The Admin Dashboard

Access the administrator dashboard

The administrator dashboard must be activated by the PlayPosit team. Once activated, launch your PlayPosit account from your LMS or login directly on www.playposit.com and navigate to the Administration tab in the left sidebar.

Navigate the admin dashboard

There are four tabs on the admin dash that will show you:

1. Admin Snapshot
   • Showcases overall activity for your institution's license
2. Organizations
   • Displays overall activity for each organization (school site) in your institution's license
3. All Instructors
   • Identifies all instructors associated with your institution's license
4. Media Library 
   • Highlights all Bulbs built by instructors from your institution.

Admin snapshot

The Admins Snapshot offers, at a glance, several key metrics for your institution's usage of PlayPosit. At the very top, click on LOAD AGGREGATE DATA for a set period of time, the snapshot highlights the number of:

• Instructors who are part of your institution's license
• Students who took a Bulb assigned within your institution
• Bulbs built within your institution
• Minutes of video uploaded to PlayPosit's servers 

Choose to view data for one or all of the organizations within the institution's license by clicking the settings gear on the right, expanding the drop-down menu, and selecting the view. Filter the date range by selecting the start and end date. Note: By default, all start dates will be set to August 1st. If there is a different date it should be set to, please reach out to help@playposit.org.

Farther down the page, click on LOAD GRAPH DATA to view helpful graphs and tables that specifically identify:

• Student Engagement
  • Engagement hours are the number of hours students have spent on Bulbs assigned within your institution over a set time period.
    
• Bulbs Delivered
  • The number of distinct Bulb attempts made on Bulbs assigned within your institution during a set time period.
• Bulbs Created
  • The number of Bulbs created within your district over a set time period. 
    
• Playlists Created
  
  • The number of playlists created within your district over a set time period. 
  • Note: this chart is only available to institutions that have playlists enabled.

Click on LOAD LIST DATA to view helpful tables that specifically identify:

• Most Engaged Classes 
  • The top five classes within your institution with the highest learner engagement within a set time period. Engagement is the amount of time that a learner has the Bulb open. Each class will display the owner first and then any instructors or teaching assistants after. Clicking on the Class Name will display all Bulbs filtered by the displayed class in the Media Library tab. 
• Most Viewed Bulbs
  • The top five Bulbs with the most views over a given time period. Each Bulb will display the owner first and then any co-editors or facilitators. Clicking the Bulb title will open a preview of the displayed Bulb. 
• Top Creators
  • The top five instructors within your institution who have built the most Bulbs over a given time period.

  

  Note: After clicking the name of a top creator, the Media Library will open, showing a list of Bulbs created by that user. 

  

• Most Engaged Playlists
  
  • The top five playlists with the most engagement hours within the institution. 

  Note: this chart is only available to institutions that have playlists enabled.

Institutional License Details:

Lists details on an institution's license if applicable.

HLS Video Purchased (min): Minutes purchased over the all-time limit set on the account.

HLS Video Usage (min): Minutes used in the the all-time limit on the account.

PlayPosit Account Manager: Name of the account manager at PlayPosit attached to the account.

Organizations

The Organizations tab displays quick statistics about each school site in the institution's license. Only the admin for a master district can see all organizations within the institution at once. From the Organizations tab, an admin can:

1. Search for organizations by name
2. Get a filtered view of all bulbs created within an organization
3. Get a filtered view of all instructors who belong to an organization
4. See all of the custom integrations enabled for an organization.

All Instructors

The All Instructors tab offers information for each instructor associated with your institution's license. In this view, you can:

1. Add Instructors: Add instructors to your license by entering their information or uploading a roster in CSV format.
2. Organization: Show the instructor's organization. Click on the organization name to see all instructors from that organization.
3. Last Login: The last time the instructors accessed their account by logging in from PlayPosit or launching from the LMS. If the instructors use PlayPosit only via course copies in the LMS from other instructors and have never logged in, their status will show as "Not Logged In."
4. Instructor Login: Log in as the selected instructor.
5. Filter and Search: Filter instructors by user type and organization, or search by their name or email.

Instructors' data can be exported as a .csv file by clicking the Data Export button in the top-right corner of the screen. 

