usage/attendance and the iSee functionality used

The Tools tab: allows you to view and create both quiz questions and quizzes for use in iSee

 

Creating and managing guest invites

The Invitations tab allows you to view, create and edit your iSee guest invitations.

To have access to the invitations functions of iSee you will need to have Organisation Admin or Session Admin privileges attached to your user account. Contact your organisation administrator to have these privileges set.  

 

To create a new invitation choose 'Invite' from the Invitations drop down menu. A popup window will appear to create the invitation. Note that this is the same popup window that will appear if you choose the 'Invite participants' in the iSee client, except that the Session field is not pre-filled.

Complete the invite form to create the invite.

 

Note that the invitation is for a single session in your organisation for a specified period of time. Anyone you send the session link to will be able to access the session, there is no need to create individual invites for each person you want attending.

 

The sessions are persistent, so you can create several invites that cover different time periods for the same session. Whomever receives the particular invite will be able to enter the session during the time period denoted in the invitation.

 

Note that the default time zone is GMT+10 and will need to be changed if you would like it to set the time for a different time zone.

 

Select a session role from the options available for your organisation. These roles allow for access/restriction to different features in iSee. For more information on roles see 'Creating and managing user roles for sessions'.

Clicking the 'Get Invite' button will create the invite and give you both a nine digit MEETING ID and oneclicklaunch weblink.

 

If the people using the invite are experienced iSee users then it is only necessary to send them the nine digit MEETING ID which they can enter into the iSee client on startup to access the session.

 

If they haven't used iSee before you can either send them the oneclicklaunch weblink which will direct them to a webpage where they can find both the meeting ID and a link to download and install the iSee client - or you can send them the nine digit meeting ID and instructions to go to https://www.iseevc.com.au/getting-started for the iSee client. To use the oneclicklaunch, click on the Copy Meeting Invite Link button and paste the weblink into your message.

Note that as you have now created the invitation, it now also appeared in your Invitations List. You can edit it by clicking on the blue Meeting ID, or delete it by clicking on the Delete button. The Invitations List only displays invitations that you have created, and only those that are currently active. If an invitation has timed out it will not appear in your invitations list and you will need to create and send a new one.

 

Creating and managing user accounts

The Users tab allows you to manage users individually or conduct batch user creation and deletion. Note that the Groups function under the Users drop down menu is soon to be deprecated and should not be used.

To view the users that are administered by your organisation select 'Organisations Users List' from the drop down menu.

The 'Edit' button on the right of the list lets you edit the users details including resetting their passwords. The 'Delete' button removes their iSee account.

In the example below there is only one registered user in the organisation. Note the Edit and Delete buttons as well as the ability to export the user list to an Excel file.

Searching for users

The search filters in each of the fields allow you to search for individual or groups of users. Typing something into any of the search fields at the top of the list columns automatically carries out a 'Contains' search - where the results are any records that contain the search term.

 

Clicking on the funnel icon beside the search field allows for other kinds of searches such as 'Does not contain' or 'Is equal to' (see below).

 

Using these search features it is possible to search for an individual user or for a collection of users. For example, if your organisations included a student population and a staff population that had a different email domain, you could search for just students or staff by filtering based on the 'Contains' @xxxx.xxx email domain name.  

Search fields

Adding an individual user to your organisation

To add an individual user first select 'Organisations User List' from the 'Users' drop down menu (as above), then click the '+ Add new record' button. This will open up a window to enter in the new users details. 

+ Add new record

Both the Username and Email must be unique for each user, so a good convention is to use the persons email address for both fields as all email address are unique. If you want to create multiple accounts for a user you will need to use a different email address for each account.

The 'Display Name' is the name that will be presented on their video avatar in the iSee client. To promote an environment for authentic relationship building a good convention is to use their Firstname Lastname in this field. The user can edit this later at any time during the iSee login process.

 

Click the 'Is Active' checkbox to make the user active.

 

Click the 'Is Private' checkbox if you want the persons username to only be available to your organisation. There are some advantages in leaving this box unchecked if they are likely to participate in a number of different organisations.

 

Click 'Update' to create the new user account - this may take a few seconds. If you click the 'Update' button again while the account is being created you will see a Fail message saying that either the Username or Email are not unique. This could be because you have already clicked the 'Update' button and the account has already been successfully created. You can check this by seeing if the top row of the user list in the darkened background view is the new user that you have just added (see example below).

