The 3.0 Admin Dashboard

  • Note: this article only applies to users of PlayPosit 3.0 with admin-level privileges for an institutional license.
  • Troubleshooting? Check out our guide here.

In this article

  1. Accessing the administrator dashboard
  2. Navigating the administrator dashboard
  3. Admin snapshot
  4. Organizations
  5. All Instructors
  6. Media Management System
  7. Organizational settings

Accessing 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 and navigate to the Administration tab in the left sidebar.

Navigating 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

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.

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. 


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.

Additionally, each school row will show how many classes have been created, as well as how many learners have taken a bulb within that 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 to your license, or edit/remove existing users from your license.
  2. Search for instructors by name or email address.
  3. Filter the view of All Instructors down so that this page only displays instructors from one organizations at a time.
  4. Log in as an instructor to their dashboard.
  5. Filter instructors by user type and organization.

Note: Filtered instructor data can be exported as a .csv by clicking the Data Export button at the top right of the screen. 

Adding 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 you upload 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.)

Editing 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 (see second screenshot below).

Otherwise, if you have selected multiple instructors, you can only move them between organizations or remove them from the current one.

All requests to change an instructor's email address must be submitted in writing to either your organization's account manager, or to

Manage and edit instructor content

Administrators are able to log into any instructor's account to edit, monitor, or assign a bulb to a non-LMS class.

1. Log in to the instructor's account by selecting the log in icon under Instructor Log In.

2. Once you are in an instructor's account you have access to view or edit any of 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 Management System

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, an admin can:

  1. Upload a video directly into a PlayPosit bulb*.
  2. Search or Filter through all the bulbs created in the institution according to various criteria.
  3. Preview any bulb 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 triple dots menu for any bulb to access its bulb settings menu, preview it, or copy it to the admin's library.
Note: If the number of bulbs that appear in the Media Library does not match the number that is expected, this is because the Admin Media Library does not display either Learner Made Bulbs or unactivated bulb shells.

Editing a bulb

Admins have the ability to edit bulbs directly from the Admin Media Library.

  1. Click the bulb thumbnail or the triple dots icon next to the bulb and select Edit. A new tab will open the designer and allow the selected bulb to be edited.Note: When editing a bulb that is owned by someone else, the bulb will appear in the My Bulbs library and a co-editor designation will automatically be applied. To learn more about the roles and permissions of a co-editor, click here.

Bulb details

From the Media Library, click the Bulb thumbnail or the triple dot menu on the right side of the bulb and select Bulb Details

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

Adding tags to bulbs

Administrators can add tags can be added to bulbs to better organize content into specific categories. Tags are fully customizable and allow content to be easily searchable and filtered. Instructors are able to add tags to the bulbs they own. Click here for instructions on how instructors can tag bulbs. 

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 only show bulbs with that specific tag, making it easier to edit or link these bulbs as an administrator. 

Linking 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 through an LMS, an admin must first create an LMS assignment that is linked to the PlayPosit external tool.

Note: This is a supplemental functionality that is only available to participating institutions. Click here for more details on linking a bulb in an LMS.
  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 triple dot menu next to the bulb that is to be linked to the LMS assignment and click Set Bulb Link.
  5. The assignment will now be linked to this PlayPosit bulb.

Exporting analytics

Admins have the ability to export bulb analytics directly from the Admin Media Library.

  1. Click the bulb thumbnail or the triple dots icon next to the bulb and select Export Analytics. A new tab will open the designer and allow the selected bulb to be edited.
  2. A pop up will appear to confirm the export and direct the user to leave the browser window open until the export is completed. 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 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.

Organization Configuration

To access the Organization Configuration:

  1. Click on the admin name in the left sidebar to open up the User Profile.
  2. Scroll down to find the Organization Configuration section.
  3. Select the appropriate organization from the drop down menu titled Current Organization

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!

Tree View

Note: This is a supplemental functionality that is only available to participating institutions. Reach out to the Account Manager if the institution is interested in this feature. 

Tree view allows administrators to organize content into folders and subfolders. 

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

Add a subfolder by clicking the triple dots next to the folder then select Add Folder

Name the folder, then click Save

To add a subfolder, select the folder in which the subfolder should reside, then click the triple dots, and select Add Folder

Name the folder, then click Save. 

To add a bulb to a folder, drag the desired bulb to the appropriate folder.

To edit a folder name, select the folder, click the triple dots, and select Edit Folder

Edit the name, then click Save

To remove a folder, select the folder, click the triple dots, and select Remove 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. Update the Tags, Playback options, and/or Privacy then click Close when finished. 

Batch copy

From the Admin dashboard, select the Media Library. 

Select the bulbs to batch copy by clicking the check box next to the bulb title. 

Click Batch Copy. 

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. 

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 select any privacy setting available in either the profile or on individual bulb privacy settings. Available options are:

  • Bulbs are public - bulbs will be visible in Premade bulbs and My Community tab
  • Bulbs are visible to members of your district/institution - bulbs will be visible to members of just the institution
  • Bulbs are visible to members of your school/site - bulbs will be visible to only members of the specific school you belong to within the institution 
  • Bulbs are private - bulbs 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!


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!

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