Phase 1 – Internal2018-09-25T13:33:19+00:00

Phase 1 – Internal

Let’s get started! This phase is all about working with your internal team to set a strong foundation for your Vidigami system. Take some time to get familiar with and go through 5 key steps:

Getting Started


Vidigami is a collaborative media management system designed just for schools. It allows members of your community (faculty, staff, parents and students) to privately and securely view and share photos with each other in a members-only cloud-based platform. Learn more about the system in How Vidigami Works.

1 – How your school benefits

Vidigami makes it easier than ever for your team to crowdsource content, collaborate across different departments, and manage how different people use the system — who can contribute photos, who can view which albums or grades, and who can add new people. Over time, you can see how all the media your community helps collect and transform this content into meaningful stories that you can share back with them, year over year.

2 – Build your ‘Internal’ team

Your school’s Vidigami platform is managed by one or several designated users with an administrative role. Like many current enterprise-level systems (CRM, LMS, SIS), user accessibility and permissions are customizable and can be extended to a wider group of people if desired. We recognize that each school has unique policies and requirements on sharing content publicly, whether within or outside the community. So, to help save hours of time, team effort and privacy concerns, we encourage you to initially work with Vidigami on a purely internal basis to set a tight framework and build a sustainable content-sourcing strategy that will do wonders for you and your team in the long run!

Task 1.1: Start thinking about who to add to your Internal Vidigami team. Here are some examples of users we recommend:

  • Marketing and communications coordinator or manager
  • IT or EdTech manager
  • Director of Advancement
  • Yearbook Adviser
  • Digital Media Manager
  • Webmaster

3 – Adding more people

Vidigami is scalable. For Phase 1, you may choose to add as many internal users to Vidigami as you see fit. However, keep in mind that in order to best manage your system, you will need to make sure you only invite the key players who will be most active.

Note: We encourage you to keep the number of Admin users to a minimum (maximum of 3 or 4 people from your Internal team) so that accountability can be better managed. You can assign other users in this group as under the Manager role, depending on their day-to-day activities.

For adding your community members to Vidigami, see Step 3 – Onboarding.

Content Structure

Before you start creating a framework for your media content, it is important to understand how it will be organized. Vidigami introduces a unique architecture for media content that is designed for school communities. Everything starts with a School Year (e.g. 2018/2019), under which photos and videos will be organized (by default) under preset Categories, and then editable Groups, Albums and People in that order.

1 – Understanding School Years

When create a Vidigami platform for your school, it will be set to either your current school year, or, a series of previous “stacked” school years (if you have purchased REWIND years) where you can add in and organize content from those years. This first level of organization enables your school to go back in time to store or pull rich content for alumni events, fundraisers, and other engaging initiatives.

2 – Understanding Categories

Within your current School Year, you can go to your Group Directory (selecting your school logo in your Vidigami site) and start creating groups under one of the 7 preset school-related Categories:

  • Internal
  • Academics
  • Athletics
  • Arts
  • Events
  • Clubs
  • Off-Campus

When creating a group, it needs to be associated with one of these 7 categories. These work as labels (each with its own color and icon) that will help you bucket all different Groups of members and albums within that current school year. All categorized groups will be accessible in your Group Directory.

3 – Understanding Groups

Vidigami prevents content from being nested in a “Folder Frenzy” (folder within folder within folder), which is what you see in most local (as well as cloud-based) servers and repositories. Instead, it helps team members access content more quickly through Groups – a more community-centered approach. A group (e.g. Marketing) contains 4 items:

  1. Albums
  2. Group sets (if enabled)
  3. Members (people who are associated with that group)
  4. Settings (where you can modify or delete the group)

Any activity that takes place in your group (new content, members or tags) will send a notification to all of its members. You will also see that activity appear as a story in your Feeds (or Home) page. As long as they belong to a category, infinite groups can be created in Vidigami, but instead of hiding underneath ‘folders’, all will be visible and searchable at any time from the Group Directory. You can also add tags (keywords) to every group you create that are relevant to them. These are referred to as ‘Structural Tags’. By tagging the Senior Football Club Group with keywords like athletics, sports, football, seniors, and outdoors, you are giving all albums and content within this group useful and searchable context.

Task 2.1: While in your Group Directory, create a new group for yourself and your key team members (e.g. Marketing) under the Internal category. Remember to add relevant tags to the group, and to add the key people in the group’s Members section.

Examples of Internal groups you can start building:

  • Communications
  • Yearbook
  • Marketing
  • Advancement

Note: Even if you know all the other different ‘external’ groups that exist in your community (E.g. Yearbook Club, Senior Football Team, Junior School, Upper School, Art Club…etc), create a group for them in Vidigami, but only if you know that a lot of good content is readily available from them. Multiple groups created ahead of time will clutter your system too early, cause confusion and may end up being unused and idle for the whole school year!

