Schoolbox Help Provisioning (SHAPS) and Enrolling Staff in the OLC

Overview

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For any staff member in need of further help regarding use of Schoolbox, Schoolbox HELP should be the first point of contact. Superusers can provision access to Help for their staff and enrol staff into the Online Learning Course (OLC) from directly inside their own instance in the Administration area. This should form part of your school's end of Term/Semester/Year procedures as staff leave your school and new staff come in. 

On this page, you will find the following information:

Provisioning User access to Schoolbox Help

Accessing Schoolbox Help via Single Sign On

Enrolling Staff to the Online Learning Course (OLC)

Removing Staff from the Online Learning Course (OLC)

Monitoring Progress for the Online Learning Course (OLC)

NOTE: If you wish to remove users in your school from Schoolbox Help, you need to notify us via a Support Ticket. Users in your Online Learning Course CAN be removed by the school.

Provisioning User Access to Schoolbox Help

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When you provision users, it will create an account for your staff within Schoolbox Help and link, based on their email address. Your staff will then be able to log into Schoolbox Help to access guides, forums, news and the OLC (if applicable).

1. Go to Administration > User Management > Schoolbox Help.

2. Search for users you wish to modify, or apply filters to search for a group of users.

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The 'Provisioned' tab will show all of the users in your instance who have already been provisioned to Schoolbox Help.

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The 'Not Provisioned' tab will show all of the users in your instance who have not yet been provisioned to Schoolbox Help.

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3. Select ‘Not Provisioned’ from the Provisioned drop-down menu.

4. Select the top checkbox to select all users, or use the checkboxes next to users to add individuals. 

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NOTE: Users who cannot be provisioned will also show, with a reason for their inability to be provisioned identified via the Tooltip.

5. Select ‘Modify'.

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6. If you wish to only add users to Schoolbox Help, ensure that any Courses that appear in the list remain as 'Unchanged' in the drop-down menu.

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7. Select 'Update Selected'.

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NOTE: On provisioning, users will receive an introductory email for Schoolbox Help.

NOTE: To enable Single Sign On to Schoolbox Help from your school's instance, go to Administration > System Settings > Policy and toggle 'Display Online Help Link' to 'ON'.

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Accessing Schoolbox Help with Single Sign On

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1. Log in to your instance of Schoolbox.

2. Select your profile image and select 'Online Help'.

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NOTE: We are aware of the irony that this instruction is within Schoolbox Help that you will have likely logged in already to see.

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Monitoring Progress for the Online Learning Course (OLC)

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This action can only be completed by users who have been linked to the School Account (such as the school's Schoolbox Professional Development Lead).

1. Go to Schoolbox Help.

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2. Select your Profile Picture and select the linked School Account.

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3. Navigate to 'My Groups' along the Top Menu.

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4. Select the OLC unit you wish to monitor progress on.

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5. Navigate to the 3-dot Menu and select 'Class Markbook'.

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6. Use the filters to view particular information.

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7. View who has achieved Schoolbox Superstar status.

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Enrolling Staff into the Online Learning Course (OLC)

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You will be able to enrol or remove staff from the Online Learning Course if you have Superuser permissions.

1. Go to Administration > User Management > Schoolbox Help.

You will now be able to select all the users you wish to enrol into the OLC units.

3. Search for users you wish to enrol, or apply filters to search for a group of users.

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4. Select the top checkbox to select all users, or use the checkboxes next to users to select individuals to enrol in OLC Units.

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NOTE: Ensure you enrol like users to each relevant OLC Unit.

5. Select 'Modify'.

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6. Select the relevant OLC units and select ‘Enrol’.

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7. Select 'Update Selected'.

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NOTE: This will also provision the user to Schoolbox Help if they have not been previously provisioned. Users will need to be provisioned to Schoolbox Help to allow access the OLC. On initial provisioning, users will receive an introductory email for Schoolbox Help.

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Removing Staff from the Online Learning Course (OLC)

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This action can only be completed by the school's Superuser/s.

1. Go to Administration > User Management > Schoolbox Help.

You will now be able to select all the users you wish to remove from the OLC units.

3. Search for users you wish to enrol, or apply filters to search for a group of users.

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4. Select the top checkbox to select all users, or use the checkboxes next to users to select individuals to remove from OLC Units.

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5. Select 'Modify'.

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6. Select the relevant OLC units and select ‘Remove’.

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7. Select 'Update Selected'.

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NOTE: If you are removing these users permanently from your school's instance (i.e. they are no longer employed at your school), you must contact Schoolbox Support for complete removal from School Help and to remove their association from your school.

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You can manage users in the Teacher Course for your school if you are linked to the school account in Schoolbox Help. Managing users takes place in Schoolbox Help.

1. Navigate to Schoolbox Help.

2. Select your profile image and switch to the school account.

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3. Select the three-dot menu next to the Teacher Course you wish to add members to, then select 'Modify Group'.

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To view who is currently enrolled in a course, navigate to ‘Current Members’.

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To enrol members in the course, navigate to ‘Add Members’.

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You can add users individually by selecting ‘Name’ or in a batch, by selecting 'Group', 'Role' or ‘List’. When adding via ‘List’, you must use the full email address of the user.

From your Administration area, you can view any courses that are associated with your school, and view the current group members.

1. Navigate to Administration > User Management > Schoolbox Help.

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2. Select 'Courses'.

3. Select the drop-down arrow next to the course name to view the users enrolled in that course.

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Note: Any Schoolbox Help Courses associated with your school will be displayed.

1. Navigate to Schoolbox Help.

2. Select your profile image and switch to the school account.

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3. Select the three-dot menu next to the Teacher Course you wish to add members to, then select 'Modify Group'.

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4. Select ‘Current Members’, and select the checkbox next to the members you wish to remove.

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5. Select ‘Remove Selected Members from Group’.

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Note: Please contact Schoolbox Support at support@schoolbox.com.au with a list of users that you have removed from your group if they have left your school, so that we can remove their association with your school.