The first option for getting your your community enrolled in Vidigami is by providing a complete list of members who would be part of your 18-19 school year. This list may include admins, staff, parents, and students. This can be done by competing and sending your Client Success Specialist the following CSV forms:
1 – Add Users
This form identifies all members of your school. The information required includes their full name, unique email per account, user type (student, staff, member), unique ID per account, and lastly, a grad year, which determines the user’s academic grade group if applicable.
For existing Vidigami schools, please note that it is critical to provide the SAME ID as you provided in the previous year for the same people in order to avoid creating duplicate accounts for your users.
This is the form used to connect students to their parents. By doing this, when a student is placed in any relevant group in Vidigami, their matched parent or guardian will also be added by default, so that any activity (i.e. new uploads, tagged faces) will generate feeds and notifications for those associated family members in a personalized way. The Relationships Form matches student IDs with their parents’ IDs to establish this connection.
A: Host IDs are what Vidigami uses as unique identifiers for each user account. The Host ID value must be something that you can pull from your school database, and always stays the same for any given account year after year.
Q: What if we don’t have Host IDs in our database?
A: Vidigami will require a unique identifier for every user account that is added to the system. Please note, we do not recommend to manually create your Host IDs. You want to ensure your user data is scalable and consistent to the data you currently have, in order to avoid validation errors from year to year.
Q: What if our Host IDs have changed since last year?
A: Not a problem! We have a form that allows you to provide old and new Host IDs for each account. Once you have completed this form, Team Vidigami can help make the update for you.
Q: We have one Host ID for each family. Will we be able to use this same ID for both parents?
A: In short, no, however schools using the same Host ID for multiple family members can assign an additional identifier to differentiate between those members (i.e. 12-345-67-A, 12-345-67-B, 12-345-67-C and so on). Admins should ensure that whatever identifier they choose, they can easily reference it from year to year without confusion.
Q: We have one email address for each family. Can we use the same one for both parents?
A: We encourage you to have one email address per family member. However, if you can only provide one email address for a given family, you will need to choose which member will be onboarded as the “Primary Parent” onto your Vidigami system.
Q: What about parents that are also staff in our school?
Do we give them two accounts?
Do we provide their personal email address or staff email address?
How do we determine their Host ID?
A: Any staff members at your school who are also parents should always be onboarded as a staff member in Vidigami. The Relationships Form (which you would complete during onboarding) will help the system identify if a staff member is also the parent of a child at your school.
There is no need to create a second parent account for staff members with children at your school. Vidigami will provide these staff parents with the same experience as any other parent while still recognizing them as a staff member.
It is best to provide the staff email address instead of a personal address. There will come a time when your staff members’ children may graduate, however, their parent may continue to be an employee at the school.
Staff parents should still have only one Host ID which stays with them throughout their time at your school. This is likely their staff Host ID.
Q: How long does it take to do the onboarding?
A: The time required to complete onboarding depends on several different factors. Once our onboarding team receives the necessary forms, they will first need to validate the data in them. If all information is complete, consistent and error-free, they can then proceed with onboarding. Additionally, as more schools begin to send their forms, the longer the onboarding queue can get. For this reason, we encourage you to send us your completed forms as early as possible.
Q: Will my parents and staff get an email once their account is set up?
A: No. Vidigami does not send out any emails automatically on your behalf. To invite your staff and parents to the system, a Vidigami Administrator will need to send out invites through the system. This is a very simple and quick process for launching Vidigami to various groups in your community. Your Client Success Specialist will be happy to help you prepare for this once onboarding has been successfully completed.
Q: We want to use the system internally only and will not be inviting parents or students in the system, why should we provide their information to you?
A: Because content in Vidigami is organized per school year and groups of people, it is important to onboard all members of your school community into the system, but remember that your school decides who is invited to use the platform and to what degree. By onboarding students, parents, and staff, you are now able to properly tag individuals, images, and archive content for easy access and search-ability.
As students advance to higher grades, it is important to make sure that their information in Vidigami is updated accordingly so they, as well as their parents, teachers, and staff members are systematically rolled over to new groups relevant to them. In Option 2, you can rollover:
All staff members from the previous year to 18-19 and place them under a Staff & Faculty group
All students up a grade based on the grad year indicated in the Users List.
All parents by virtue of their connection to their children’s accounts if that relationship is established.
In order to setup this rollover, your school will need to provide us with three lists where applicable:
1 – ADD List
This form is identical to the Add Users List outlined in Option 1. It identifies any new members joining your school after the school year has commenced. The information required includes their full name, unique email per account, user type (student, staff, member), unique ID per account, and lastly, a grad year, which determines the user’s academic grade group if applicable.
This form is also identical to the Add Users List outlined in Option 1. This list, however, should identify any members who are leaving school and will not be returning for the new school year (e.g. non graduating students, staff). The information required includes their full name, unique email per account, user type (student, staff, member), unique ID per account, and lastly, a grad year, which determines the user’s academic grade group if applicable. It is important that you provide us the list of members that are no longer part of school, or else these members will continue to have access to content in the 18-19 school year.
Reminder: It is critical to provide the SAME ID as you provided in the previous year for the same people in order to avoid creating duplicate accounts for your users.
3 – Relationships
This is the form used to connect any new students to their parents. By doing this, when a student is placed in any relevant group in Vidigami, their matched parent or guardian will also be added by default, so that any activity (i.e. new uploads, tagged faces) will generate feeds and notifications for those associated family members in a personalized way. The Relationships Form matches student IDs with their parents’ IDs to establish this connection.
Q: What information will I have to provide for families that are no longer part of our school?
A: Families who are no longer members of your school will still be able to access Vidigami to view all content from their time there. However, if you wish to revoke access to Vidigami from these families, you can assign the “No Access” Default Role to them. Please consult your Client Success Specialist on how to do this.
Q: Can I delete users?
A: No. In Vidigami, we never delete user accounts because this could cause issues with content and tags related to that account. If you have a need to remove a user, please contact your Client Success Specialist to discuss on how to proceed.
Q: Do I need to list down all graduating families for the roll-over?
A: Not at all. You only need to let us know which non-graduating families have left your school during the year and will not be returning for the new school year. Any students in the graduating year will not be rolled over into the new school year.
If you are using one of the Student Information System (SIS) providers below, Team Vidigami enables you to sync your school database with your Vidigami Users List, so you can better manage onboarding users, grade group memberships and more, year over year.
Note: If you plan to onboard your users to Vidigami via SIS integration, we highly advise to wait until after the rollover to the 18-19 school year is first done on your SIS system. This rollover needs to be complete to ensure you are syncing your most current list of staff and families into the new school year.
Click on one of the providers below to learn more about how the integration works for each:
Note: adding users through the options above does NOT mean that they have immediate access to Vidigami. You, as the administrator, control WHEN access is granted (Open Year), to WHOM it is granted (Invitations), and WHAT that access gives them permission to do on Vidigami (group privacy settings, roles and permissions). Onboarding brings your users into Vidigami, placing students and parents under their relevant school year, grade groups, while adding all other school staff users under a “Staff & Faculty” group.
Need assistance? Get in touch with your CSS, or contact firstname.lastname@example.org, so we can help you decide on the best option for your school.
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