Support

– Why can I not add a new course?

There are three standard Trainer roles in Totara. A Course Creator has the ability to add and set up new courses and edit courses, an Editing Trainer has the ability to edit courses already set up, and a Trainer has the ability to manage a course already set up, including the course gradebook and managing face-to-face activities.

These roles can be given a site level, which allows you to perform these functions across the whole site, or at a Category level allowing you to perform these functions just in course in the given Category. These roles can also be assigned at a course level allowing you to perform these functions just in the given course. Talk to your Site Administrator to learn more about the role and permission you have been given.

– How do I prevent Learners from seeing my course?

A course can be hidden from learners by setting the course availability to ‘This course is not available to students’ this is done in the course settings. Remember when you are ready for learners to enrol on your course you need to change this setting back ‘This course is available to students’.

– Can I prevent Learners from enrolling themselves on a course?

When the Internal Enrolment enrolment plugin is enabled on your site it is possible for learners to self-enrol on a course. To prevent this from happening you need to set Course enrollable to No in the course settings.

– Why are all Learners enrolled in all courses?

There are two possibilities that would cause Learners to be enrolled in all courses:

When the system default role is set to Learner this results in all users being enrolled in all courses by default. The system default role is usually set to Authenticated user. Your Site Administrator can set this Site Administration Menu > Users > Permissions > User Policies.

When a user is assigned to the Learner role at the Site Level they are automatically enrolled in all courses. Your site Administrator can change site wide role assignment, Site Administration Menu > Users > Permissions > Assign System Roles.

– Why are the Activity Completion / Course Completion settings locked?

Once a learner has started an activity / course with completion conditions set these conditions are locked. It is possible for the completion conditions to be unlocked, however there is a risk the existing learner data may be lost when you unlock the completion conditions.

– Why do I need to set up Positions and Organisation hierarchies?

Setting up position and organisation hierarchies in Totara allow you to assign your users to the appropriate job role and part of the organisation. This allows you to assign competencies and linked courses to users based on their job role and place in the organisation.

Also, if you want to use Manager Approval for face-to-face courses you need to have at least a position hierarchy to allow you to assign a manager to a user.

– Do I need to use hierarchy Types?

You do not need to use hierarchy types in any of your hierarchy frameworks. Hierarchy Types allow you to add custom fields to your hierarchy items e.g. this would enable to capture a purchase code or cost centre code for different parts of your organisation.

Hierarchy Types can be included in a report, this would allow you to sort or filter on the hierarchy type.

– I have forgotten my password and can not login

You should be able to get this reset by the main admin user in school. If you are the admin please enter your email address into the forgot password section of the login screen and you will receive a link allowing you to reset it.

– Can I sign into my School Jotter website from outside school?

Yes, School Jotter can be accessed anytime, anywhere (providing you have an internet connection!)

– I have forgotten how to add a newsletter on School Jotter

After clicking on Edit Page click on the insert file button. This is found on the toolbar that appears when you click into a content area. Click upload file (at the top of the file manager window) and select your newsletter from the file picker (i.e. from your local hard drive). Once this has uploaded you can then click on the tick box and click on insert (bottom left hand corner). You should now have a link to the newsletter on the page/content area.

– How do I upload a word document to my School Jotter?

After clicking on Edit Page click on insert file button. This is found on the toolbar that appears when you click into a content area. Click upload file (at the top of the file manager window) and select your word document from the file picker (i.e. from your local hard drive). Once this has uploaded you can then click on the tick box and click on insert (bottom left hand corner). You should now have a link to the document on the page/content area.

– How do I upload pictures to my School Jotter?

After clicking on Edit Page click on the insert picture button. This is found on the toolbar that appears when you click into a content area. Click upload (at the top of the image manager window) and select your image/photo from the file picker (i.e. from your local hard drive). Once this has uploaded you can click on the thumbnail of the desired image, inserting it into the content area.

– How do I link to a page or website in my School Jotter?

In edit mode type in the link label. This is the text that will appear as the link itself i.e. Please click for xyz. Highlight this using the mouse and click on insert/edit link. In the dialog box select a page to link to from the Pages drop down menu. Then click on insert. If you would like to link to a file after the LINK URL field, click on the red and blue icon. Now all you need to do is select and tick the appropriate file to link to, and then press insert on the left hand side of the file manager.

– How to get Images to Appear in a Slideshow within School Jotter?

This short guide will take you through how to get images to appear in Slideshows and to put your images into a particular order.

To get your pictures into a Slideshow they have to be in the ‘Gallery Images’ folder within the ‘Image Manager’.

If you are accessing the folder straight from the Image Manager you will see the Gallery Images folder on the left hand side.

Click on the text ‘galleryimages’ and this will take you into that folder.

From here you can create folders to store images using the ‘Create Folder’ button at the top of the screen.

If you are uploading from the Slideshow block (see below):

From here you can upload images by clicking on the ‘Upload Images’ button, this will start you off in the ‘Gallery Images’ folder so you don’t need to find it on the left hand side.

– How to put your Images In Order within School Jotter

School Jotter will order the images by file name in alphabetical order within the Image Manager.

To change the title of your images so that you can put them in order go into the File Manager.

The easiest way to get to this is to go to ‘My Pages’ in the white toolbar along the top. Scroll down to ‘Manage Media’ and then Select ‘Files’

This will take you into the File Manager which shows your Images and allows you to re-name them.

In this example there are two folders to access and we will select the Gallery Images folder.

The Creek image has been selected to rename and you will see that unlike in the first example above the options have become available at the top of the file list; Cut, Copy, Rename, Delete & Zip.

Tick the white box next to the file and click on ‘Rename’. This will produce a white box to add text into and rename the file.

– We have changed our school logo and it needs amending on our website, what shall I do?

Please email content@webanywhere.co.uk with the the updated logo and a message requesting the change. This will be uploaded within our 3-5 day turnaround.

– How do I use the document viewer?

If you need to display documents directly on your webpage (ie. documents designed to be displayed on the website) you need to select the document viewer option to upload the documents to your page. In edit mode click on Insert. From the drop down go onto miscellaneous, then select document viewer. Now the block will appear on the page. Select upload and from the file picker the document you wish to upload. Click on upload again and after the document has converted click publish to reveal the document embedded onto the page itself.

– There is code all over my page, what do I do?

If you see code appearing on your page, click the Edit Page option, and click Publish.

– Why is my video not working?

If your video fails to upload, it could be due to the size of the video, or the file format. The size should not exceed 30mb and the acceptable file formats are WMV, FLV and AVI. If you notice the video still not working once uploaded, try updating your browser.

– How do I add a user?

To add a new user, click the My Pages option and go to Manage Users. You will then see an option called Add User – fill in the fields and save.

– How do I restrict a user from editing just one page?

In the manage pages section, click the desired page from the list of site pages on the left. From the table that now appears tick the edit column and assign the role of the user. This means that this user will only be able to edit this page. You can allow as many pages as you like to be editable by clicking on the pages and ticking the edit box that is next to that user’s role.

For more information on School Jotter, visit Schooljotter.com

– What is it for?

It is an e-portfolio and social networking solution. A student can upload images and text of trips they have been on or what they have been up to both in and out of school. They can also add their school friends and view their portfolios.

– Can I control the messaging tool?

Yes, you can, you can either turn this off for everybody on the system within settings contained in the Administration area. Select Communication to No.

The other way is for just one individual by clicking on Edit next to that person’s name in the users screen and unticking Allow Communication box. To view any messages sent just select the Messages or email icon on the Users screen.

For more information on Learner Journey, visit learnerjourney.com