Website Settings

These are the settings that control how the users interact with the Accudemia website.

Throughout this guide this college icon will indicate a College-wide only setting. Meaning that you cannot set this setting at the Center-level and must decide among the Centers what setting you would like to use.

All settings in Accudemia shown with the Default notation on the far right-side are used as template values at the College-level for new Centers created after these are set. Not to worry though because these settings can be overwritten at the Center-Level as needed. You'll notice that most settings in this guide will have the DEFAULT icon to indicate they can be overwritten at the Center-level.

Announcements

Purpose: Edit the information displayed in My Homepage under College News or Center News.


How to Access: Administration > Control Panel > Announcements

Use the Announcements section in this screen to change the College News or Center News panel that appears on all the users My Homepage Screen. Once you select the College-Level or Center-Level use the textfield to change the display of information for this Center or the College.

At the College-Level you can also include a Google Calendar ID to share a campus calendar with your Students and Faculty.

Student logged into Accudemia with the College News showing.

Student logged into Accudemia with the College News showing.

You can include items such as hours of operation, holiday notices, extended hours during finals week, or anything else you want you want to announce to all users of the system. Advanced users can manipulate the source code to create a totally customized news page as shown above.

Each Center can have custom announcements displayed, but they do not overwrite the College-Level announcements. All announcements are shown in the order they are posted on the My homepage in the College News that all users see when they login to Accudemia.

Appearance and Themes

Purpose: Use this module to configure the presentation of items shown to all users for your Accudemia site.
How to Access: Administration > Control Panel > Appearance and Themes

College-Level Options

Site Theme

You have the option to choose from various themes to define the color appearance of the site. Choose a combination of colors that goes well with your logo or the colors of your college. The default color used by Accudemia is  Blue  but you have the following color themes to choose from:

 Black & White   Black   Blue   Chocolate   Green Moss   Green   Orange   Pink   Purple   Summer Sky 

Use the text box at the top of this page to modify the header content message that appears at the top of the Accudemia screen. This can be written as HTML content.

Login Page - Welcome Instructions

  • Account Name: Account name displayed in the login page. If empty, it will use the account's name as set internally by Engineerica.
  • Login Instructions: Use the text box at the to modify the Sign-in Instructions for the Sign-in Stations used by all newly created Centers. This can be written as HTML content.

Sign In Station Screen

Use the text box at the to modify the default design template for the Sign-in Stations used by all newly created Centers. This can be written as HTML content.

There is an option at the bottom that must be set separately labeled:
Header's background color:
This is where you must specify the background color of the Sign-in Station.

Center-Level Options


Sign In Station Screen
Here you can design how you want the Sign-in Stations to look and what information is displayed. Below is an example of editing the Sign-in Station screen using HTML:

To edit this section you can use the built-in editor or write your own HTML by clicking the Source button. As always be sure to click the Save Changes button at the top of the page to save your work.

There is an option at the bottom that must be set separately labeled:
Header's background color:
This is where you must specify the background color of the Sign-in Station.

User Accounts

Purpose: This section lets you customize security, user profiles, access rights, and other account related information. This area is separated into the following 5 sections.
How to Access: Administration > Control Panel > User Accounts

Account Information

This section allows you to select the ID format, Alternate ID options, and general User Account creation options.

Users' ID Mask

To set up Users' ID mask use the following characters as mask-formatting characters:

  • 9 = only numeric
  • L = only letter
  • $ = only letter and blanks/spaces
  • # = only numeric and blanks/spaces
  • C = only custom characters (see note below)
  • A = only letter and custom (see note below)
  • N = only numeric and custom (see note below)
  • ? = any digit and blanks/spaces

These custom characters are accepted: dash (-), period (.), comma (,), slash (/) and backslash (\).

  • If you want include a mask character 'as is', you can do it by preceding it with a backslash. ie. \? will display ?
  • To repeat a mask character multiple times, put the number of repetitions between curly braces. For example, ?{15} will behave exactly the same as ???????????????

