User roles in Vedubox are as follow:
System Administrator executes the management panel. This role contains Branch operations, management of catalog/catalog subscription, user registrations, moderator registrations, scheduling live courses optionally and many other applications in itself. You can assign unlimited system administrator accounts to the system.
Moderator role contains LMS management, planning and managing live courses, management of Qustion-Answer module, viewing reports and similar functions. You can assign unlimited moderator accounts to your system.
User 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 users as much as your user user number limit in your system. There is no limit for number of passive users in your system.
New System Setup:
With your administrator account, you can make your system ready for your moderators and users by following below steps*:
1. Create your branches.
2. Create your moderator accounts.
3. Create your course categories.
4. Create your courses.
4.1. Automatic Catalog Method
4.2. Assigning Catalogs Manually
5. Register your users.
5.1. Registering Single User
5.2. Batch Registration of Users
In order to group your users, 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 user 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 users first and then to do other steps but in the manual user registration systems it is more practical follow the above first four steps. Because you can still assign your users to the courses at the registration step.
*Details of these steps will be presented in the booklet afterwards
Branches are the modules that provide you to group your users. You must 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 users that can be registered to a branch. Obtain a limit or type in “-1” into this field to register unlimited users.
Register your branch with the “Add” button. Now you can add users to this branch and you can register different user 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.
2- Creating Moderator Accounts
Moderator 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 Moderators 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 moderator with an e-mail.
When you tick “Is Guidance teacher”, this moderator can reach both his/her courses and other moderators’ course reports.
After accepting GDPR Policy (the law on the protection of personal data) text, click on “Save” button. You can register all your moderators like this.
3- Creating Course Categories:
Creating 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
You can schedule live meetings using your existing courses.
Contents such as document, video, quiz etc. can be uploaded and presented to the user within the courses. Each course can be assigned for one moderator. Courses are assigned to the users 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 users by catalog subscription. In other words, users 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 user 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 year 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 moderator. Save it without choosing the catalog.
After this step, you can move on to user registration step.
4.2- Adding Catalog Manually
If you want to offer your courses to your users 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 user 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 moderator.
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 “First Call Resolution” is created by choosing “Call Center Courses” and “Sandwich Method Training for Call Center Agents” catalog.
By this way, both the users registered to “Call Center Courses” catalog subscription and the users registered to “Sandwich Method Training for Call Center Agents” catalog subscription will have access to this course.
5- Registering Users
You can register your users either one by one or with batch registration.
5.1- Registering Single User:
Click on the “Users” module.
You can register one user with the “Add” button.
After typing in compulsory information, name/surname, user name and e-mail, choose the user’s saved catalog subscription. You can change user information later by updating the user. You can change catalog subscription assignments by both updating the user or updating the catalog subscription.
If the “E-Mail Confirmed” box is ticked, user registers to the system without e-mail confirmation. If you untick this box, user receives a confirmation e-mail. In this case, user has to confirm their registration with confirmation e-mail.
After ticking the GDPR Policy box, you can save.
5.2- Batch Registration of Users:
Click the “Users” module.
Click “Batch” menu and then “Batch Create” in it.
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 user information into each row. Usernames 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.
- Upload your saved excel file from the “Select” part. Choose branch for the users in the excel file.
- Choose users’ “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.
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 user registration process by clicking “Accept” button.
In your registration list if you see a user row with red background, it means that this user will not be registered for a reason. The reasons for the failure can be:
- The username and e-mail address may have already registered,
- One of the name/surnames, username, and e-mail or password cells may have left blank.
In this case, when you click “Accept” button, only the users with green background will be saved and red ones will not be saved.
After the setup process, your system will be ready for your moderators and users.