1 – Ensure all members are onboarded
In Phase 1 – Step 3, we covered some approaches for you to import members to your Vidigami system. To proceed with Phase 2, it is important to complete this process to successfully launch Vidigami to your community, either wholly or partially. If you haven’t yet had a chance to review the the Onboarding Options, be sure to connect with your Client Success Specialist so they can help you complete it soon.
2 – Identify Your Influencers
You may have already recruited certain people as ‘Photo Sources’ to join your Internal team for Vidigami (Phase 1, Step 4), helping kickstart content collection and curation before you even open up the system to the community (as soon as they log in for the first time, they have an array of photos and videos waiting for them in their feeds and relevant groups). You can now extend this to 2nd tier influencers at your school, such as parent groups, vendors, and other staff members who may not be in your initial Internal group. Get together with these groups, let them know about Vidigami, and help them get trained, so they can push Vidigami to the classroom, families, and other divisions.
2 – Assign Roles
Every user in Vidigami is assigned a default system role with preset permissions. Before launching, once again, think about what roles you would like to assign to your different photo sources or influencers, and what roles should be given to the other everyday users (students, parents, teachers). You can either assign one of the Default Roles, or, create a new Custom Role where you can toggle the permissions according to that role’s needs.
Note: It is important that permissions are set up early, so that when the time comes, you will be able to confidently open Vidigami to your users. For any help with roles and permissions, you can contact your Client Success Specialist
3 – Group Memberships
The last step to finish up onboarding is to triple-check that all members are added to the right school year and their relevant groups. Without doing this, when the time comes to invite them into Vidigami, they will not be able to access content relevant to them. This is also an important step in order to help Vidigami’s auto-tagging feature to process faces more accurately and efficiently.
Get Auto-Tag Ready
If you are looking to use facial recognition to help identify faces from your school, this is when you can start working towards getting your Vidigami site Auto-Tag Ready. Before we go further, keep in mind that this is an intelligent process used to assist tagging, and in order to optimize the performance of automated tagging, Vidigami needs to be effectively trained with reference photos of your registered members. This always starts with manual tagging. At this stage, we advise you to get help from your internal team and designated photo sources to start manually tagging the very first photos and videos that get pre-loaded into the system.
What does it mean to get Auto-Tag Ready?
When someone is Auto-Tag Ready, this means that Vidigami is now confident enough to be able to recognize incoming photos uploaded of them with the help of that user’s existing reference photos. However, as mentioned above, this is an art and science that takes team effort and time to effectively start kicking in. Here are the steps you need to get Auto-Tag Ready:
1 – Make sure you onboard all students, parents, and staff.
- Faces of registered users are needed to train the system to tag people on its own.
- A user is Auto-Tag Ready when there is a sufficient number of photos available for the system to reference (usually 5-10, but this ranges!). Some users require less, while others require more depending on the quality of the reference photos and the characteristics of the face.
- Make sure people are added to their relevant groups. Since all media lives in groups, no members in groups means no recognition. Vidigami first scans the people who are a part of a group, before going through the rest of the school. This slows down the learning process.
2 – Upload between 200 to 500 photos with clear, unobstructed faces
- Upload high-quality photos that are clear and contain lots of data (i.e. pixels). Professional portrait photos are a good place to start!
Note: Low resolution images (blurry, dark) and photos from extreme angles (high-motion, rear ), large group shots, and obstructed faces (masks, costumes) cannot help the system learn the faces.
3 – Make sure each registered user’s face (if available) is tagged in 10 or more photos by selecting a detected face box
- Focus on adding tags for face boxes that are already in place to train the system. When you open any image with a face, those with grey boxes around them mean that the system knows there’s a face ready to be tagged and analyzed. Avoid force-tagging faces without these boxes, as they will not enhance recognition (we recommend this for photos with faces that are blocked, angled…etc).
- Once someone is Auto-Tag Ready, the system is optimized to tag new uploads of them.
Tip: Many schools organize fun tagging events for students (Pizza party, contest…etc.). Arrange for an intern or members of the yearbook team to tag, in order to get system started.
Key points to understand:
- The more Auto-Tag Ready users in Vidigami, the higher the rate of recognition. Maximizing the number of Auto-Tag Ready users is a valuable exercise when first starting with Vidigami. Thereafter, the system will only need to focus on new users as it builds its reference sets for each subsequent year.
- If you mis-tag a face, this will confuse the system. Please delete those tags. This can be done by clicking on the “X” next to the tagged name.
- Once a face is tagged, that photo will appear in that individual’s personal collection or Portfolio page. Families will get a notification, and immediately be able to see photos of their children.
- Automated tagging is difficult for younger children because facial features tend to be less distinct and recognizable. Encourage families and faculty of elementary school age children to directly tag faces.
- Different perspectives of a face helps build a stronger profile for training the system to recognize a face. Try to capture a variety of expressions/angles (slight, not extreme) of each face.
- When you open a photo with a face, you may notice a grey box appear around it. This means that a face has been detected (but not recognized), and is essentially asking you to identify who it is. However, not all faces are detectable by the system. You can still tag the person in the photo without a grey box, adding it to the user’s personal collection, but when a face is not detected in Vidigami, it cannot be used to train the system for automated tagging.
Prepare Your Community
With everything set up in your system, from user information, roles and permissions, group memberships (and hopefully, a treasure trove of pre-loaded content from your photo sources), your Vidigami site is getting closer and closer to launch. But not so fast! There’s one more step before you Open the Year and start inviting members of your community to login to Vidigami.
