The Virtual Classroom Templates functionality allows you to save and reuse all the content that you have created or uploaded, and shared on the whiteboard pages, including the uploaded files, the groups, and the multimedia files in the media player.

Templates are a tool for hosts to save their content including:

  • texts, images, and objects on the Whiteboard – all pages on the Whiteboard in all groups
  • uploaded files – all files you have uploaded in the Uploaded files box (the paper clip)
  • groups – the groups you have created and the content in them
  • media player files – the media files in your Media Player, as well as their positions in the playlist.

TABLE OF CONTENTS:

    1. Create a Template
    2. Find and load a Template
    3. Update an existing Template
    4. Share Templates
    5. Template details
    6. Rename a Template
    7. Edit a Template
    8. Delete a Template

Create a Template

Only hosts have access to template creation, which they can only do from inside the room.

1. Start a new live session.

You can open a virtual classroom from the “Virtual classrooms” section.

Virtual Classroom Templates: Start a new live session
Virtual Classroom Templates: Start a new live session

Another option is to open a live session specifically for creating a template. This type of session cannot be entered by any other participants, except the host. You can create it by going to the “File Library” section, and choosing the “Session templates” tab. You will then see the “Create new template” button.

Virtual Classroom Templates: "Template" classroom
Virtual Classroom Templates: “Template” classroom

2. When you are already in the room, upload the files and materials you need.

3. Create as much content as you’ll need for the lesson – pages, groups, media playlist, etc.

Click on the Three dots sign, then choose “Session Templates”. A new “Templates” box will show up. Choose the “Create Template” button in the upper left corner of the box. Enter the template’s name, and click on “Create Template” in order to save it.

Virtual Classroom Templates: Create a template
Virtual Classroom Templates: Create a Template

 

When saved it will appear in the list.

If the template has a long title, only part of it will be shown. You will see three dots that indicate this. Hover over it to see the whole title, or resize the box (drag its lower right corner in order to do so).

Virtual Classroom Templates: Example of a template with a long title
Virtual Classroom Templates: Example of a template with a long title

 

WARNING 1: Templates will not save correctly if you hit the “Create template” button before the files are fully processed and converted. Wait for the files to convert before saving the template.

WARNING 2: While creating the template, do not include the following symbols in the title (bear in mind that your template may not be saved if you use any of them):

Example: ^ ; , & < > . ? | + $

Find and load a Template

To load a template, you need to enter a virtual classroom (either new or reused).

Click on “Session templates” to view the list of the virtual classroom templates:

Virtual Classroom Templates: Location of the templates
Virtual Classroom Templates: Location of the templates

A new “Templates” box will pop up.

Virtual Classroom Templates: A new Template box
Virtual Classroom Templates: A new Template box

 

Choose different criteria to sort your templates, so that you can quickly find the one that you are looking for. You can do that from the “Sort by” drop-down menu (the default state is “Date Last”).

Virtual Classroom Templates: Sort by option
Virtual Classroom Templates: Sort by option

 

Or just enter the name of the template in the Search bar.

Virtual Classroom Templates: Search bar
Virtual Classroom Templates: Search bar

 

When the “Show shared templates” checkbox is selected, both your own templates and those shared with you will be shown. When the box is unchecked, the list shows the templates created by you only.

Virtual Classroom Templates: Show shared templates option
Virtual Classroom Templates: Show shared templates option

 

In the list below you will see the names of the templates and the user who has created (or shared) them.

Virtual Classroom Templates: Template’s name and the user who has shared it
Virtual Classroom Templates: Template’s name and the user who has shared it

 

Click on the “Load” button  in order to visualize the content of the template on the Whiteboard.

Virtual Classroom Templates: Load option
Virtual Classroom Templates: Load option

The system will ask you to confirm that you want to import the template. Click “Yes” in order to proceed.

Virtual Classroom Templates: Import feature
Virtual Classroom Templates: Import feature

Note: The organization’s and admins’ accounts will see an additional drop-dwon menu “Show the templates of”. The owner of the organizational account has the right to see and choose amongst all of of the templates created in the organization. The admins can see all of the templates created by every other admin or teacher.

Virtual Classroom Templates: “Show the templates of” option from the viewpoint of the owner of the organization
Virtual Classroom Templates: “Show the templates of” option from the viewpoint of the owner of the organization

 

Update an existing Template

In order to update an already existing template, it is very important to follow the following steps: enter a virtual classroom, load the template, change the content, and then click ‘’Update” (from the three dots-sign).

Once you are inside the room, go to “Session templates” (from the three vertical dots next to the “Chat” option). You will then see the “Templates” box. Find the template you want to update, and then load it.