ID Samples

MaskDescriptionAcceptsDoes Not Accept
999-99-9999Social Security Number123-45-6789ralflauren@college.edu
LLL-LL-LLLLAlphabetic Characters Onlyabc-de-fghi123-45-6789
$99$99$99Letters and Spaces Onlyb12 33b88ralflauren@college.edu
CCCCCCustom Characters Only/-/'12-8
AAAAALetters and Custom Characters Onlyad'/c12345
NNNNNNumeric and Custom Characters Only12'/4abcdf
?????????Any Character12/3ab--c

To enable the Student's Alternate ID for LDAP/SSO integration check the boxes that state: “Enable alternate ID support” & “Allow using alternate ID from external access”

Set ID as mandatory - Use this option to avoid allowing users to create themselves without an ID number.

This is recommended as you'll have users with no way to be updated in the system via imports.

Alternate ID / SSO options

Enable alternate ID support - This option allows your Users to have a secondary ID which could be a card number for Magnetic Card readers or a secondary ID used for SSO (Single Sign-On).

Allow using alternate ID from external access - This option allows your Users to use the secondary ID as well as the primary ID (which always is enabled) when logging into the portal using SSO.

Display alternate ID in reports - This option adds a button to reports that allow you to print the Alternate ID instead of the Student ID on reports in Accudemia.

At the moment this is only available in the Visitor History Report but we hope to integrate this option with more reports in the future.

Other Optional Requirements

Phone is required/Use Phone Mask - This option makes the Phone Number a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number). You can also choose to help them by creating a Phone Mask that could include a popular area code for your area such as: “(407) 999-9999” which would now pre-fill “(407)” and allow any numbers in the “999-9999” section when creating a User. This mask uses the same characters as above in the Users' ID Mask.

Email is required - This option makes the Email a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number).

Address is required - This option makes the Address a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number).

Password must meet complexity requirements - This option requires that Users create a complex-compliant password. Here are the rules it will use:

  • The password must be more than 6 characters long.
  • It must contain characters from at least two of the following categories:
    • UPPERCASE characters (A-Z)
    • lowercase characters (a-z)
    • Numbers (0-9)
    • Symbols (!,@,#,$,%,^,&,*,_,-,+, etc.)

Access Restrictions

This section allows you to give special permissions to the predefined User types (Students, Tutors, and Instructors) in Accudemia.

Students can access sessions log screen - This option enables the Student to view the Session Logs screen (filtered on only them) as with the default settings they can only run reports on their visits when logged into Accudemia.

Students can access the appointments wizard - This option enables the Appointment Wizard if you want your Students to have access to this option to schedule recurring appointments (which is the only scheduler that has this option). By default the Appointment Wizard is not enabled.

Tutors can edit their own schedule - This option allows Tutors the ability to create and make changes to their own schedules. By default a College or Center Administrator would make their schedule.

Tutors can view all sessions - This option allows Tutors to view all session logs instead of being filtered to only view their sessions with Students in the Session Logs screen.

Tutors can edit their own session comments - This option allows Tutors to edit the Session Comments they've made previously. This is not enabled by default.

  • Max hours for Tutors to edit Session Comments - This is the maximum time-frame the Tutors have to edit comments on their Session Logs.

Tutors can bulk sign-in students - This option allows Tutors to manually sign-in Student(s) to the Center (individually or in a group).

Tutors can bulk sign-out students - This option allows Tutors to manually sign-out Student(s) at the Center (individually or in a group).

Instructors can edit SI Class attendance - This option allows Instructors to manually adjust the Roll Call screen for a Class in Accudemia. This is disabled by default as most Instructors will typically use the Sign-in Station option for the Classroom. Using a Sign-in Station in the Classroom the Student(s) can swipe-in and swipe-out on their own while the Sign-in Station cycles through the Classes based on the current time.

Display student ID in session logs screen - Select whether users can see and filter by student ID in the session logs screen.

Extended Profile

This section allows you to choose who these option are shown on. Typically this is stored profile information that is used to display additional information uploaded on the Student but they could could be used to store information for other User types.

Communication

This section allows you to enable several communication options such as chat, SMS, and Email communications between users that are logged into Accudemia.

Enable messaging - This option enables a messaging feature (via e-mail) that appears at the bottom of the screen when a User is logged into Accudemia.

