Bodyswaps Go Manual

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Bodyswaps Go Manual

Bodyswaps Go Manual

Tutorials

Classes

The Classes screen is visible to Coaches and Administrators only.

Classes are a convenient way to manage groups of users and also allows you to invite learners to use Bodyswaps with the minimum of friction.

Clicking on the classes tab shows you a list of all the classes you have created or are an editor of:

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On each row click on:

the pencil icon to change the settings of this module.

the trashcan to delete this class.

the name of the class to see all the enrolled users and their progress.

Use the search bar to filter by any value.

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Creating a class

Click New Class at the top of the window to bring up the new/edit class dialog:

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Every class needs a name, a module assignment (there can only be one currently) and an enrol method.

Self enrolment

Class enrol can either be done by the class administrator or there is the option for users to self enrol.

Normal enrolment (default) - the class admin adds learners to the class from the list of existing users, then an invitation email is triggered with instructions on how to join to each learner.

Learners must have their name and email address added to Bodyswaps before they can be added to the class

Self enrolment - the class admin distributes a unique URL or QR code to learners, who enter their own name and email address and is added to the class. Anyone with that URL can join the class. To avoid abuse, there are some additional optional controls:

to restrict class enrolment to existing users that the admin has added to the system

to restrict email addresses to a particular domain, for instance, your organisation’s (e.g. @acme.com)

to require users to verify their email address by responding to an auto generated email, prior to joining the class.

to cap to the number of users who can enrol to this class

Greeting Text

You can add an additional greeting text on the enrolment forms. For example this could link to organisation specific instructions or disclaimers. We advise not to make this too long, but instead link to external documents using HTML.

Copy members from

When you create a new class, you can optionally copy all the members of another class to this one. This avoids having to enrol them again when its the same group of learners. You can only do this when you first create a class and are not using self-enrolment.

From the drop-down list, select one of your other classes. All the members of this class will be added to your new class.

Additional admins

When you create a class you are the owner of that class and normally only you can see it Bodyswaps Go. However, you can also assign additional admins to help manage this class if you like. Select their names from the drop-down list.

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Enrolling learners

Click on your class name to see all the users enrolled this class. Unless you have copied members from another class when you created it, this will be empty initially. If you’ve already added learners, you will see their name and their status in the class - more on this later.

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Normal enrolment

If the class self-enrolment is disabled click ADD LEARNERS button at the top of the list to manually add users. This will reveal a dialog with all the users in your organisation.

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Tick the users you want to add to the class and then click CONTINUE.

Tip: can’t see a learner here? Use the next page arrows to scroll through your users. Or maybe the learner is already in the class?

Self enrolment

If the class has self-enrolment enabled then click the ENROLMENT LINK button at the top to reveal your enrolment URL and a QR code that you can download, print or distribute however you like.

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This link is specific for this class, but doesn’t change. If you click on this link it will take you to an enrolment form, where the learner can enter their email address and name.

Tip: Right click on the QR code and select Save Image to download it to your computer.

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Invites

Once a learner has been enrolled in the class, the next step is to notify them. Note: if the learner has self-enrolled then this process is automatic.

Bodyswaps will send an invite email to the user at their email address.

Tip: to make sure they get the email please make sure emails from

bodyswaps.co⁠

are not blocked by your spam filters. If they are having persistent problems - you can use

our workaround here.⁠

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To trigger an invite email you can either click on the envelope icon next to each learners name. However it often more convenient to use the SEND INVITATIONS button at the top of the window. This brings up a dialog:

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You can chose to invite everyone, or only learners that you’ve not invited already.

Once this is done you can see the status of who has been sent an invite as their status will change.

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Monitoring progress

The purpose of the class is to direct a set of learners to do a specific module within a well defined time period. This could be all in a online meeting, or set as a homework over a few days or weeks.

From Bodyswaps Go you can monitor the status of each learner in the class.

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The possible status messages are:

REQUIRES INVITE - learner has been enrolled, but hasn’t received an invite email. You can do this by using the

invite function⁠

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X INVITE SENT - learner has been sent an invite, but they’ve not started the module yet

STARTED - learner has gone into the module in the Bodyswaps app, but not completed it yet

COMPLETED - learner has completed the module.

To see a more detailed breakdown of the learners activities, you can click on their name and it will take you to their activity list. This is a list of events recorded by Bodyswaps.

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What the learner sees

Self enrolment

Once the learner has clicked the self enrolment link or scanned the QR code they will see the following:

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After entering their details, if the class requires email verification then they will receive a

class invitation email,⁠

otherwise they will be taken straight to the

code generator page⁠

Class invite

The learner will receive an email that looks a bit like this:

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When they click on the unique link they will be taken to the

code generator page⁠

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Code generator

This is a special page that allows the user to create a code to enter in the Bodyswaps app. This six digit code uniquely identifies the user and directs them to the module specified in the class.

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The code can be entered either when the Bodyswaps app is first run, or from the main menu screen by pressing the pin code icon.

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Troubleshooting

Learner did not receive an invite email

Sometimes the learner may not get an email from Bodyswaps if there is a strict spam policy on your organisations IT systems. To get round this you can manually send them an invite code from another email address, SMS or other messaging system.

In the Class View click on their name. Wait a few seconds.

You should see a box like this:

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Click Generate Code and copy and paste this into an email. This code is valid after twenty four hours. Once generated you can’t access it again so copy it right away.

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