4 – Understanding Albums

Within every group, you have albums, and these are where your school photos and videos live. You can add infinite content to albums, and see media within them as clear, visible thumbnails. You can easily move one or multiple albums to other groups, and, link an album to more than one group. This will make the album available under all the groups it has been linked to.

Task 2.2:

  • In your Internal group, create a new album.
  • Like groups, tags can be added to albums, which would inherit all tags added to the containing group. Add some relevant tags to your album to make it searchable for you and your team.
  • Next, try uploading some content to your album.

5 – Manage Media

Once you upload photos or videos to Vidigami, there are several actions you can do.

Task 2.3:

  • Go to an album and select the Upload button to add some photos to it.
  • Select the checkboxes on one or multiple photos from your album and explore the batch functionality options that appear in the green bar.
  • Select any thumbnail in the album to open the media in Lightbox. Explore the information displayed and various options in the top, right and bottom menus.

6 – What goes into Vidigami

Vidigami is the place for all school memories. You can choose to add any kind of content in your system as long it is relevant to your school and its members. This may be in the form of photographs or video clips/links. We always advise against uploading personal photos of family and events that are not associated with the school in any way.

Some examples of great content include:

  • Scans of student artwork
  • A short video of a science project
  • A group photo of friends at an event
  • Abstract photography by a student
  • A YouTube video of the Headmaster’s speech
  • Portrait photos for the yearbook
  • Photos of a class discussion
  • Photos of whiteboard notes for geography class
  • A video clip from Sports Day

File types and specifications:

There are no limits to the number of photos you may upload to Vidigami. For efficiency, you may upload batches of photos into multiple albums at one time. Uploads of less than 200 images at a time are recommended. Also keep in mind the following accepted file types:

  • Images Smaller than 10000×10000 pixels
  • Images larger than 100×100 pixels
  • Images smaller than 20mb
  • Images larger than 10kb

7 – Load past years’ media

If you have digital archives of content from previous school years, Vidigami offers a solution called REWIND. This allows you to stack school years, so you can go back in time and upload media for their respective years. For any questions about REWIND, please contact

8 – Move existing content into Vidigami (if applicable)

Give us an idea of where the bulk of all your media content is currently stored (server, Google Photos? Flickr?). Vidigami can help transfer your photos as long as they are in the cloud. To learn more, download the Vidigami Content Transfer Infosheet


In many media management applications, in order to access the platform a user must sign up for a new account. Vidigami is unique in that only your community members (teachers, parents, students, staff) will be onboarded to the system during setup. This is to ensure that both your school members’ informationis verified and all media associated with them is stored privately and securely.

Note: while onboarding, you are not immediately granting your school members access to Vidigami. It simply means that you are adding their information to the platform in the form of a Users List per school year (viewable by admins only)

While we encourage you to onboard everyone at your school to Vidigami, you can certainly decide who you want to invite to participate, whether it’s only staff, parents, or students.

If and when you are ready to open the system to those members, you can set up specific roles and permissions for what they can do in the system, and then manually invite them either individually or collectively, so they can activate their account and participate in the photo-sharing process.

Learn about the best approach for your school from our Onboarding Options


Q: If using Vidigami internally, why onboard member data?

A: Once again, when you import your school’s member data to Vidigami, this does not mean that these members will have immediate access. It only means that their information, relationships (parent to student) and respective groups (grade, class, club) are now available in the system to help the admin(s) tag, personalize, and push content out to families. There are 4 reasons why you may need to import member data to Vidigami:

  1. Segment Vidigami User Types (who is a student, parent, or staff member).
  2. People Tagging. Even if using Vidigami internally, you still need a quick and easy way to easily identify people and credited works in the system. Adding member data enables you to tag people in Vidigami, whether it’s by face, in a video, or even as a creator or collaborator of a piece of work. Knowing who’s who in a photo is a valuable indicator for certain teams, like the Yearbook club or Fundraiser Committee.  It also helps searching for this content, so it can be shared with relevant families when needed.
  3. Relationships. The Vidigami experience is slightly different based on what kind of user you are. If you are a parent, Vidigami first pushes content to you with your children in it. In order to provide this personalization for families, every student must be tied to at least one of their parents. This is why both student and parent data is needed.
  4. Groups. Everyone is added to a respective user group in Vidigami (grades, clubs, teams, departments) and are properly rolled over to new ones every school year. When students are onboarded to Vidigami, they will typically be assigned to a grade group. This data is needed in order to add members to their correct groups in Vidigami. Note that if parent-student relationships are set up, whenever a student is added to a group, their parent will also be added automatically.
  5. Privacy and Security. If certain people or families do not want to be included in media, they can be opted-out by the admin to always remain anonymous in the system even if anyone tags them. What’s more, all media has an uploader name in the information section, so you always know who uploaded what and when.
  6. Integration with your Student Information System (if applicable). This will ensure that existing data from your school’s database is consistent with the information in Vidigami so that there is no guesswork, and no starting from scratch.