Maybe you would like to add more images on the Whiteboard or import a video file in the Media Player that you previously forgot to include in the template. When you are ready with the changes, click the “Update” button.

Virtual Classroom Templates: “Load” button
Virtual Classroom Templates: Update button

 

If the template was previously shared with other people, you will be asked whether you would like to proceed by making the changes, or you would like to create a new template instead.

Virtual Classroom Templates: Update warning
Virtual Classroom Templates: Update warning

WARNING: If you click the “Update” button before loading the template, all of its content will be replaced with the content currently on the Whiteboard, inside the “Uploaded files” box and Media player, as well as the content inside the different breakout rooms.

Share Templates

Go to the “File library” section on your dashboard, and select the “Session templates” tab to see the list of the templates.

Virtual Classroom Templates: File library location of the session templates
Virtual Classroom Templates: File library location of the session templates

To share a template, mark the checkbox in front of the template’s name, and then the “Share” button will become clickable.

Virtual Classroom Templates: Share option
Virtual Classroom Templates: Share option

Or you can choose the three dots corresponding to the particular template, and select the “Share” option.

Virtual Classroom Templates: Share from the three dots
Virtual Classroom Templates: Share from the three dots

When you click on it, a new window will open.

In the upper left corner of that window, you will see the name of the template you are trying to share. There’s a “Select teachers or groups” drop-down menu under the name of the template, which defines the list of the users shown below (by default the “Teachers + Admins” option is selected).

Virtual Classroom Templates: Share Template box
Virtual Classroom Templates: Share Template box

 You can share the template with pre-created groups of users as well. To see the list with the groups select the “Groups” option from the drop-down menu. The owner of the organizational account and the admins will see all of the groups created in the academy. The teachers will only see the groups they are part of.

Virtual Classroom Templates: Share Groups
Virtual Classroom Templates: Share Groups

Note: Groups of users can be created only by the owner of the organizational account and the admins. How this is done you can read in the “LMS User Groups” article.

Next, select the users (or groups) with whom you would like to share the template. All of the selected users/groups will be visible on the right side of the window. Then select the permissions these users (or/and groups) will have regarding this particular template. You can choose whether they will be able to: 

  • Use
  • Edit 
  • Share

The default state is “use”. If you want to permit someone to use, edit, and share just select all of the options.

Virtual Classroom Templates: Sharing Permissions
Virtual Classroom Templates: Sharing Permissions

In case you have selected too many users to share the template with, and would like them all to be able to edit and share for example, but don’t want to waste precious time in changing the permissions for each one of them individually, you can use the “Permissions for all” option.

Virtual Classroom Templates: Permissions for All option
Virtual Classroom Templates: Permissions for All option

When ready, click on the “Share” button.

Note: When a teacher shares a template that has been shared with them by another person, they (this teacher) can only set permissions that were previously given to them. For example, if Teacher 1 shares a template with Teacher 2, and sets the permissions to “use and share”, Teacher 2 can share this template with Teacher 3, but they will not be able to change the permissions to “edit” since Teacher 1 didn’t allow that to Teacher 2.

Templates details

Clicking on “Details” (in the three horizontal dots in the list of templates on the dashboard) opens the summary of the template. The owner of the organization as well as the admins can see the name of the creator of the template and the users with whom the template is shared.

Virtual Classroom Templates: Template details
Virtual Classroom Templates: Template details

All of the teachers can see the name of the person who shared the template with them (this may not be the creator of the template). Teachers can see in the list only those people they have shared the template with and their rights to manage it.

Rename a Template

From the three dots, you can also rename the template and/or edit it.

Virtual Classroom Templates: Rename a Template
Virtual Classroom Templates: Rename a Template

Edit a Template

Selecting the “Edit” option will open a new Virtual Classroom (templates only), where you can make your changes. Once you are done editing, click the “Update” button (or “Create template” if you want to keep the original one and make an updated copy of it).

Virtual Classroom Templates: Edit a Template
Virtual Classroom Templates: Edit a Template

Delete a Template

In order to delete a template, go to the “FIle library” section, select the “Session templates” tab. Find the template you want to delete in the list, and click on the three horizontal dots. You will then see the “Delete” option.

Virtual Classroom Templates: Delete a Template
Virtual Classroom Templates: Delete a Template

NOTE: Teachers can permanently delete their own templates only. If a teacher chooses to delete a template shared with them but created by another user, this action won’t erase the “original” template, but the shared copy only. The admins’ and organization’s accounts have permissions to delete all templates, regardless of who the creator is.

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