TABLE OF CONTENTS
This article is a Quick Start Guide to start using Eduframe as a root account administrator.
A first step to take as an administrator when you start working with Eduframe is to go through the general settings.
To do this, you click on your name, top right of your screen in Eduframe, and then click Settings.
During the implementation trainings with one of our consultants, you will go through all of these settings as well.
We advise to already set some settings at the very beginning, before starting to use Eduframe:
- Forms: add custom fields before creating contacts; click here for more information.
- Labels: create labels before creating contacts
- Organizations: create organizations before creating contacts; click here for more information.
- Location and Materials: create locations and materials before creating course edition; click here for more information.
- Course Settings: add course tabs and variants before creating course edition;; click here for more information.
- Company Information: click here for more information.
- Teacher Roles: click here for more information.
For more details on the settings, go to chapter Settings.
2. Create Categories
The next step is all about creating your organisational structure.
To start building this structure, you first create (main and sub) categories by clicking on '+ Category' after going to the tab Courses > tab Templates.
You create a main category by leaving the parent category the name of your organisation. You create a sub category by selecting one of the main categories as parent category. After naming the category, you save the category and it will become visible in your overview of categories and templates.
Some additional tips and tricks on Categories:
- Categories can be used as filters on your website.
- If Eduframe is connected to Canvas, categories will be pushed to Canvas as subaccounts.
- Within a (sub)category, you will see how many course or program templates are available.
- On the edit button you can adjust theinformation about the (sub)category
- If you click the icon left of the category (or course/program template), you can drag and drop the category or template to change the position within the structure.
- With the enable/disable switch you decide whether the category/template should be open for enrolment. This means when the switch is turned on, the signup form will be available. This switch overrules the same 'published on website' switch at course/program edition level.
3. Create Course Templates
Create a course template by clicking on '+ Course Template' under tabs Courses > Templates.
A course template is the basis of the courses people can enrol for. Give the course template a name, a code and select the category where this course template should be part of. The code can be an abbreviation of the name. This is only used in Canvas as the name for the breadcrumbs.
- Give the Course template a name
- Give a code to the course template: if Eduframe is connected to Canvas, the code will be visible in Canvas
- Connect it to the right (sub)category. Note that you can access the sub categories by clicking on the small black triangle in front of a main category.
- Add price calculation and price/costs
- Add labels, if you want to use them on course templates and created them in settings
- Add information that you want to publish on your website in the tabs at the bottom of the page. You can edit these tabs in Settings > Course settings
- Color: visible in the calendar of the admin interface
- Upload an image for the course template (this image will be visible on the student portal and can be synced to the website)
- Course features: these can be created in Settings > Forms > Custom fields
- Save the Course template
4. Create Program templates
Create a program template by clicking on '+ Program Template'.
A program template is a combination of course templates (and course editions), e.g. a master program.
- Give the Program template a name
- Connect it to the right (sub)category
- Add labels, if you want to use them on program templates and created them in settings
- Add information that you want to publish on your website in the tabs at the bottom of the page. You can edit these tabs in Settings > Course settings.
- Add price calculation and price.
- Upload an image for the program template (this image will be visible on the student portal and can be synced to the website)
- Save the Program template
5. Create Course editions
You just created the templates, but participants cannot enrol for templates. Therefore, you need to plan a course edition with meetings (optional) where participants need to attend. By creating course editions, you create the smallest event participants can enrol for:
- Go to the tab Course editions within the course template and click on "+ course edition". Decide whether you want to create a fixed (with start and end date) or flexible course (no start and end date, e.g. online learning).
- When choosing fixed, select the start and end date. These dates indicate when a course is planned/active/completed which has influence on Canvas and the actions you can do in Eduframe.
- If you already created Variant, Location and/or Teachers in Settings, you can add them to the course edition. If not, you can also leave these fields empty for now.
- Fill the price of the course; this is the actual price participants will pay when they sign up for this course through an order. By default, the price of the template will be saved on the course edition.
- Check the box 'Publicly available on signup form' if you want the course to be open for enrolment through the signup form.
