New School Year Guide!

We’ll be running our ‘Getting Started with Evidence Me’ webinar once a month until Christmas. This session will look at capturing observations, setting objectives, and creating reports for different needs. To sign up for a session, please CLICK HERE.

New School Year

At the beginning of your school year, you will need to update your classes and upload your new learners. Just follow this simple process to make sure you’re ready for the new academic year!

We recommend that you create your new class structure by renaming existing classes where possible (e.g. Rename Nursery to Reception) and/ or moving learners into their new classes to avoid duplicating learners on your account and keeping all their data in one place.

Updating Classes

    1. Login to the Evidence Me Web Suite
    2. Click Learners
    3. Click the class name so that it highlights in blue
    4. Click on the Edit icon edit-image on the Classes bar
    5. Update the class Name and Description
    6. Click Save Changes

Move or add learners as appropriate – drag and drop learner names into their new classes, you can do this for each individual child, press the Ctrl key on your keypad to select multiple learners or Select All.

Moving Learners

You can move learners between classes and copy learners into different groups so they appear in multiple areas.

Please follow the below instructions:

    1. Select your class
    2. Select your learner (or press the Ctrl key on your keypad to select multiple learners)
    3. Click and hold on the blue tab next to the learner’s name blue-tab
    4. Drag and drop the learner into the class
    5. A message will appear asking whether you would like to Copy or Move the learnercopy-or-move-message-border

TOP TIPS:

    • Click Select All to move all learners in one go
    • Press and hold the Ctrl key on your keypad to select and move multiple learners in one go
    • Select Copy the learner and all their data will stay in the current class but also appear in the class you have copied them to (this can be done for multiple classes).
    • Select Move– the learner and all their data will move to the selected class and no longer appear in the current class.

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Updating Learners Year Group

If learns have moved up a year group (for example year 1 to year 2) their year group field will need to be updated.

This can be completed for each class in bulk by following the below steps:

    1. Login to the Evidence Me Web Suite
    2. Click Learners
    3. Click the class name so that it highlights in blue
    4. Click Select All under Learners
    5. Click on the Edit icon edit-image on the Learners bar
    6. Select the Year Group from the dropdown list
    7. Click Apply to all the selected Learners

Archiving Old Classes

    1. Click Learners
    2. Click on the class name you wish to archive
    3. Click the Edit icon edit-image on the Classes bar
    4. Put a tick in the Archive Class box
    5. Click Save Changes

This class will then be moved to the archived classes folder and with remain accessible from the websuite. Archived classes will not appear on the app.

Archiving Learners who have left

    1. Create a new class called Leavers (see below steps on creating new classes)
    2. Move any learners who have left into this class
    3. Follow the above steps to archive the Leavers Class

Creating New Classes

    1. Click on Learners Portfolios
    2. Click the plus icon under Classes addclass
    3.  Enter the class name and click Create

Bulk Uploading New Learners to the Web Suite

PLEASE NOTE: Only Admin Users can bulk upload classes and new learners using CSV files.

CSV File

Copy and paste learners details into an Excel document (edit an Excel document you already have) in the below exact format ensuring to complete all of the mandatory fields in order for the file to successfully upload:

    • Email (nonmandatory field) – Parent email address
      This field can be left blank if you are not using the Parent Share feature however please do not delete this field as it needs to be included for the file to be recognised
    • Forename (mandatory field) – Learners first name
    • Surname (mandatory field) – Learners surname
    • DOB (mandatory field) – Learners date of birth in the following format 01-Jan-20
    • UPN (mandatory field) – Learners Unique Pupil Number
      If you do not have UPN’s for your learners then please add temporary UPNs consisting of a unique sequence of letters/numbers e.g. for Reception class, temporary UPNs could be: R1-001, R1-002, etc; for Nursery class, temporary UPNs could be: N1-001, N1-002, etc. ensuring to use a completely different UPN for each learner that is uploaded on to your account
      PLEASE NOTE: If you plan to create temporary UPN’s and update these at a later date they will need to be individually updated as they cannot be updated in bulk.
      IMPORTANT: The system matches learners by their UPN so uploading a learner with the same UPN as another learner will update the existing learner’s information (name, DOB, etc) rather than creating a new learner.

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Click the Excel icon below to download CSV class template.excel

Save the file on your computer as a CSV (comma delimited) file.

TOP TIP: We recommend that you create a separate CSV file for each class and upload them individually. If all class lists are uploaded using one CSV file each learner will have to be individually moved to the correct class.

