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Setting up Sign-in Stations

In Accudemia, users can sign in and out of their sessions using physical Sign-in Stations, which can be installed on a computer. Another option is to use a Virtual Sign-in Link that can be configured in Accudemia for the online sessions (in this method, a link is provided to the users so they can use the Sign-in Station on their own devices' web browsers).

Physical Sign-in Stations

These are the default means to collect student visits in Accudemia. You'll designate computers throughout the center that students will use to log their visits to your center.

Enabling Physical Sign-in Stations

There is no setting to disable or enable physical sign-in stations. They simply work without enabling them. Read the next section to learn how to designate a computer to be a Sign-in Kiosk for your center.

Important! To customize what options (Services, Courses, Instructors, Tutors, Confirmation, etc.) are presented to the students for selection, then you will want to look at the General and Walk-in settings in the Control Panel. This can be found under Administration > Control Panel > General OR Walk-ins sections of the main menu in Accudemia. Select your Center, if prompted.

Setting up your Physical Sign-in Stations

Purpose: This section is used to set or designate a computer, tablet, or web-enabled device as a Sign-in Station for a Classroom or a Center.
How to Access: Administration > Campus Setup > Sign-In Station/Kiosk > Computers or Quick > Sign-in Station

To set up a Sign-in Station for a Classroom or Center, simply create a new sign-in station by following these steps:

  1. Log in to Accudemia as an administrator using your ID and password.
  2. Access through Administration > Campus Setup > Sign-in Station/Kiosk > Computers
  3. Choose the Location for the Sign-in Station.
  4. Click on the Setup Kiosk & Logout button.
  5. Done! You should be automatically logged out, and the Kiosk should appear.

Virtual Sign-ins

Virtual sign-ins allow students to sign in for a session using a URL link. When clicked, the link acts as a virtual room where the student’s session will be conducted.

Important! The remote sign-in links must be enabled at the college level and can also be enabled/disabled at each center by accessing this on the main menu under the Administration > Control Panel > Virtual Sessions section.

Enabling Virtual Sign-in Stations

Administrators in Accudemia can create remote sign-in stations, while the default Tutor role does not include this permission by default, but permission can be granted through the Control Panel (see steps outlined below).

  1. To enable or disable virtual sign-in stations, navigate to Administration→Control Panel.
  2. Click Virtual Sessions and leave the college-level scope set in the “Center selection” pop-up. Alternatively, if this has already been enabled at the college-level (which is required for the centers on campus to use this feature), then you will select your Center to enable or disable the feature for your Center.
  3. Scroll down the page and look for the “Enable virtual session options for administrators” option to enable/disable. In this same section, the feature can be enabled for Tutors. Simply by checking the “Allow tutors to create a sign-in link for remote sessions” option:
  4. Click the Save Changes button in the top right corner to complete this process:
Note: Disabling this setting at the college level can be used to disable it for all centers.

Once the links have been enabled at the college and center levels, they can now be created.

  1. Select Centers → Virtual Sign-In → Manage Links from the main menu.
  2. Click the New Virtual Sign-in Link button on the top right to get started.
    Note: The first time a Center creates a link, you'll have the opportunity to watch a short video about this feature, click the Create Link button to proceed.
    Welcome page for Remote Sign-in Links
  3. Select the Center for the online session.

    Note: Only those centers where this feature is enabled will be shown.
  4. The Virtual Sign-in options are as follows:
    1. In the first section, the administrator/tutor will set the instructions that the students will see before starting the sign-in process.
    2. In the second section:
      • Set any default or pre-selection options for the Service, Subject Area, Instructor, and Tutor, as needed. If nothing is preselected in each field, then the student will see all options set according to the Walk-in settings used for your Center.
    3. In the third section:
      • Enter the instructions that will be shown to the students after signing in.
      • If using the URL configured in the Tutor User information, enable the option “USE TUTOR CONNECT LINK WHEN AVAILABLE”. However, if a different URL should be specified for the online session, enter the new URL in the “Connect Link” field. Ensure the option “Use Tutor Connect Link When Available” is disabled.
      • Enable the option “Allow Students to Join While in the Waiting Line” if students should be allowed to join while in the waiting line.
      • Set an expiration time for the link to prevent users from interfering with others' sessions using old links.
    4. Click the Create Session Link button to complete this process.
      • The “virtual link” as well as a “QR code of the virtual link” will be shown on the next screen. Copy and distribute this link as needed.
Important! As soon as students use the link and make their selections, they will be either signed in (if no waiting line is enabled at the center) or placed on the waiting list. This is using the same Waiting Line options set in the Centers > Manage Center section used for all Center sign-ins. At this point, you should have tutors logged into Accudemia to manage the Waiting Line or meet with and sign the student out. For more information, please visit the documentation for the Manage Center screen.

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