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  • Writer's pictureVirtuOwl Support

Level 2 Administrator Support

Initial Login & Password Change

Access the Login Page

  • Navigate to the VirtuOwl Website

    • Open your preferred web browser.

    • Type in the VirtuOwl website URL or search for VirtuOwl.

  • Logging In

    • Locate the "Login" button, usually found on the top right corner of the webpage, and click on it.

  • Enter Login Credentials

    • Use your registered email address as the username.

    • Enter the temporary password you received in the email from VirtuOwl Support.

  • Change Temporary Password

    • On your first login, the system will prompt you to change the temporary password for security reasons.

    • Input your temporary password in the "Current Password" field.

    • For the new password, ensure it's a minimum of 8 characters and includes an uppercase letter, a lowercase letter, a number, and a special character.

    • Confirm your new password.

    • Click on "Change Password".

  • Logout and Re-login

    • To ensure your new password has been updated successfully, it's advisable to logout and then re-login using your new password.


Dashboard


  • Level 3 (Schools) Count

    • Upon accessing the dashboard, you'll find a section that displays the total number of Level 3 entities or schools currently registered on the platform.

    • This visual gives a rapid indication of the number of institutions under the platform's umbrella.

  • Subjects Count

    • Highlighted on the dashboard is the total count of Subjects available on VirtuOwl.

  • Sub Categories Count

    • Adjacent to the Subjects count, you'll observe the total number of Sub Categories nested within all Subjects.

  • Educators Count

    • The dashboard also showcases the number of educators actively involved with the platform.

  • Students Count

    • Central to the dashboard is the count of students actively using the platform.

Note on Dashboard Functionality:

  • View-Only Mode: At this stage, the dashboard is set in a view-only mode. This means there are no actionable functions or clickable links available on this page. It solely exists to offer a visual representation of the platform's key metrics.

  • For administrators looking to make changes or dive deeper, other sections of the platform provide those capabilities.

Manage Level 3 (usually schools)


1. Navigating to Level 3 Management

  • After logging into the VirtuOwl platform as a Level 2 admin, locate the "Level 3" option on the left side of your dashboard.

  • Clicking this option will take you to the Level 3 management page.

2. Searching for Level 3 Entities

  • Use the search bar, typically located at the top of the Level 3 management page. Input the name or part of the name of the Level 3 entity you're looking for.

  • The system will display matching results as you type.

3. Adding a New Level 3

  • Locate the 'Add Level 3' Button on the top right of the screen: This is usually positioned either at the top or bottom of the Level 3 management page. Fill in the Required Fields:

    • Level 3 Name: Enter the name of the new institution or entity.

    • Administrator: Input the full name of the individual who will be responsible for managing this Level 3 entity.

    • Administrator Email: Provide the email address of the Level 3 administrator. This is crucial as login credentials will be sent to this address.

    • Time Zone: Use the dropdown menu or type in to select the appropriate time zone the institution resides in.

  • Click 'Save': Once all required details are inputted, click the 'Save' button. The platform will then send an email to the specified Level 3 administrator's email address. This email contains a temporary password for the Level 3 admin to log into VirtuOwl.

4. Viewing and Editing Level 3 Details

  • Viewing Details: Click on the view icon.

  • Editing Details: Click on the edit icon.

    • Making Changes: Update any necessary fields. Remember to always click 'Modify' after making your changes to ensure they are stored in the system.

5. Disabling a Level 3 Entity

  • Locate the Entity: Use the search function or manually scroll to find the specific Level 3 you wish to disable.

  • Disabling: Typically, there's a toggle switch next to each Level 3 name in the list view. Clicking this will deactivate the Level 3 entity. Once disabled, it will no longer be active on the platform, but its data will remain stored.

  • Re-enabling: If you need to reactivate a previously disabled Level 3, the process is generally the reverse. Clicking a 'Enable' button or toggle switch will reactivate the entity.


Manage Subjects


  • View Subjects

    • Locate Subjects Section: Within the "Manage Subjects & Sub Categories" area, you'll find a segment dedicated to Subjects.