Q: What if you don’t want parents, students and/or staff to be tagged in the system in the first place? 

A: If you do not want any members in the system to be tagged, no problem. Simply invite your key internal players to start using the platform. Whether you onboard community members or not, you can still add content to groups and albums, but keep in mind that you will not be able to identify people. This is an option for schools who solely want to use Vidigami as a media repository.

Identify and Engage Initial Photo Sources

1 – Who are Photo Sources?

Once the key players (webmaster, director of communications) from your internal team or department are invited to Vidigami and your member data has been onboarded, we recommend recruiting a handful of people as supporting “Photo Sources”. These may be members who are not necessarily school staff, but can speed up content collection as they are actively involved in capturing and storing photos and videos for group-specific or school-wide events and activities. Some examples of these sources are:

  • Social-savvy teachers
  • Student photographers
  • Parent group leadership
  • Yearbook advisers

Your photo sources play a huge role in populating Vidigami with great content before you launch the system. Over time, they help distribute the load for smaller teams. Invite a batch of these users to Vidigami and give them an early head start with group trainings. Getting them on board will also help you get a feel for how different parties collaborate in the future.

2 – Manage different people who are participating in Vidigami

Once all your school members have been onboarded and added to their respective groups, you can control how they participate through Vidigami’s Roles and Permissions. These can be customized and assigned to different people. Think about the roles you want to assign to your initial photo sources by singling them out in the Users List in Vidigami. Then, you can invite them to share their photos and videos.

Training key players and photo sources

Team Vidigami will offer a variety of resources to help train your initial users depending on who they are and how extensively they will be working with Vidigami. Examples of items we offer are:

  • Flyers and infosheets
  • Video tutorials and recordings
  • Live and on-demand webinars on various topics and features

You may also choose to host independent trainings as info-sessions during coffee mornings with parents, lunch and learns, or other campus-hosted group seminars.

Curate and Share

With various channels like social media, email newsletters, and the website, there’s always content to be shared. Whether it’s a school wide event, sports victory, or unforgettable moment, you may wish to share these memories in order to reach out to new families and keep your current networks engaged. Instead of having to separately download, filter, and re-publish batches of photos for multiple uses, Vidigami enables admins to easily publish photos in a controlled manner from one source.

1 – Ways to Share

Now that your key players and photo sources are in the mix and you have started populating your Vidigami platform with some content, you may want to start sharing it out with your community. In Vidigami, there are 2 ways you can share photos and videos:

  1. Share an album link privately via email or social media. As long as the recipient is a registered member on your Vidigami platform and is already signed in, they will instantly see all content within that album. (Note, you will need to cover Phase 2 in order to use this feature).
  2. Share (or embed) an external slideshow link using group sets (based on roles and permissions) via email or social media.

2 – Understanding Group Sets

In Vidigami, you can bookmark photos from other albums and save them in a personal or group set. This sets aside a collection of photos for you or your team within a group without interfering with the privacy and organization of albums.

Task 5.1: Use Group Sets to Share Slideshows

  1. Group Sets can be enabled in the Group Settings, and found under the Sets tab.
  2. Create a new Group Set.
  3. Next, browse through your Vidigami albums and select the checkboxes on the media to activate the multi-select options. You can then batch add select photos to your existing group set. The photos you select will not be moved from their original album, but rather linked to the group set.
  4. The next step, is to create a slideshow in Vidigami. In order to do this, a user must have the appropriate permissions granted to them. By curating photos in a group set and making it Public, the set can now be shared out externally as a slideshow with a simple share link or embed code, so it can be added to a web page on the school’s site, or posted to social media.
  5. You can continue to add or remove photos to a published group set at any time, and the slideshow will be automatically updated wherever it has been published.

Q: Through slideshows, will external viewers be able to see other photos from your school?

A: No. When a third party viewer clicks on a slideshow that has been published on a website or other external source, this will only expand the slideshow. They will not be able to view any other photos within the Vidigami system. Only registered members will be able to click on the Vidigami redirect on the slideshow to go into the system and see more content (Phase 2).


To help you get through each milestone in Phase 1, we encourage you to print the following checklist that summarizes the key tasks highlighted above:

  1. Identify your key team players, who you will add into your Internal group, including your main Admin users and Managers.
  2. Start building out your content structure by checking in with your Client Support Specialist. This is when your groups will be set up and ready for school members to be added to. This is also when you will be able to start transferring photos into Vidigami, either from your local server or an alternate file sharing app.
  3. Review the options for onboarding your community and consult with your Client Success Specialist on the best approach and timeline.
  4. Identify and engage your top photo sources. Start assigning the appropriate roles and permissions to your current users, and use the right resources to inform and train them on how to use Vidigami based on their needs.
  5. Use your newly collected content in Vidigami to create sets and share them out as slideshows via social media, email newsletters, digital displays, and more.

For any support during Phase 1, please feel free to connect with your Client Support Specialist, or, reach out to