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To upload your CSV file to your Evidence Me account, please follow the instructions below:

    1. Log into the Evidence Me Web Suite
    2. Click Learners
    3. Click the class name you wish to upload the learners to
    4. Click Upload Learners
    5. Click Browse
    6. Select your CSV file
    7. Click Upload

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Individual Adding New Learners to the Web Suite

    1. Click Learners
    2. Select your class so that it highlights in blue
    3. Click on the plus icon along the Learners bar
    4. Complete your learner’s details and click Create

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Modifying Class positions

The system automatically orders class alphabetically. If you wish to order your classes in another way please follow the below steps:

    1. Login to the Evidence Me Web Suite
    2. Click Learners
    3. Click and hold on the blue tab next to the class name blue-tab
    4. Drag and drop the class into its preferred position

Once classes have been placed in their new position they will update to this position in the app.

Bulk Modifying Existing Learners

You can add/ update existing learner’s information such as DOB and parent email addresses by downloading and reuploading a CSV file containing this information.

PLEASE NOTE: Learner’s UPN numbers cannot be added/ amended using this method. The system matches existing learners via their UPN’s so if the UPN is changed/ amended using this method the system will create a new account for the learner(s) rather than update the existing learner information

Download CSV File

    1. Click Reports
    2. Click Learner List (CSV)
    3. Step 1 – not required
    4. Follow Step 2 and select your class
    5. Click Apply
    6. Tap Step 3 to generate the file
    7. The CSV file will generate in Step 4
    8. Click the CSV icon under Options to open the file
    9. Save the file to your computer
    10. Make any changed to the file such as add parent’s email addresses, learner’s DOB, etc.
      IMPORTANT: The system matches existing learners via their UPN so this must stay the same and cannot be amended. If the UPN is changed/ amended in the file the system will create a new account for this/ these learners rather than update the existing learner information
    11. Save your file changes

Reupload CSV File

      1. Click Learners
      2. Click the class name the learners appear in
      3. Click Upload Learners
      4. Click Browse
      5. Select your CSV file
      6. Click Upload

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The system will update the existing learner’s information by matching their UPN’s and updating any amended/ newly added information.

Adding Profile Pictures

From the Websuite

    1. Select Learners
    2. Select the class
    3. Click next to the learner’s name so that it highlights in blue (avoid clicking directly on the learner’s name as this is a hyperlink to their profile)
    4. Click the Edit icon on the Learners bar edit-image
    5. Click the Edit button on the image icon
    6. Select Browse to choose an image from your files or drag and drop an image into the Drop files to upload box
    7. Crop the image so that it fits the box
    8. Click Upload
    9. Click Save changes

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From the App

    1. Tap on the class name you would like to add profile pictures for so that it highlights in green
    2. Tap Edit in the top right-hand corner
    3. Tap on a learner name
    4. Tap Edit under the
    5. Tap Browse 
    6. Tap Take Photo, Photo Library, or Browse
    7. Tap Upload

Adding New User Accounts

PLEASE NOTE: Only Admin Users can set up new users.

    1. Log into the Evidence Me Web Suite using your Admin user details
    2. Click on the menu icon  in the top left-hand corner
    3. Click Admin
    4. Click on your organisation name so that it highlights in blue
    5. Click the  icon under organisation users
      • PLEASE NOTE: If nothing happens when you click on the plus icon this indicates that you have not followed step 4
    6. Enter the user’s email address
    7. Enter the users first and last name
    8. You can type the user’s display name in manually however you can leave this blank and it will automatically display as the user’s full name
    9. Leave the Password fields empty
    10. Select the User Type (you can add more than one user type for example Organisation Admin & Organisation Staff)
      • Organisation Admin – only able to access the Administration area
      • Organisation Staff – only able to access Evidence Me
    11. Leave the Activate Account box unticked
    12. Click Create

A welcome email will automatically be sent to the user to set up their own password and activate their account (please note this email is only valid for 30 days before it expires).

Click here to watch our help video on how to add new users.

Assign users to their classes

In order for users to see classes, they will need to be assigned to them. Users will only see and have access to the classes which they are assigned to.

    1. Log in to your websuite
    2. Click Learners
    3. Select a class so that it highlights in blue
    4. Click on the edit icon  along the Classes bar
    5. Next to Teachers check the teachers who need to be able to access this class
    6. Click Save changes

Deleting Old User Accounts

      1. Ensure the user which you are deleting has been unassigned from any groups or classes
      2. Click on your organisations name so that it highlights in blue
      3. Click on the user’s name so that it highlights in blue
      4. Click on the delete icon  on the Organisation Users bar
      5. Click Delete – Please note that this user will be permanently deleted

Adding Baseline Assessment Data

You can add baseline assessment data for your learners into your Evidence Me account by creating a baseline assessment snapshot please CLICK HERE to find out how.