Accessing QuickTools

Applies To:    Enterprise    Plus    Basic   Conference

Overview

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Signing In

Enter the username and password to login to QuickTools.  If you do not have an assigned username, contact your system administrator for login credentials and permissions.

QuickTools has an automatic session timeout of 30 minutes.  If the logged in user is inactive for more than 15 minutes, the user is automatically logged out of the session.  The user will be redirected back to the login screen with their next request after the 30 minutes of inactivity.  Activity is defined as navigating between pages, performing searches, or performing any function that sends a request back to the server.

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Menu Options

Following are the QuickTools menu options.  Menu options are based on permissions.  If a menu option does not display, the permission is disabled for the Staff logged in.  Contact your system administrator to change permissions.

• Dashboard:  Displays organization News along with a current course list for the Staff logged in.
• Course List:  List of the course sections where the Staff is tagged as the instructor.   Click on the Course Code or Course Title to navigate to the following features.  If a feature does not display, the permission is disabled for the Staff logged in.  Contact your system administrator to change permissions.
  
  • Enrollments:  This tab displays a list of the registered clients with an enrollment status of "Enrolled/Active" or "Approved Visitor".
    • Send Class Email:  If the Send Class Email button displays, this feature allows the Staff to create and send the same email to the entire class list.  The user enters the [From Email] value when sending emails.
      
    • Send Single Email:  If the envelope button displays next to a Client's Name, this feature allows the Staff to create and send an email to the specific client selected.  The user enters the [From Email] value when sending emails.
      
    • Create Client Case Note:  If the page icon displays next to a Client's Name, this feature allows a Staff to create a case note in the Client record.  This case note record is only viewable from within the XenDirect Admin module.
  • Reports: Click on the report name to launch the report viewer.  From the report viewer, the Staff can print or export the report using the report toolbar options.
    
    • Enrollment Lists, Rosters, and Client Classification reports are filtered to display "Enrolled-Active", "Enrolled-OnHold", and "Approved Visitors" status clients only. Since these are the same reports run from the Admin module, if the report contains subtotals or totals for counts of other Enrollment Status values, those counts will display as zero because they are filtered out.
  • Grades/Hours/Notes:  Use this tab to record grades, total contact hours, and/or notes in the Client's Assignment.  If a column does not display, the permission is disabled for the Staff logged in.  Contact your system administrator to change permissions.
    
    • If one or more Grading Codes are set to [QuickTools Restriction] = Yes, the input field becomes a select list with only the allowed grading codes displayed and once entered, the grade cannot be modified via the QuickTools module.
  • Daily Attendance:  Use this tab to record daily attendance on a specific date in the Client Attendance table.  This feature is available only in the Enterprise version.  There are two methods to add Daily Attendance.
    
    • Hours Entry: Select this method to manually enter the hours per day the client attends.  The Default Settings page allows the user to set a default number of hours to populate the attendance grid.
    • Calculate Hours: Select this method to calculate the number of hours based on a Time In and a Time Out.  The default times are set from the course section.  The Default Settings page allows the user to set a default number of hours to reduce the hours for a break such as a lunch break.  If times are blank, no calculation occurs. The Time In, Time Out, and Break Hours are recorded in the attendance record.
• News:  Display of the organization's News articles.
• Course Proposal: Allows the Staff to submit a proposal for a new course.
  
• Change Password:  Allows the Staff to change their login password.
• Edit Profile:  Allows the Staff to edit their profile record.
• Help:  Link to this knowledgebase.

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Document Exchange

Document Exchange allows for the sharing of PDF and Word documents between a client's MyAccount Uploads are on the WebReg module and the QuickTools Instructor module.

• Enterprise version only
  
• Documents uploaded via the QuickTools module and the WebReg module are all recorded and accessible from within the Client Documents are of the Admin module.
• From within QuickTools, a Staff user can upload documents for one client or an entire class section.  During upload, the Staff user has an option to share the document with the Client via Client's MyAccount.

Settings

• To enable on QuickTools.  There are three settings, one per Staff, one per Course Section and one for the Organizational Profile.
  • Edit the Staff record desired.
  • Go to the Web tab.
  • Select "Documents" from the QuickTools Permissions list.
  • Save the Staff record.
  • Edit the Course Sections desired.
  • Go to the WebReg/QuickTools tab.
  • Set the QuickTools [Allow Documents] = Yes.
  • Save the Course Section(s).
  • Edit the Organizational profile.
  • Go to the QuickTools Settings tab.
  • The [Restrict Edit] field determines the number of days past the course section End Date that documents are allowed to be uploaded and be available in the QuickTools module.  This same setting restricts the number of days after a course section end date that the Staff user would be able to add/edit attendance, grades, roster notes or client case notes from within QuickTools.
  • Save the Organizational Profile.
• Instruction: If desired, instructions can be added via the Admin Settings »» Settings »» Instruction Boxes using "QuickTools: Documents".