Phase 1 – Internal 2018-03-26T15:56:23+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:

Step 1: Getting started


Vidigami is an advanced media management system designed to provide a window into each student’s school life. It allows members of your school community (faculty, parents and students) to securely view, upload, download and share photos within a private, members-only platform. Learn more about How Vidigami Works.

Vidigami is meant to be 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. 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

We advise against uploading personal photos of family and events that are not associated with the school in any way.

No. Participation in Vidigami is through invitation only. Because each Vidigami community is a private and secure network, participation requires authentication from Vidigami and an internal staff members at your school, who will be the designated admin user.

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 (e.g. marketing, advancement) 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!

Typically, the Marketing and Communications department will take ownership of their school’s Vidigami system as this is the department that commonly collects and works with multimedia content on a day-to-day basis. However, some schools may also have their IT, Advancement, or even Yearbook committees manage and share photos and videos throughout the year.


Think about the different individuals or departments who are actively involved in the photo-sharing effort, and make sure to create an Internal Vidigami group for them.


Examples of people who you may want to add to your Internal group may be responsible for:

  • Marketing and communications (newsletters, social media, website)
  • Parent engagement
  • Photography (events)
  • Fundraising, donor campaigns
  • Information, Databases, and EdTech

Not at all! Vidigami is scalable, so more users equals greater community engagement. 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 users who will be most active in the system.

Vidigami’s user friendly interface makes it easy for you to manage and navigate through the system, whether you are an administrator, staff member, parent, or student. Depending on your needs and permissions, you can quickly learn to use Vidigami with the help of our friendly Client Success Team, who provide you with all the necessary training and tools. This process may take anywhere between one to three sessions. Additionally, you can always request more help if needed by contacting us at

User information saved in Vidigami will not be used for any purposes other than for identification in media.

While our hope is that all parents and students participate in Vidigami, there is an option available to opt out.

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

Vidigami provides your school with a centralized, cloud-based management solution so that all school media (photos, videos, student work) captured by faculty, parents and even students can be preserved in one, secure location. This makes it easier than ever for your team to source content, collaborate, and have full control over user permissions — who can contribute photos, who can view which albums or grades, and who can download or print photos. Over time, you can manage how all the media your community helps collect and transform this content into meaningful stories you can share back with them, year over year.

Vidigami is committed to protecting information relating to you, your children, your school, your family, your friends, and everyone that makes up your community. We are honoured that you have entrusted the security and privacy of this information to Vidigami and we strive every day to ensure that the information is not compromised. We work to comply with the privacy policy of your school and our supplemental privacy policy, and have designed Vidigami to be a trusted place for your school memories. We use our best efforts to authenticate users and hold users accountable for the content that is shared. We provide tools to personalize content for participants and rely on the integrity of participants to ensure content is shared only with authenticated members of the community.

Step 2: Setting up your content structure

Before you start creating a framework for your media content, it is important to understand how it will be organized in the system. Vidigami introduces a unique architecture for media content that is designed for school communities. Everything starts with a School Year (e.g. 2017/2018), under which photos and videos will be organized (by default) by Categories, Groups, Albums and People in that order.

When we set a Vidigami platform for your school, it will be set to either a specific, current school year, or, a series of stacked previous School Years (if you have purchased REWIND years) where you can add in content from past 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. More info coming soon in Phase 3 – Alumni.

Within your School Year, you can start creating groups under 7 preset school-related Categories:

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

These categories work as labels that will help you bucket all the different Groups of members and albums within the given school year. When creating a group, it needs to be associated with one of these 7 categories. Once created, all categorized groups will displayed in your your school’s Group Directory.

Unlike the traditional folder structure, Vidigami prevents content from being nested in a “Folder Frenzy” (folder within folder within folder). Instead, it helps team members access content more quickly through Groups – a more community-centered approach.

A group (e.g. Marketing and Communications) contains 4 items:

  1. Albums
  2. Group sets (if enabled)
  3. Members (people in the system who are associated with that group)
  4. Settings

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.


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.

Tips for creating groups

  • These are some examples of Internal groups you may want to create: Communications, Yearbook, Marketing, Advancement, Social Media, Newsletter, Blog Post, Digital Displays, External Vendors.
  • 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!
  • 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.

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.


  • 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.


  • You can easily move one or multiple albums to other groups.
  • Link an album to more than one group. This will make the album available under all the groups it has been linked to.

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


  • 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.

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

Give us an idea of where the bulk of all your media content is currently stored (server, Google Photos? Flikr?). Vidigami can help transfer your photos as long as they are in the cloud.

Step 3: Onboarding and Integrations

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) will be Onboarded or imported to the system during setup. This is to ensure that all your school’s media is stored privately and securely.

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. 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.
  2. 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.
  3. Groups. 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.
  4. 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.

To ensure the successful onboarding of your members, download and complete the CSV Onboarding forms from our support center.

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.

Step 4: Engaging your Photo Sources

Once your members have been Onboarded, you can now choose to Invite either a portion or all of them to access Vidigami. This is assuming that each member has been added to their respective groups, and (if parent and student) a relationship established. You can further manage how they contribute using Roles and Permissions, which you can customize and assign to different people.

Once the key players from your internal team (webmaster, director of communications) or department are invited to Vidigami and your member data has been onboarded, the next important step is engaging the photo sources. These are the various members of your community who are actively involved in capturing and storing photos and videos for events and activities that take place in specific groups or school-wide:

  • Vendors
  • Teachers
  • Student photographers
  • Parents
  • Yearbook advisers

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

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
  • Webinars on various topics and features

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

Step 5: Curating and Sharing

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.

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.
  2. Share (or embed) an external slideshow link using group sets (based on roles and permissions) via email or social media.

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.


Group Sets can be enabled in the Group Settings, and found under the Sets tab. Create a new Group Set. 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.

To create a slideshow in Vidigami, 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. 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.

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.

Need some help completing Phase 1? Contact your Client Success Specialist: