QuickTools Settings

Applies To:    Enterprise    Plus    Basic   Conference

Overview

The QuickTools Module is an additional portal to your XenDirect data but focused on allowing instructors and administrators easy and portable access to some basic data.  Access to QuickTools is based on Staff records, not User records.  QuickTools is also a cross Branch module meaning the data accessible is for all branches based on the branches the Staff record is shared in.  If a Staff instructs course sections in more than one branch, the instructor will be able to view the enrollment in each course section regardless of branch.

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Setup and Installation

Xenegrade staff will setup and install QuickTools upon purchase of the service.  In preparation for that installation, please supply the unique URL extension desired.  In many cases it may be the same as the prefix of your Admin module URL.  However, it could be different.  In this example, the unique URL extension would be the “schoolname” text at the end of the URL.

Example:  http://qt.xendirect.com/schoolname

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Enabling QuickTools

From Admin Menu »» Organizational Profile, the following settings are used to enable the QuickTools module.

• Enable QuickTools:  Check this option to enable the login screen of the QuickTools module.  If not enabled, the login option does not display.  Once enabled, all Staff records with the required settings will have access to QuickTools.
• Allow Profile Edit:  Check this option to allow the Staff user to edit their profile.  The profile is the same as the primary Staff record at Main Menu »» Staff »» Staff Info.
• Restrict Email (Days):  This setting controls the number of days before and after a Course Section that the Staff user can email clients enrolled in the class.  This option restricts how many days before the course section start date and after the course section end date the Staff would be able to use the email function built into QuickTools.
  
• Restrict Edit  (Days):  This setting controls two processes. If not set, the default value is zero (0) days.
  
  • The number of days after a course section end date the Staff would be able to add and/or edit attendance, grades, roster notes and client case notes.
    
  • The number of days prior to the course section start date to allow document uploads.

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Setting Staff Permissions

Access to QuickTools is managed from the Staff records, not from the XenDirect User records.  From Main Menu »» Staff »» Staff Info »» Web tab, the following setting options are available per Staff record.

• Web Access User Name:  Add a User Name as the sign in name for the Staff up to 30 characters, no spaces and some special character restrictions.
• Web Access Password:  Add a Password for the Staff between 6 and 10 characters, no spaces, and some special character restrictions.
• QuickTools Permission:  Highlight the features desired to allow the Staff to access.  Use CTRL+Click to highlight or un-highlight selections.
  
  • Add Grades: Allows Staff to add and edit grades as recorded in the Client Assignment record.  If allowed, the permission is restricted based on the number of days after the course section end date as noted in the Organizational profile. To restrict the grades allowed, see Grading Codes.
    
  • Case Notes:  Allows Staff to add a Case Note to the Client Case Note records.  If allowed, the permission is restricted based on the number of days after the course section end date as noted in the Organizational profile.
  • Course Proposal:  Allows Staff to create and submit a new course proposal.
  • Daily Attendance: Allows Staff to add and edit attendance as recorded in the Client Attendance records.  If allowed, the permission is restricted based on the number of days after the course section end date as noted in the Organizational profile.  (Enterprise version only)
    
  • Hours:  Allows Staff to add and edit contact hours as recorded in the Client Assignment record.  If allowed, the permission is restricted based on the number of days after the course section end date as noted in the Organizational profile.
  • Password: Allows Staff to change their access password.
  • Reports:  Sets restrictions to the staff member to preview and print any of the reports listed in the reports list. Select the reports you want the staff member to access. Report restrictions can also be set per Course Section. 
    • If report restrictions are set at the Course Section, those restrictions take priority.
    • If not set at the Course Section level, restrictions set at the Staff level take priority.
    • If no restrictions are set at the Course Section or Staff level, the staff member has access to run all QuickTool reports.
  • Roster Notes: Allows Staff to add and edit Roster Notes as recorded in the Client Assignment record.  If allowed, the permission is restricted based on the number of days after the course section end date as noted in the Organizational profile.
  • Send Email:  Allows Staff to create and send emails to the client sin the Class List.  If allowed, the permission is restricted based on the number of days before and after the course section dates as noted in the Organizational profile.
    

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Adding News to QuickTools

News and information can be displayed in QuickTools.  From Admin Menu »» System Tools »» News Articles, the following settings should be set in a News Article record.

To Enter a News Article Record

• Go to the Admin Menu »» Systems Tools »» News Articles.
• Click the New button.
• Title:  The title of the article the user will see in QuickTools.  Required field.
• Article:  The content of the news article.  Basic html is supported.
• Post Date:  The first date the article will display.  Required field.
• Expire Date:  The last date the article will display.  Optional field.
• Target:  Select QuickTools to display the article.  If desired, select additional locations where the News Article will also display.
• Branch Share:  This field is not used for QuickTools display.  All QuickTools news will display regardless of Branch.
• Click OK close and save, or Cancel to close without saving.

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Adding Instructional Text

Each menu area has a tabbed section for user defined text area.  This is an excellent place to display any desired instructions.  Access the following text display options at Admin Menu »» Settings »» Text Settings.  If the Text Area listed below is not in the list, use the New button to add it.  To modify existing text, edit the row for the text area desired.  Basic HTML is supported in these text fields.

In each record, the following two fields are available.  Unless otherwise stated below, each field is used.

• Header Title:  This field is used as a topic header above the instructional text.
  
• Description:  This is the instructional text to be displayed.  The location displayed is listed with each option below.

Available QuickTools Text Areas:

• QuickTools Add Daily Attendance:  Displays on the Add Daily Attendance page.
• QuickTools Add Grades:  Displays on the Add Grades page.
• QuickTools Add Hours:  Displays on the Add Hours page.
• QuickTools Add Roster Notes:  Displays on the Add Roster Notes page.
• QuickTools Classes:  Displays on the Current Course List page.
• QuickTools Edit Profile:  Displays on the Edit Profile page.
• QuickTools Enrollment:  Displays on the Enrollment list page.
• QuickTools Dashboard:  Displays on the Dashboard page.
• QuickTools Forgot Login:  Displays on the Forgot Login page.
• QuickTools Forgot Sent:  Displays on the Forgot Sent confirmation page.
• QuickTools Login:  Displays on the Login page.  This one text option displays in the left column below the login fields.
  
• QuickTools News:  Displays on the News page.  Header Title is not used on this page.
  
• QuickTools Site Title:  Displays as the header for the site in the banner section of the pages. Use the Header Title field.  The description field is not used in this case.