- Check the box 'Synchronisation to Canvas' if you want to create the course edition in Canvas.
- Save the course edition.
- The name of a course edition exists out of the course template name - date - variant - location, if all of them are filled.
5.1 Create Meetings
If you also want to create meetings, you go to the Meetings tab in the course edition. A meeting is the smallest event you can plan. Participants cannot enrol for a meeting. A meeting consists out of a name, date and time. Also in a meeting, you can add a Location, Material and/or Teacher, but you can also leave this field empty for now.
After everything is filled, save the meeting and click on 'Table' or 'Calendar view' to see your meeting.
5.2 Add course details: Variant, Location, Material and Teacher
Within a course edition (or meeting), you have to possibility to add some more details. These details make the course edition (or meeting) complete:
- Variant: Go to Settings > Course Settings. Here you can add your own variants. The variant is part of the course name and can be used to specify difference between courses, e.g. 'morning' or 'afternoon'. This can be of importance when two meetings from the same course template are planned on the same day and location but on different times. Then only the variant can make a clear distinction to the name, so participants know where to enrol for. A variant can be anything. Type a variant within the input field and click on "Create Variant".
- Course Location: Go to Settings > Locations. Here you can click on "Add Course Location" and type a course location name within the input field. Now you created a "Course Location" which is only used for the name of a course. Within a "Course Location" you can create "Locations" which can be used for meetings. Both can have their own address. More information on locations can be found here.
- Material: Go to Settings > Materials. Here you can click on "Add Material group" and type a Material group name within the input field. Now you created a "Material group" which can group materials (e.g. Beamers or Catering). Within a "Material group" you can create "Materials" which can be planned on meetings (e.g. Beamer 1, Beamer 2, Lunch). A material can be Reservable which means the conflict indicator will show a warning when the material was already planned on another meeting. If you choose to create a Consumable material, the conflict indicator will not show a conflict. This can be used when planning catering for example.
If you created variants and course location, you can go back to the course edition to add the variant, course location and teacher and you will see that the name of the course changed from only a course name into a name - date - variant - location.
Also in the meetings you can now plan the location, material and teacher.
6. Create Program editions
If you make use of Programs, you also have to create Program Editions to enrol participants for a program. A program edition is is a combination of course editions where people can enrol for at once. You can create program editions via the tabs Courses - Program editions or within a program template.
- Click on '+ Program Edition'
- Select the right program template
- Enter a name for the course edition, e.g. quarter 1, 2024
- If required, fill in the minimum or maximum number of participants (which can have influence on the availability of the edition on the signup)
- Add price calculation and price.
- Publish on website (enable/disable)
- Automatic completion (enable/disable)
- Save the Program template
An enrolment is created by an order. To create an enrolment, you first need to add contacts:
1. Go to tab "Relations" in the menu and click on "Add Contact". Here you can add participants. To add a participant, you fill in the mandatory fields. Please note the checkbox "Email login to contact": make sure this is checked when you want to send login information to the participant so they can create an account. If this is not checked, the participant cannot login to the account. The login information can always be sent manually at a later moment.
2. To create a teacher, go to the tab "Relations" > ''Teacher'' in the menu and click on "Add teacher". You can choose to create a new teacher from scratch, add the teacher role to an already existing contact, or import teachers through a csv file.
3. Go to tab "Orders" in the menu and click on "Add Order".
- Choose a personal order, this means the billing address and order is linked to a person and not an organization.
- Choose the order contact. This is the contact that should receive order emails.
- Click on Add product and choose which type you want to order (a course or program) and select the template and edition (the course or program edition where you actually enrol for).
- Search for the participant you want to enrol in the ''Enrol contacts'' field.
- Save and confirm the order.
- You can also make orders on behalf of an organisation. Contacts linked to the organisation can then be enrolled for a course or program by the key contact of that organisation.
- If an order has a price, an invoice will automatically be created and can be found in the tab 'Invoices'. More information can be found here.
More information on creating or importing contacts, teachers and organizations can be found here.
Click here for other Articles around the Settings page in Eduframe
Click here if you have any questions for support.