Enable chat - This option enables a chat (Instant Messaging) feature that appears at the bottom of the screen when a User is logged into Accudemia.

Enable communication in sign-in stations - This option enables both the chat (Instant Messaging) and messaging (via e-mail) features when a User is logged into Accudemia from a computer designated as a Sign-in Station.

Enable communication between students - This option allows Students to use the communications options to message and chat between each other.

Center administrators' e-mail address(es) - This option allows you to setup an e-mail address for Users that have questions regarding the questions about the appointments setup or problems they are having in the system. Engineerica Systems does not support other users that are not listed as Technical Contacts so this option allows those other Users to get help.

You can use a comma to separate e-mail addresses if you want these messages to be forwarded to more users than one when the Students, Tutors, or Instructors click the 'Contact center administrator' button at the top of their login screen.

Accudemia Communities

  • Allow students to sign-up to Accudemia Communities - This option allows Accudemia to advertise the new online communities to your students. This service is free and allows students an avenue to share information, post offerings, and more in a safe college-verified system. Basically it specifies whether to show the Accudemia Communities invitation.

Learn more about Accudemia Communities.

Terminology

Purpose: Use this module to customize the terminology you want the Accudemia System to use.
How to Access: Administration > Control Panel > Terminology

Simply type the new terms you would like the Accudemia System to use in the “Current Terminology” boxes and the default term will be changed throughout the system to use your “Current Terminology.” Enter the terminology you wish to be used in Accudemia which will immediately replace all the places that term occurs with your replacement term. Leaving the “current term” sections blank implies the usage of the default term.

Terminology is the same across the Accudemia account and cannot be set differently on a per center basis.

Email Templates

Purpose: Accudemia allows to customize the following email reminders and notifications.
How to Access: Administration > Control Panel > Email Templates

  1. Appointment Canceled to Students: Message sent to the student when an appointment is canceled.
  2. Appointment Canceled to Tutors: Message sent to the tutor when an appointment is canceled.
  3. Appointment Confirmation to Students: Message sent to the student when an appointment is confirmed.
  4. Appointment Confirmation to Tutors: Message sent to the tutor when an appointment is confirmed.
  5. Appointment Reminder to Students: Message sent to a student as an appointment's reminder.
  6. Appointment Reminder to Tutors: Message sent to a tutor as an appointment's reminder.
  7. Appointment Rescheduled to Students: Message sent to the student when an appointment is rescheduled.
  8. Appointment Rescheduled to Tutors: Message sent to the tutor when an appointment is rescheduled.
  9. Appointment Restored to Students: Message sent to the student when an appointment is restored.
  10. Appointment Restored to Tutors: Message sent to the tutor when an appointment is restored.
  11. Footer for HTML Emails: - Footer appended to every email that is delivered in Accudemia.
  12. Footer for Plain-Text Emails: - Footer appended to every email that is delivered in Accudemia.
  13. Message Received: Message sent when an user receives a message send using Accudemia messaging.
  14. Request Password Change: Message sent when an user requests a password change, using the forgot password feature.
  15. Share Report: Message sent when an user shares a report to someone else.
  16. User Created (including password): Message sent when a new user is created and the password is sent in the email.
  17. User Created (w/o password): Message sent when a new user is created and the password is not sent in the email.

Regardless of whether you customize the Email Templates the defaults will be used so if you prefer to customize the message for the Students at your Center(s) then you'll want to setup the individual Email Templates.

Create your own Email Template

If creating a new template you will be prompted to select from the list and you want to select any template like “Appointment Confirmation to Students.” These email messages are not unique to each Center at the moment so please adjust the message accordingly.

You can edit the Email Template for that confirmation to your liking. Here’s how:

  1. Go to the Control Panel > Email Templates when signed in as an Admin.
  2. Either click the Create New button at the top or select one of the already modified templates in the list below and click the Edit button at the top.
  3. If you chose Create New you'll have to choose the template to edit first.
  4. Now make your changes to the Email Template. You can use “Mail Merge” fields to represent the student, tutor, course, or appointment information by clicking the buttons below the Body Template window. Note: Scroll down the page to preview your template.
  5. As Always be sure to save your work by clicking the Save Changes button at the top.