Batch user creation

To add a larger number of users it is usually more efficient to use the batch user creation system.

 

To use the batch user creation system download the Excel batch user creation template here - and follow the instructions to populate it with user data from your database. All fields are required and note the recommendation to use the persons email as the username. This is because the username must be unique in the system and all email addresses are unique by definition.

Setting the 'Private' column to '0' will allow other organisations to see the persons username and add them to sessions which can be useful if you think the person is likely to have iSee accounts with other institutions or are likely to participate in cross institutional activities. If you do not want the persons details to be available to other institutions then set this value to '1'.

Make sure you delete the row of column headings after you have finalised your list.

 Save the document in .csv format for uploading.

After creating your batch upload file, choose 'Batch Organisations Users Creation' from the 'Users' pull down menu to open the file upload screen.

Click on the 'Select files...' button (see below) and select your saved .csv file. 

Having the 'Send Welcome Email' button checked will send the automated welcome email below to each person in the batch upload. Most organisations will want to leave this box unchecked and send their own custom email with information.

Once the file has been selected and a decision has been made on sending the automated email, click on 'Submit' button to complete the batch upload.

Batch user deletion

To batch delete users from your organisation all you need is a simple list of usernames in a .csv file.

If you have used email addresses as usernames then you may already have a username list for the accounts in your organisations database. If you do not have an easily generated list of accounts you may want to start by downloading your organisations user list. To do this go to the 'Organisations Users List' from the 'Users' pull down menu and click on the 'Export To Excel' button to download the list as a .csv file.

Export button

Once you have your user list file you can open it in Excel for editing. Remove any users from the list that you want to remain in the organisation i.e. any name left on the list will be deleted. Save your edited file and then upload to it to the portal using the 'Batch Organisations Users Deletion' from the 'Users' pull down menu.  

 

Creating and managing sessions for your organisation

Collaboration in iSee occurs in 3D virtual environments. An organisation may have a large number of either unique and cloned 3D virtual environments which we call 'sessions'. Note that a 'session' may contain many 'zones' - or linked 3D spaces within the one 3D virtual environment.

It is possible in iSee to create separate sessions for each class, teacher or project group. It is also possible for a user to be given access to multiple iSee sessions. Hence an online school or school district may have an assembly session for which all students and staff have access, individual class sessions for day to day learning activities, as well as specialist sessions for teacher training, school projects and events such as open days and parent teacher meetings.

 

To create, delete or modify a session you must have Admin access for your organisation. These permissions are set by your organisations ICT team or iSee project manager by adding you to the Admins list for your organisation (see below).

 

Once you have been added to the Admin list for your organisation you can access the existing sessions list via the 'iSee System' -> 'Organisations' -> 'Organisations List menu pathway.  The 'Sessions' tab is the default when entering your organisation and provides a list of the sessions currently registered by the organisation.

 

The green indicator beside the session name indicates a session that is active and available for users in the iSee client. If this indicator is grey then the session is not currently available in the client because it is outside either then start/end dates access time. Note that an N/A in the daily access time list indicates a session that is available 24hrs. The indicator is also grey when the session 'Is Active' box is unticked in the session editor.

 

Clicking on the Edit button for a session opens the session editor and allows the Session Name, Start/End/Daily Access, Environment Map and Is Active fields for the session to be changed. clicking the 'Delete' button will delete the session along with and content settings for the session.  

To add a new session click the '+ Add new record' button. This will open the session editor popup so that the new session can be created.  

To create a new session all fields other than the Limited Access Time are required.

Make sure the name of your session is unique for your organisation.

 

Choose a 3D environment from those that are available to your organisation. iSee provides a number of freely available 3D maps but many organisations also choose to develop their own custom environments to support their iSee users. You can find the list of freely available 3D maps here along with some examples of custom environments.

 

'Is Active', 'Start Date', 'End Date' and 'Limited Access Times' are a group of settings to control the availability of the session in the iSee client. To be available the 'Is Active' box needs to be checked and start/end dates set to make the session active for the desired time period. If the 'Limited Access Time' is left blank the session will be available 24 hrs daily between the start and end dates. If the 'Limited Access Time' box is checked, additional fields will open to allow setting of the start and finish times in the desired time zone.