Admins can find the following information in the exported .csv file:

• Instructor's first and last name
• Instructor's email account
• Last Login time
• Account type
• School/organization name
• Number of Bulbs built by the instructor
• Number of Learner Made Bulb assigned by the instructor
• Number of Learner Made Bulb submitted by learners to the instructor

  

Add instructors to your license

Click the Add Instructors button to open up a dialog menu for adding instructors. There are two methods of adding instructors to your institution's license:

1. Manual Entry - use this method if you are adding only a handful of instructors to your license.
2. CSV Upload
   1. Download a preformatted csv template here, fill it out, and then upload it in order to bulk add instructors. 
   2. Please note that the organization's name must exactly match what is spelled in the Organizations tab. 
   3. After uploading the csv, this dialog menu will display the status of each instructor (i.e. account was successfully created and added, account already existed and was added, problems with the csv formatting, etc.)

Edit instructors in your license

To edit an existing instructor, select a checkbox next to at least one instructor's name. The button at the top of the screen will then change to reflect your selection.

Click Edit Instructor to bring up the corresponding dialog menu, where you can change the instructor's first name, last name, or organization (if you have selected only one instructor). You can also remove them from your organization's license by clicking Remove From License.

If you have selected multiple instructors, you can move them to a selected organization or remove them from the license.

All requests to change an instructor's email address must be submitted in writing to either your organization's account manager or to help@playposit.org.

Manage and edit instructor content

Administrators can log in to any instructor's account to edit, monitor, or assign Bulbs to non-LMS classes.

1. Log in to the instructor's account by clicking the Instructor Login button next to the instructor's name.

2. Once you log in to an instructor's account, you have access to view or edit their Bulbs in their My Bulbs library. 

3. You also have access to their classes to view their Gradebook and Monitor a specific Bulb or Assign a Bulb to a non-LMS class.

Media Library

The Media Library tab shows all the Bulbs created in an institution, regardless of the individual privacy settings of any instructors or Bulbs. In the Media Library, admins can:

1. Upload a video directly into a PlayPosit Bulb^*.
2. Search or filter all the bulbs and playlists created in the institution by various criteria.
3. Preview any Bulb or playlist created within the institution.
4. Tag any Bulb created within the institution.
5. Quickly filter Bulbs down by organization.
6. Quickly filter Bulbs down by instructor.
7. Open the action menu for any Bulb to access its Bulb settings menu, preview it, or copy it to the admin's library.

Upload video

Admins can directly upload a video to PlayPosit using the Upload Video button. If the button is not visible, please close the tree view by clicking the tree view button in the top-right corner. The uploaded video will automatically be imported into a new bulb and added to the admin’s My bulbs library. Please follow the steps below to upload a video from the Admin dashboard.

1. Click the Upload video button.

   

2. Select to upload the video from the device, create a screencast, or record from the webcam.

   

3. After the upload completes, the admin can edit the bulb's title and click Save to save the changes. If no edit is needed, please select Cancel to close the window.

   

4. The new bulb with the uploaded video can be found on the admin’s My bulbs page.

   

Edit a Bulb

Admins can edit Bulbs directly from the Admin Media Library.

1. Click the Bulb thumbnail or the actions button next to the Bulb and select Edit. The Bulb designer will open in a new tab for you to edit the selected Bulb.Note: When editing a Bulb owned by someone else, the admin will be added as a co-editor, and the Bulb will appear in the admin's My Bulbs library. To learn more about the roles and permissions of a co-editor, click here.

Bulb details

Inside the Media Library, click the Bulb thumbnail or the actions button, then select Bulb Details. 

Bulb Details will list the Classes this Bulb has been assigned to, the Assigned Date, and the Archived date, if applicable.

Bulb activity includes:

When and who added, deleted, and updated videos to a Bulb. 

When and who created, updated, and deleted interactions in a Bulb. 

When and who linked, unlinked, and relinked Bulbs via LTI. 

Add collaborators to a Bulb/transfer ownership of a Bulb

1. Click on the thumbnail or the Actions button of the Bulb, and select Collaborate.

   

2. Enter the instructors' email addresses and click Add access.

3. (Optional) To adjust permissions, transfer ownership, or remove access, click the pen icon next to the instructor's email, then select the option from the drop-down menu.

