Setup Instructions for the Staff and Student Access portals : Help & Support

A user with the role Global Administrator is required to complete the setup of the Staff Access Portals (10-15 minutes)

* If your subscription does not currently display the Staff Access Portal, please contact support@timetabling.com.au, and we will turn it on for you.

** The Staff Access Portal reads data from the web Daily Organiser (One file only at a time. The file that is marked 'Published' on the web Daily Organiser Welcome Page will also appear as published in the Management Portal, task [4] Daily Organiser, will display in the Staff Access Portal)

STEP 1. CONFIGURE THE PORTALS

1. Sign in to https://timetabling.education and select the Management Portal, go to task [5] Settings|Access Portals

- set how far in advance Replacement Classes are displayed
- set whether Teachers can access the Bulletin, displayed on the Day view of the Staff Access Portal

STEP 2. PUBLISH THE DAILY ORGANISER DATA
(users will only be able to view the published data when you assign them the role)

1. In the Management Portal, go to [4] Daily Organiser, select the Daily Organiser file you want to be published, from the top menu click Files | Mark Published

2. Open the Daily Organiser module, open the file and hover over the "Publish Daily Organiser" and click "Sync". (You only need to do this once, once the file is marked "Published" future changes will automatically be read by the Staff Access Portal. To turn off, set the Publish Daily Organiser to 'Off')

STEP 3. ASSIGNING EXISTING USERS AND TEST

1. Sign in to https://timetabling.education and select the Management Portal

2. In the Management Portal, go to task [1] Manage Users, double-click any user that does not have a Teacher Code (or Student that does not have a Student Code) and enter their code. Note: this MUST be the same code used on their timetable

3. Go to task [2] User Roles, scroll down to the 'Teacher' section, click Manage Users. Select all the teachers that you would like to have access to the Staff Access Portal and move them from the available column to the selected column. Repeat the action for the Students.

4. Users that already have an account, when they next sign in they will have the Staff Access Portal available to them

- For users that have never signed in, go to [1] Manage Users, select those users and from the top menu click 'Activations'. This will send the user an activation email allowing them to create their password and allow them to sign in

5. Confirm with your users that their timetable is displayed, including changes. Display settings such as setting to view items by Name, Code or Name & Code can be configured by each user in the Display Settings (button is location top right of the screen)

STEP 4. IMPORTING NEW USERS

1. Sign in to https://timetabling.education and select the Management Portal

2. Go to task [1] Manage Users, from the top menu, click Import and follow the prompts

3. Select the data source from XLSX, a Timetable file, a Daily Organiser file or Azure AD and follow the prompts

- we recommend importing from a Timetable file or Daily Organiser file as this will include all teachers and students for whom you have data for

- users will automatically be assigned the role of Teacher or Student and can be viewed on [2] User Roles

- For users that have never signed in, go to [1] Manage Users, select those users and from the top menu, click 'Activations'. This will send the user an activation email allowing them to create their password and allow them to sign in

NOTES
1. Emergency Teachers need to be added to the Management Portal and assigned the role 'Teacher' with their emergency teacher code that is used in the Web Daily Organiser file

2. Changes made by your Daily Organiser will automatically display in the Portals within a few minutes. They can 'turn off' the "Publish Daily Organiser" on the home page of the Daily Organiser module, complete their work and when ready for the Portal users to view the changes, they turn the "Publish Daily Organiser" back to "On", and click "Sync"