Localization Options

Purpose: Use this module to edit the Time-Zone and External Login URL.
How to Access: Administration > Control Panel > Localization Options

Time Zone: Select your college’s time zone from the list.

Language: Select the default Language used by your Center or Institution which will be used throughout your Accudemia account.

External Login Url: Enter the external login Url. When left blank, custom page created by Accudemia will be displayed when you go to [yourcollege].accudemia.net. You may, however, wish to integrate a login screen on your own web page. To do so, enter the address of the external webpage here. When specified the page http://[yourcollege].accudemia.net will then redirect the user(s) to your own external URL. And when logging out the user will automatically go back to your external URL for the next person to login to the back-end of Accudemia.

If you are satisfied with using the default sign in page created by Accudemia, leave this blank. The Accudemia Support Team can also discuss further customization options for this page for your college.

If you have not setup a webpage to have users login to Accudemia you could possibly lockout you and your users from accessing the school's Accudemia account. Only use this option if necessary steps have been setup to ensure you can still login. Contact our Support Team if you change this setting, locked yourself out, and need access to your account again.

If you want users to use your own custom portal page and prefer to venture on this task alone there is more documentation available on these topics in our Developers site. Information is available on creating a simple Custom Login Page or going with a custom Single Sign-On portal option.

Emails - Sender Name: Set the Sender Name you would like to be displayed on messages in Accudemia.

Emails - Reply-To Address: Set this with the email you want users to “Reply-To” by default across your accudemia account.

Email templates can override these Email settings, but this allows you to quickly set the e-mail “Reply-To” settings used across Accudemia without having to change each individual Email Template. The default settings used in this field by Accudemia is “noreply@accudemia.net” which is an unmonitored email address which does not provide any reply to the user.

Use AM / PM time format: Uncheck this box to use military time across your Accudemia account (e.g. 13:00, 21:00, 09:00, etc.)

Profile Questionnaire

Purpose: To define the student's profile questions used for tracking demographics
How to Access: Administration > Control Panel > Profile Questionnaire


This option allows you to create fields that store additional information about your students. this could be demographics or other important information you need to know about each Student in Accudemia that is not already part of the import options/fields you have to store on Students. This information can be either imported or be asked to be updated or completed when a new student tries to sign into a center. When the last option is used the system will display the “New Student” screen as well as this option to collect contact information and demographics data your may use at your Center(s). Accudemia gives you the flexibility to define as many demographic questions as you would like to store on the Student in this section.

Creating the Profile Questionnaire

To get started you'll need to create the Profile Questionnaire and here's how:

  1. First you'll want to enter the title, for example: “Student Profile Questionnaire”
  2. Then you'll want to enter the description, for example “Please answer these questions with your information below.”
  3. Now you'll want to enter a Question (or several).
    Note: If you notice this process is almost identical to creating Surveys in Accudemia. Also if this will never be presented to Students these could be labels for the extra data you want to import and store on the Students, for example: “Gender:”, “Classification:”, “Year:”, etc.
    • Optionally you can change the appearance of the question with the toolbar of options.
    • As well you have the option to make the question required by checking the checkbox (if an answer is required when being presented to Students).
    • Now choose the Answer Type by selecting between Multiple Choice or Text.
      • If you selected the Answer Type of Multiple Choice then enter the answer options they can choose from which will be displayed in the form as a drop-down option to the Student(s).
      • Additionally when using the Multiple Choice Answer Type you can Allow multiple Responses to be selected which will then give the Students checkboxes instead of the drop-down option.
      • The Text Answer Type will just provide you with a text-field for them use.
        Note: When importing this option may work best if you don't know all the possible responses. For an example of the Answer Type options you have click here.
  4. Continue the last step until you have entered all questions/fields you wanted
  5. Finally click on “Save Changes” button to retain the changes to the Profile Questionnaire.
    Note: Use the Preview option to verify the profile questionnaire appears how you would want it to be displayed if presented to students.

If you are planning on importing to these demographic fields in the Profile Questionnaire then please click here to learn more about what is required during the import process.

The questions you upload here can be used for reports on Student Groups created from reports with this information.


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