Clicking the orange 'Update' button will create the session.

 

Adding users and groups to sessions

In iSee there are four ways give users access to sessions.

1. LMS integration

2. Guest invitations

3. Using Groups

4. Adding individuals directly to groups

1. LMS Integration

LMS integration or some other type of API mediated access is usually the best solution for managing user access in large educational institutions. Integration with the organisations Learning Management System (LMS) using the Learning Tools Interoperability (LTI) framework or a custom API driven solution is something that is arranged on an institution by institution basis. Contact us at iSee to discuss integration for your organisation here.

2. Guest Invitations

Guest invitations allow you to invite others to a session without the need for them to have an iSee user account. Using guest invitations to connect users to your sessions is covered here.

3. Using Groups

Step 1 - Creating a Group

iSee allows you to create group lists of users within your organisation. Once a group has been created it can be connected to one or many sessions, with the user roles set separately for each session.

This is a simple and useful tool for administering classes of students or project teams that may be accessing several different sessions during their operation.

 

As with session creation, you will need Admin access for your organisation to create and manage groups (see here).

 

If you have Admin access for your organisation go to the 'Groups' tab for your organisation to view existing groups and add new ones (see below) 

Select Groups tab

Click to add new  Group

Click on group name to add users and session connections

To add a new Group click the '+ Add new record' button. Enter the name of the group you would like to create and click 'Update'.  

Once you have created a group you can add users and connect it to sessions by clicking on the group name (in blue). The Members tab shows the existing members of the group and allows you to add new members to the group by selecting the '+ Add New Record' button. Note that you can only add registered iSee users to a group. To create user accounts using the individual or batch upload methods see here.

If you have a large number of users to add to a group you can add them all at once using a comma separating a string of valid iSee user names e.g. 'username1, username2, username3,...., usernamelast,'. Note the comma at the end of the string.

note the comma at the end of the string

If you have a list of usernames in an Excel spreadsheet you can paste the column into this Excel template that contains a macro to create the list for you. Note that you must enable macros when opening the file for it to work.

Click 'Enable Content'

Start pasting usernames here

Your comma separated string is here

Step 2 - Adding session connections to the group

Select the 'Sessions' tab for your group and click the '+ Add new record' button. Note that you can connect the same group to many sessions if you wish by repeating this process for each session you want the group to be connected to.

Once the edit window has opened, use the drop down fields to select the session and role for the group you would like in that session.

 

The permissions for the Public Roles available to all organisations are in the table below. You can also create or edit custom roles for your organisation by following the instructions here. 

4. Adding individuals directly to groups

Some times it is more efficient to add people directly to a session rather than first adding them to a group. This is usually when a person needs only to have access to a small number of groups or there is no clear group structure amongst an organisations users.

To add users directly to a session, first go to the list of sessions for your organisation via the 'iSee System' -> 'Organisations' drop down menu pathway. Then open the session you would like to add users to by clicking on the blue session name.

Click on the blue session name to open the session and add users

Opening your session will show the list of users directly connected to the session (this excludes those connected to it via a group or guest invitation). You can edit or delete directly connected users by clicking on the Edit or Delete buttons for their record. Note also the 'Images' tab which is used here to add signage content to the session.

Click here to add more users directly to the session

To add additional users to the session click the '+ Add new record' button which will open the edit popup window. You can then add new users to the session either one by one or as a comma separated string of user names just as you would adding a string of users to a group (see here).

Select a session role for the users and add them but clicking the 'Update' button. For more information on roles see here.

 

Adding signage content to sessions

Some environments include signage boards that can be customised for each session. This can be helpful to produce a different feel or branding for different sessions without having to build a complete custom environment.

Each sign in the iSee environment is labelled so that you can identify where an uploaded image will be displayed.

To add a signage image to a session select the session you would like to work with in the iSee management portal using the 'iSee System' -> 'Organisations' pathway. 

Click on the blue session name to open the session and add signage images

Once you have selected the session click on the 'Images' tab. This will open the signage management page.

To add or edit an image for a sign, simply select the signage board you would like to change and select an image from your hard drive using the 'Select files...' button in the 'Edit Session Image' pop up window.