1 – Establish a Launch Date
As part of your consult calls and training, your CSS will work towards a reasonable deadline for launching and inviting your Vidigami site for the school year. Typically, this would be the first day back to school, however, you may want to proceed beforehand or a little later (e.g. for a specific event). Setting up a date and time for making Vidigami visible is very important to help plan ahead with setup and preparations.
2 – Build Awareness
With any new enterprise software, or even a new social platform, it’s always a great idea to give your users a heads up of what’s coming. Team Vidigami offers a range of resources you can use to introduce Vidigami, so everyone knows what to look out for and can rest assured that it is reliable and trustworthy. These materials include the Adoption Video, flyers, and a range of other communication tools.
Check out our available Marketing Materials for Your School.
Open Year (Launch)
Up until this point, all Vidigami activity that you and your internal team take part in should be considered a ‘back-end’ process. This includes onboarding members, group memberships, roles and permission, inviting your internal users and even uploading media, as long as this is part of your Phase 1 setup.
Once you are confident that everything and everyone is in the right place in Vidigami, you can now Open Year from the Group Directory for the current school year. When you Open Year, Vidigami will be ready for inviting your onboarded community members.
Note: Before you proceed, we encourage you to do a quick review with your CSS to make sure you’re all set to go!
Just as onboarding does not imply immediate member access, neither does Open Year. Now that you’ve made your system ‘ready to use’, you can go to your Users List to batch or single-select onboarded users and send them a default or custom activation email from the app on behalf of your school. This is when you can choose to either invite your entire community, or only a part of it (parents, students, staff…etc).
1 – Starting with focused groups
While entirely doable, very rarely will a school invite their entire community to Vidigami. We always recommend inviting members in batches. Typically, schools will roll-out invitations by User Type (Staff, Member, Students). For example, you wish to invite parent members first, gage activity, and then, gradually open up the system to upper school students. There are many strategies for inviting members that work differently based on your school’s culture and engagement. Therefore, be sure to talk to your CSS to map out the best roll-out plan.
2 – What happens after invitation is sent
When you choose to invite any user to Vidigami, they will receive an activation email in their inbox, which will include instructions to setup their account. This is a quick process where they set up their login credentials, and accept the End User License Agreement. They will then be able to login to the system as either Student, Staff, or Member (Parent), with the ability to view their groups, and interact as per their given role. For Admins, they will also now be identified as Activated in the Users List.
3 – Un-Inviting Members
While you cannot manually delete users from Vidigami, you can un-invite them. This will revoke their access into the system, but all content that they have uploaded, tagged, liked, and been associated with will remain intact. If a user must be deleted by any means, please contact your CSS.
Train and Inform
Now that you have officially launched Vidigami to your community and invited members to participate, it’s a good idea to get key groups trained and informed on how the system works. Remember that because Vidigami is slightly different depending on your User Type, education may range in complexity.
1 – For Admins and Managers
This will be information related to your role as Admins or Managers in Vidigami, and includes training for features such as the Admin page. This includes everything from managing all your users, groups, content, Insights, and integrations.
2 – For Parents
Parent education will focus on the basics for the web and mobile app. The features will include uploading and downloading from Vidigami, tagging media, staying notified on their children’s activity and creating sets.
3 – For Teachers
Training for teachers will include not only the uploading, downloading, and tagging of content, but also how it can be shared with families and used at a classroom level. They will learn to create public share links, use sets for slideshows, and incorporating Vidigami media with day-to-day classroom and publishing tools.
4 – For Students
Students will receive education on how to build portfolios by properly crediting their school work captured in Vidigami, curating sets for school projects and initiatives, and all the basics of using the web and mobile app. They will learn to properly tag their peers’ in media, apply context tags for improving search-ability, and collaborate with team mates.
Note: All users can always get support within the web app by typing their case in the Support Widget at the bottom left, or, visit the Support Center, or contact firstname.lastname@example.org for any help or inquiries.
Moderate and Drive Engagement
Congratulations! You’ve launched your Vidigami site and invited your community! This is when you can take a back-seat and monitor how everyone at your school is contributing to the photo pool.
1 – Moderate Content
View all photos and videos uploaded to Vidigami in your Weekly Uploads tab in the Admin page. This is a good direct way to keep track of all inbound content.
2 – Manage Reported Media
Anyone can report media in Vidigami as long as they add a reason, and it will be instantly unshared with the community, and moved to the Reported Media section in the Admin page (this will also generate a notification), where it can be reviewed, restored, or removed entirely.
3 – View Insights
Your Insights are an excellent way to observe how active your community is in the Vidigami system. Here, you will be able to see analytics for Top Uploads and Downloads, stats for each User Type, and more. Use Insights to create engagement programs for your school members to get activated, contribute more content, tag faces, and other activities.
4 – Ideas for Engagement
If your Family Coverage and Activations are at a good stage, you might want to try and start using Vidigami as a communications channel. Here are some great ways to do this:
- If the Headmaster or Principle is using Vidigami, have them record their weekly or monthly announcement and add it to a featured album, so that it gets shared to all users as a Feed.
- Share digital posters for events and activities.
- Add highlights from a sports event to a public set, which you can broadcast as a dynamic slideshow to social channels, the school website, and digital displays – all at the same time!