These videos are designed to guide you through the initial stages of setting up your OneFile centre.
Watch each video, then complete the task!
To set up your keychain, click the set up a keychain link on the login page. Enter your registration details, give the Ts and Cs a once-over, then click register.
You'll receive a confirmation email soon after. Follow the instructions in the email, then log in to your keychain. Click add new account and enter your eportfolio practice and eportfolio live login details to your keychain.
Each time you have a new account, you can add it to your keychain.
Task: Set up your keychain
Follow the instructions in the video to set up your keychain. Add all your accounts to the keychain for bonus points!
Creating user accounts
To create user accounts in OneFile, click users, then select the user you want to add. At this stage, you want to create your tutors and assessors - not your learners. You'll do that later.
Click the green create button and fill in the user's details. Ignore the auto-generated login details for now - click continue. To send the user their login details directly, click email.
Set up your core team of tutors and learners in OneFile. You'll just need their name and email address to do this. Note the step where you can send them their login details, but don't send them just yet.
Assessment methods
You can create new methods, edit existing methods and configure each method to work differently.
To create a new method, click quality, then assessment methods, then create new method. Select the settings that are relevant to your method, then save it.
Top tip: create your methods before your cohorts to save time!
Task: Add your assessment methods to your centre
Feel free to involved your quality staff in this bit. Make a list of all the methods you use at your centre, and which settings you'll need to use for each one. Then add them to your OneFile centre!
Setting up cohorts
Cohorts are used to group learners together in OneFile. This makes reporting easier and more effective.
The most common way of grouping learners is by subject area and intake year: for example, Customer Service Practitioner 2019. Creating cohorts is easy - just click quality, then cohorts, then create new cohort.
Top tip: it's best to create cohorts before you create your learners.
Task: Set up your cohorts
Decide how best to group your learners for reporting, then set up these cohorts on your centre.
Setting up placements
Placements are used to record where learners are based for the duration of their course. This is usually their place of work.
You can record contact details and upload documents for each placement.
To create a placement, click centre, then placements, then add new placement. Enter the details and save. You can drop your placement documents into the upload section now, or come back to it later.
Task: Set up your placements
Create all the placements where your learners work. When you create your learners, you'll be able to link them to these placements.
Standards and framework templates
Create templates for the standards or frameworks you deliver. Click centre, then framework templates, then create framework template. Select each component of the programme, your planned start and completion dates, and weightings if needed.
Top tip: create these templates before you create your learners.
Top tip 2: not using frameworks? Your terminology may be different. Check your centre settings for terminology changes.
Important! Please check all aims before you assign them to your live learners. If you spot any errors, just let us know.
Task: Create your templates
Set up templates for the programmes you're delivering on OneFile.Dashboards
Your dashboards show you all the high level important activity that's happening at your centre. They're super helpful - that's why you can see them as soon as you log in.
They're also clickable, so you can drill down and see the data that's driving your dashboards. Just click a chart to see the report behind it.
Resources
Your resource area is the go-to place for all your users to get all the documents, videos, links and files to support them in their course or role. You can control which users can see which resources, so you can even create a resource folder for tutors.
Click centre, then resources. Switch to edit mode and upload or create folders and files.
Top tip: don't forget to switch from preview to edit mode to add new resources.
Task: Upload your centre resources
Build folders of useful resources for your staff and learners. Create a folder of tutor resources, and a folder of resources for each learning programme.
Look-up tables
Look-up tables allow you to create options for different fields within OneFile, including absence codes, additional courses, learner statuses, learning aim statuses, placement document categories, providers and timesheet categories.
Click centre, then look-up tables. Select the category you want to add look-up fields for, then click the create button.
Top tip: to use the absence codes look-up table, ensure you have the enable registers feature option switched on in your centre settings.
Task: Add look-up tables
Enter the fields you'd like to use in each of the look-up tables available at your centre.
Sending announcements
Use the announcements feature to send alerts to users at your centre. This can be anything you like - events, alerts, meetings, the lot! You can pick which users will see your announcements.
Announcements are displayed on logging in to OneFile. To set up an announcement, click centre, then announcements. From there, it's easy peasy - just type in your announcement, select the dates it should show and who should see it.