Search by keywords, creator's name, or tags

1. Click on Search/Filter on the top right of the page.

   

2. Enter the keywords, creator’s name, or tags to locate the desired bulbs. There are two suboptions for searching with tags:

   1. Exact match only: Show only bulbs with exactly the same tags. For example, if searching for “biology” with the Exact Match Only option, the bulbs tagged with “microbiology” will not show in the search results.
   2. Exclude tags: Exclude the tags entered in the filter. For example, instructors can add an “Archived” tag to bulbs that are no longer in use. When searching for the bulbs, they can exclude the “Archived” tags to filter out those bulbs.

Search by Bulb ID

To find a Bulb ID, preview the Bulb, and the Bulb ID can be found in the address bar as "bulb_id=" followed by a string of numbers. 

Select Search/Filter. 

Enter the Bulb ID and click Filter. 

Remove the filter by clicking the x on the Bulb ID chip, or select Clear Filters.

Add tags to Bulbs

Administrators can add tags to Bulbs to better organize content into specific categories. Tags are fully customizable, enabling content to be easily searchable and filtered. 

1. From the Admin Media Library, select Add Tags on a Bulb. 
2. Under Tags, type in a keyword/tag and press Enter to save the custom tag. After the tag(s) have been added, select Save.
3. To filter Bulbs with a specific tag, click on the tag icon. 
4. This will filter to show only Bulbs with that specific tag, making it easier for administrators to edit or link these Bulbs. 

Search for playlists

Admins can search for playlists created within their institution by navigating to the Media Library, clicking on Search/Filter, and selecting Playlists. They can also filter playlists by specific keywords, creators, or organizations

Click the playlist icon or the actions button next to the playlist to open the actions menu and Edit, Preview, Duplicate, Add collaborators, or Delete the playlist. 

To add or edit tags for the playlist, click the Add Tag or Edit Tags button next to the playlist.

Add collaborators to a playlist/transfer ownership of a playlist

1. Click the playlist icon or the actions button, then select Collaborate.

   

2. Enter the instructors' email addresses, then click Add access.

   

3. (Optional) To adjust permissions, transfer ownership, or remove access, click the pen icon next to the instructor's email and select the option from the drop-down menu.

   

Link a Bulb

Certain admins have the ability to link Bulbs to LMS assignments directly from the Admin Media Library. To link a Bulb in the Media Library via an LMS, an admin must first create an LMS assignment linked to the PlayPosit external tool.

1. Click Set Bulb Link.
2. Navigate to the Admin Media Library in the PlayPosit dashboard by clicking Administration in the sidebar.
3. Select the Media Library tab.
4. In the Media Library, click the thumbnail or actions button next to the Bulb you want to link to the LMS assignment and click Set Bulb Link.
5. The Bulb is now linked to the LMS assignment.

Export analytics

Admins can export Bulb analytics directly from the Admin Media Library.

1. Click the Bulb thumbnail or the actions button next to the Bulb and select Export Analytics.
2. A pop-up will appear to confirm the export and prompt the user to keep the browser window open until the export is complete. Click Export Data. 
3. A CSV file will download. Depending on browser settings, the file will automatically open, or the user will need to click on the downloaded document to open.

Video Hosting

Videos uploaded through this method will count against an institution’s video hosting quota. To see how many minutes of video are included in a license, please switch to the  Admin Snapshot tab and scroll to the bottom of the page. For more information on uploading a video to PlayPosit, please refer to this help article.

Tree View

Tree view allows administrators to organize content into folders and subfolders. Playlists cannot be organized into folders.

Please see this screencast for more information about Tree View

To enable Tree View, select the Media Library view from the Admin Dashboard and click Tree View.

Tree view for master district admins

Tree view allows master district administrators to organize and view content from all child schools within the district. They can add Bulbs to folders, create folders, and move Bulbs between child schools with the tree view.