    • Browse & Search: Scroll through the list to view all Subjects or use the search function to quickly find a specific Subject.

  • Add Subject

    • Access 'Add' Option: Click on the "Add New Subject" button, typically positioned at the top or bottom of the Subjects list.

    • Input Subject Details: Simply enter the "Subject" name.

    • Enter the Subject associated with that Subject (ex: Subject=Math, Subject=Algebra 1). Once you have entered the Subject name simply press ENTER.

    • Save: Once complete, click the "Save" or "Submit" button to add the new Subject.

  • Disable Subject

    • Find the Subject: Use the search function or manually navigate to locate the specific Subject you wish to disable.

    • Disabling Process: There's usually a "Disable" button or toggle switch next to each Subject name in the list view. Activate this to deactivate the Subject. Once disabled, it will not be available for selection but its data remains stored.

    • Re-enabling Option: To reactivate a previously disabled Subject, the process typically involves clicking an "Enable" button or using a toggle switch.

Manage Sub Categories


  • View Sub Categories

    • Locate the "Sub Categories" section on the left side of the screen.

    • Browse & Search: Scroll through the list to view all Subjects or use the search function to quickly find a specific Subject.

  • Add Sub Categories

    • Access 'Add Subject' Option: Click on the "Add Subject" button, positioned at the top or bottom of the Subject's list.

    • Simply enter the "Subject" name and select a Parent Subject to associate it with.

    • Save: Once complete, click the "Save" or "Submit" button to add the new Subject.

  • Disable Sub Categories

    • Find the Subject: Use the search function or manually navigate to locate the specific Subject you wish to disable.

    • Disabling Process: There's usually a "Disable" button or toggle switch next to each Subject name in the list view. Activate this to deactivate the Subject. Once disabled, it will not be available for selection but its data remains stored.

    • Re-enabling Option: To reactivate a previously disabled Subject, the process typically involves clicking an "Enable" button or using a toggle switch.

Manage Educators

  • View Educators

  • Locate the "Educators" Section: Find the "Educators" option on the left side of your screen.

  • Browse & Search

    • Scroll through the list to view all educators or utilize the search function to rapidly locate a particular educator.

  • Manual Upload

    • Access 'Add Educator' Option: Click on the "Add Educator" button, which can be found either at the top or bottom of the Educators list.

    • Input Educator Details: Input necessary information such as the educator's name, email, and area of expertise.

    • Save: After entering all relevant data, click the "Save" or "Submit" button to register the educator to the platform.

    • Once you have saved, the Educator will receive an email with their temporary password.

  • Batch Upload

    • Locate 'Batch Upload' Option: Find the "Batch Upload" button or link in the "Manage Educators" section.

    • Upload Process: Click on "Download Educator Template."

    • Fill in all required fields on the template, save the file and upload it into the "Click to Upload xlsx file."

    • Click "Process .xlsx" on the bottom right of the screen.

    • It will take a few minutes to process. Once it is complete, all Educators will receive an email with a temporary password to access their accounts.

Manage Students

  • View Students

    • Locate the "Students" Section: Find the "Students" option on the left side of your screen.

  • Browse & Search

    • Scroll through the list to view all registered students or utilize the search function to swiftly locate a specific student.

  • Manual Upload

    • Access 'Add Student' Option: Click on the "Add Student" button, which can be found either at the top or bottom of the Students list.

    • Input Student Details: Enter pertinent details such as the student's name, ID, course registration, and email.

    • Save: After entering all relevant data, click the "Save" or "Submit" button to add the student to the platform.

    • Email Confirmation: Once you have saved, the student will receive an email with their temporary password.

  • Batch Upload

    • Locate 'Batch Upload' Option: Find the "Batch Upload" button or link in the "Manage Students" section.

    • Download Template: Click on "Download Student Template."

    • Fill & Save: Complete all required fields on the template, save the file, then upload it where it prompts "Click to Upload xlsx file."

    • Process Upload: Click "Process .xlsx" located on the bottom right of the screen.

    • Completion & Email Confirmation: It might take a few moments to process. After processing, all students will be sent an email containing a temporary password for account access.


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