Click  on Images tab

Click  on the Sign you would like to edit or add an image to

Click to add image

The dimensions at which each image is displayed in the iSee environment can be found by hovering your cursor over the the image preview. Note that iSee will automatically resize your image to meet these specifications and this may stretch your image if it is not in the same proportions as the display dimensions.

JPEG or PNG image formats are preferred.

 

Creating and managing user roles

Anyone entering an iSee session does so with an assigned role that defines their individual access to iSee 'Activities' in that session. Session roles are set when adding a user to a session (see here for how to add users to sessions). Creating and managing user roles requires Admin access for your organisation (see here).

iSee comes with a predefined set of 'Public' roles that covers common iSee use cases. Organisations can also create and edit their own roles for use in their sessions. You can see a list of the available role iSee 'Activities' in the table below as well as which 'Activities' are included in the public roles. 

To create a custom role for your organisation select 'Roles' -> 'Custom Session Roles' from the 'iSee System' drop down menu. This will open a table of your organisations existing custom session roles. 

Click on '+ Add' at the bottom of the table to add a new custom session role. This opens a popup window where you can name the session role and add Activities by selecting the checkbox beside them.

Once you have added the Activities you want for the custom role, click the 'Submit' button to save the role and make it available for use in your organisation. The custom role will now be available for your organisation to assign to users when connecting them to a session. You can also change roles for users in existing sessions to the new role by editing their session or group records (see here).

To edit or delete a role once it has been created, click on the row for the role to select it and then click on the 'Edit' or 'Delete' at the bottom of the table.

 

Organisation and session reporting

iSee usage statistics for your organisation at the session, user and content level can be obtained via the iSee Dashboard.

To access the dashboard, select 'Dashboard' from the Reporting drop down menu. This will open the default view which can be populated with data by choosing the organisation, setting the time period and clicking on the search icon. 

Select your organisation and time period here, then click the search icon

Displays total daily iSee user visits for the time period selected

Displays breakdown of board usage by content type

Displays organisation usage by session

Click here to view and download iSee usage by individual

Click here to view and download of board usage by individual

Click here to view and download session usage by individual

The dashboard shows three major usage patterns including time series iSee usage patterns, content usage patterns and session usage patterns. For a more detailed view of each of the usage patterns including the ability to download usage by individual, click on the 'Show more' link at the bottom of each of the display graphs. 

 

Creating and managing quizzes

Quizzes are a relatively new feature of iSee and are in what we refer to as a Alpha phase. This means that usability is limited and we do not support the use of quizzes for summative assessment purposes. Rather, we suggest that quizzes can be used for formative assessment purposes which may help to engage users and help guide them to areas of importance.

Once a quiz has been created you can add it to a display board in any iSee environment for others to view and complete. A special feature of iSee quizzes is that when added to a board in the iSee client, each person taking the quiz sees only their own quiz at their own pace, with their answers and results stored separately and privately from others in the session.

Questions first

To create a quiz you must first develop a bank of questions you would like to use in future quizzes. Note that neither question banks or quizzes are currently transferable between users.

 

To view your existing questions and create new ones select 'Questions' from the 'Tools' drop down menu. 

Click here to add a question

To add a new question to your question pool, click on '+ Question' and fill in the New Question form to create the question. iSee quizzes currently allow for multiple choice or multiple answer question formats. To create a multiple answer question check the 'Has Multiple Answers?' checkbox. You may also check the auto shuffle checkbox so that each person sitting the quiz receives the available answers in a random order. Note that this is not appropriate for answers that include an 'all of the above' answer.

iSee quizzes do not currently support images in either the question or answer.

Creating a quiz from your question pool

Once you have your question pool you can create a new quiz by choosing 'Quizzes' from the 'Tools' drop down menu.

 

This will allow you to view, add questions, edit and delete your existing quizzes, as well as add additional quizzes by clicking on '+ Quiz' . 

To add questions to your quiz from your question pool, select 'Questions' which will open up the question selection form.

Click '+Add' to add questions from your pool to the quiz, or click on an existing question and click 'Delete' to remove it from the quiz.

Once your quiz has been created it will be available for you to add to any board in iSee by right clicking on the board and choosing 'New' -> 'Quiz' from the menu.

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