Overview
The purpose of this guide is for you as an Admin to feel prepared as you work within the OJL Tracker. This guide will serve as a document you can reference at any point to understand what your role is and how to execute your responsibilities.
What will this guide cover?
This guide will cover the basics of how to maintain and edit your program, including:
- Adding, Assigning, and Inviting Users
- Updating and Changing Evaluators
- Applying and updating Tags
- Managing Existing Users
- Managing your Program
Adding New Users
When the new semester begins, you will likely need to input a new batch of learners and evaluators within Craft due to new learners and evaluators joining your program. This process includes adding the users into the OJL Tracker, assigning Learners to the program, and inviting them. You may also need to add new Instructors and assign them to a plan. When you have new users, you will need to take the following steps:
- Add new users to Craft (learners, evaluators, instructors, admins)
- Assign new learners to correct program
- Assign evaluator to learner
- Assign instructors to plans (if applicable)
- Apply tags (if applicable)
- Invite users to Craft
How to add new users
To add new users into the OJL Tracker, please follow the steps outlined in this article. Alternatively, please see the interactive demo below.
Assigning Learners and Evaluators
Updating Evaluator Assignments
Updating Evaluator Assignments: Interactive Walkthrough
Adding an Instructor
To add an Instructor to the OJL Tracker, please follow the steps outlined in this module above.
Assigning Instructors to a Plan
Once you have added instructors to the OJL Tracker, you will need to assign the instructors to your plans. Please see this Help Center article for more information: What is the instructor role?
Inviting People
Once you have added your users and assigned them to your program, it is essential that you also invite them to the OJL Tracker. Users are not automatically invited.
People Tagging
Tags are valuable tool in keeping your users organized and reporting on more specific data. If you are utilizing tags, you will want to ensure you apply existing tags to new users. This video will review how to create and manage people tags as an admin.
Relevant Articles
- Adding People as Education Provider or Employer Admin
- Assign Learners and Evaluators to Programs
- What is the instructor role?
- Admin: How to Create and Manage People Tags
Managing Users
Updating User Information
There may be situations where you will need to update a user’s information.
Updating User tags
You may find that you need to update tags for the new semester. Perhaps a new cohort is joining your program, or you want to add new users to an existing tag. Or, you may want to delete a tag entirely. In these instances, you can update the name of the tag by following the steps in the video below.
Relevant Article
Updating or Changing Evaluator Assignments
You may encounter situations where a Learner’s Evaluator needs to be updated or changed. Please see this article for more information about this process: Update or Change Evaluators.
Remove a Learner from a Program
There may be situations when you wish to remove a learner from a program. Perhaps you added the wrong learner to a program and need to remove them and add them to a different program, or a learner is no longer a part of your program. In these instances, please follow the steps outlined in this article to remove them: Admin: Remove a Learner from a Program.
Relevant Article
Program Management
Manage Program Content and Due Dates
There may be times when you will need to update names, due dates, or descriptions of content within your program. For a detailed guide of howe to edit these components, please see this article: Manage Program Content or the video below.
Relevant Article
Troubleshooting
Log In Troubleshooting
Sometimes, users may report issues signing in to Craft. In many cases, these can be resolved by confirming the user has been added to the platform with the correct email address, ensuring they have received (or been re-sent) an invitation, and guiding them through the password reset process. If emails are not being received, checking spam folders or confirming email delivery settings may also help resolve the issue quickly.
Relevant Articles
FAQ
What questions should I be able to answer vs what questions should I send to Craft?
The Craft team can assist with any technical issues users run into when using Craft's OJL Tracker. A few examples are:
- I can’t log in
- When I try to evaluate an activity, it does not work
- I don’t know how to interpret the Dashboard
While the Craft team is always happy to help troubleshoot, there might be some things specific to your program that we are unaware of. These are the questions the EP Admin will need to answer. Examples include:
Questions from Learners:
- How often do I need to log into the OJL Tracker?
- How often do I need to submit activities?
- Am I required to log time for each activity?
- What should I submit for each activity?
- Do I have to submit something for each activity?
- Do I need to meet with my evaluator?
- How often should I meet with my evaluator?
- Can I wait until the end of the semester to log everything?
- Is there a rubric that will be used when my work is getting graded?
- When do I need to complete this program by?
- Who should I email if I have questions about my program?
Questions from Evaluators:
- How often do I need to meet with my learner
- Is there a rubric I need to follow? How do I grade my learner’s work?
- Do I need to grade each activity? Can I grade them all at the end of the semester?
- Who should I email if I have questions about the program?
If you aren't sure how to answer a question, do not hesitate to loop us in.
Who do I loop in if I need help?
The program or sponsor admin can reach out directly to your Customer Success Manager.
For all end user issues (learners, evaluators, instructors, other admins), please loop in support@crafteducation.com. This will allow our support team to handle and track end users issues more accurately.
Resources
- Craft Help Center
- Support Email: support@crafteducation.com
- Have a reports request? Please fill out this survey: Reports Request Survey