1. Master district folder: the top folder in the tree view represents the master district.
2. Child school folder: the building icons represent child schools within the master district.
3. Folders: Folders created in each child school.
4. Subfolders: Folders created within the parent folder.
5. Bulbs that are in the selected folder or school. Learner-made Bulbs and peer-reviewed Bulbs will not appear in the list of Bulbs.

Tree view for child school admins

The tree view allows child school administrators to organize and view content from all instructors in their school. They can add Bulbs to folders, create folders, and edit folders. They cannot view content from the master district and their sibling schools. Child school administrators cannot create folders or add Bulbs to the master district and other child schools.

1. Master district folder: the top folder in the tree view represents the master district to which the child school belongs.
2. Child school folder: the building icon represents the child school that the admin has access to.
3. Folders: Folders created in the child school.
4. Subfolders: Folders within the parent folder.
5. Bulbs that are in the selected folder. Learner-made Bulbs and peer-reviewed Bulbs will not appear in the list of Bulbs.

Add a folder in the tree view

1. To create a new folder inside a school, click on the name of the school. Then click on the actions button and select Add Folder. 
2. Name the folder, then click Save. 

   

Add a subfolder 

1. Select the folder in which the subfolder should reside, then click the actions button and select Add Folder. 
2. Name the folder, then click Save. 

Edit a folder

1. To edit a folder name, select the folder, click the Actions button, and select Edit Folder. 

   

2. Edit the name, then click Save. 

   

Delete a folder

To remove a folder, select the folder, click the actions button, and select Remove Folder. 

Add a Bulb to a folder

To add a single Bulb to a folder, drag the Bulb into the folder.

To add multiple Bulbs to a folder, select the Bulbs by clicking the checkbox, then drag them into the folder.

Batch settings

From the Admin dashboard, select the  Media Library. 

Select the Bulbs to make batch setting updates to by clicking the check box next to the Bulb title. 

Click Batch Settings. 

This will open up the settings for each Bulb that was selected. Admins can update the tags, playback options, and privacy settings for each Bulb. 

To apply the change to all the selected Bulbs at once, switch to the  Apply To All tab on the top, update the tags, playback options, and privacy settings, and click Apply to apply the update to all the selected Bulbs.

Batch copy

1. From the Admin dashboard, select the Media Library. 
2. Select the Bulbs to batch copy by clicking the check box next to the Bulb title. 
3. Click the Batch Copy button. 
4. The side panel menu that appears allows the admin to update the title and/or make additional copies. Once the updates have been made, select Copy. 

Organization Settings

To access the Organization Settings:

1. Click on the admin name in the left sidebar to open up the User Profile.
2. Select Organization Settings on the left side of the user. Select the appropriate organization from the drop down menu titled Select School.

The settings within this section affect not only the admin's account but also the accounts of all instructors affiliated with the educational institution. Please be careful when making changes!

Administrators can also set captions as default by scrolling down and clicking on the Set Captions Defaults button. It will enable captions for all the videos by default, and instructors can modify this setting in their profile settings.

Organizational Privacy

When an admin selects an organizational privacy setting, that setting is the default privacy setting for any instructor account created within that license. Individual instructors can then adjust the privacy setting from their profile or from the Bulb's settings page. There are four privacy options:

• Bulbs & Playlists are public - Bulbs and playlists will be visible in Premade Bulbs and My Community tab
• Bulbs & Playlists are visible to members of your district/institution - Bulbs and playlists will be visible to members of just the institution
• Bulbs & Playlists are visible to members of your school/site - Bulbs and playlists will be visible to only members of the specific school you belong to within the institution 
• Bulbs & Playlists are private - Bulbs and playlists will not be visible in Premade Bulbs or My Community but can be shared via direct link to instructors only

Note that even if you set the default sharing behavior for all Bulbs to private, those Bulbs should still appear in the Media Library section of the Admin Dashboard. Make sure to click Save after making any changes.

Branding

Click here for directions on how to add custom branding. Note: This feature is available to administrators of an institutional or enterprise license if branding is included in that license.

Delete Account

Clicking the big red button labeled Delete User Account will do exactly that! There’s no going back - all your Bulbs, Classes, and account activity will be irrevocably deleted, so be sure you want to delete your account before going anywhere near this button!