How to create a session

Alert: Using iSee with students.

Staff have a direct Duty of Care for students and non-department guests using iSee. This means:

  • Supervise students and non-department guests in iSee at all times.
  • Use the toggle on the iSee Management Portal home page to make the session 'Active' only when you can directly supervise students

  • Eject any remaining users and make the session 'Inactive' at the end when your activity is complete
  • Ensure any non-departmental accounts are monitored and deleted once no longer required

Create a session and add users in the iSee Management Portal

All teaching staff have access to the iSee Management Portal with the SessionHost role if they sign in with their department credentials.

A SessionHost can:

  • Log in to the iSee Management Portal using their department credentials
  • Create a new iSee session with a selected 3D environment
  • Enrol or invite users into their session with a specific user role
  • Add or remove other SessionHosts to the session
  • Create user accounts for non-department guests

Overview:

1. Create Users
2. Create a Session
3. Add users to the session

Create Users

1. Create Users

  • To add users to an Session they must first have an iSee account. This account only needs to be created once, so if they have accessed iSee via QLearn or some other class/activity previously they will already have an account.
  • If you are creating new accounts for students you must first collect a Consent Form for them that has been signed by a parent/gardian.

Batch Upload multiple new users

  1. Create an Excel spreadsheet with MISID and EQ email
  2. Sign into the iSee Management Portal and choose the 'Users' tab
  3. Select the 'Upload Users' option at the bottom right

This will launch the 'Upload Users' table

  4. Copy your user data from your Excel sheet into the 'Upload Users' table

For department users it is only necessary to fill in the first three columns with the red headings. For Username use the MIS ID, for the email use their department email and for Home Organisation use 'All registrations - Master'.

For non-department users set:

  • 'Pre-Registration' = 'False'
  • 'Is Active' = 'True'
  • 'First Name' = first name
  • 'Last Name' = last name
  • 'iSee Display Name' = whatever you want to be on their avatar

Click the 'Upload' button to batch submit your users - a report will let you know that the users have been created, if there were any users with existing accounts or if there were any issues with creating the users.

Create individual new users

  • recommended for creating non-departmental users and guests
  1. Sign into the iSee Management Portal and choose the 'Users' tab
  2. Select the '+ Create New User' option at the bottom right

This will launch the 'Create User' pop-up

  3. For non-department users set:

  • 'Pre-Registration' = off
  • 'Set as Active' = on
  • 'Home Organisation' = All Registrations Master
  • In stage 3 of the form 'Enrolments' add the user to the session of interest if the session already exists
  • The user will be searchable in the 'User List' when successfully created
  • To add users to an Session they must first have an iSee account. This account only needs to be created once, so if they have accessed iSee via QLearn or some other class/activity previously they will already have an account.
  • If you are creating new accounts for students you must first collect a Consent Form for them that has been signed by a parent/gardian.

Batch Upload multiple new users

  1. Create an Excel spreadsheet with MISID and EQ email
  2. Sign into the iSee Management Portal and choose the 'Users' tab

To batch upload users go to the users tab in the iSee Management Portal and click the blue batch upload button located at the bottom right. This will launch the Upload Users table which will allow you to cut and paste relevant sections from your spreadsheets.

For department users it is only necessary to fill in the first three columns with the red headings. For Username use the MiscID, for the email use their department email and for Home Organisation use 'All registrations - Master'.

For non-department users set:

'Pre-Registration' = 'False'

'Is Active' = 'True'

'First Name' = first name

'Last Name' = last name

'iSee Display Name' = whatever you want to be on their avatar

Click the 'Upload' button to batch submit your users - it should let you know that the users have been created, if there were any users with existing accounts or if there were any issues with creating the users.

Once your users have an iSee account there are two manual pathways for them to access your session:

1. Direct enrolment of users into the session

This is the most secure and reliable way to connect users to your session and is the pathway recommended for students.

1. Go to the session tab and select your session to open the Session Panel for the session as in step 15 above.

2. In the Session Panel, select the 'Enrolments' tab to view the current users enrolled in the session.

3. With the 'Enrolments' tab open, either select the blue '+' button to add users individually or the blue 'Upload Enrolments' button to batch add users.

Paste your list of usernames (MiscID's for department users) and select the sesson roles for them from the pull down menu.

Note that for students the 'Student' role is a suggested option and for teachers the 'Staff' role is a good option - but other roles can be selected if desired.

Click 'Upload' when done to batch add the users to your session. You should then see them listed if you refresh the 'Enrolments' tab.

These users will now see your session when they sign in to iSee provided it is set to 'Active'.

2. Acess via a Meeting ID

An alternative to enrolment in the session is to give users access via a Meeting ID. Those using this pathway still require an iSee account, but their access to the session is limited by the terms of the Meeting ID.

Meeting ID's are not secure and can be shared amongst account holders so this method is not recommended for sessions involving students.

Meeting ID's give access to a specific session for a specific time period and with a specific user role. If desired, several Meeting ID's can be created for the same session giving access for different time periods or providing access with different user roles. An example of this may be for a conference event where one Meeting ID is created for conference speakers and another for general conference attendees so that conference attendees have a more restricted role that prevents them from changing with content.

A Meeting ID can be extended but is deleted from the system once it has expired.

To create a Meeting ID:

1. Open the 'Invitations' tab and click on the blue '+' icon to create a new invitation

 

2. Select the Session, Role,Timezone and Start/End time for the Invitation. Note that you can only create invitations to sessions you are a Host of.

Once you have created the Invitation - the Meeting ID for the invitation will be listed in the Meeting Invitations list.

Simply send the Meeting ID to anyone you would like to join your session.

Note: because the Meeting ID can be shared with other account holders your session does not meet duty of care standards for use with Students while a Meeting ID is active.

Create a Session

2. Create a session

1. Go to the iSee Management Portal and sign in using your department username and password.

2. Select the 'Sessions' tab in the left hand menu

Add Users to Sessions

3. When the sessions page has loaded, select the blue '+' button on the right of the page to add a new session

4. Select the Organisation from the drop down menu:

  • Schools: search for your region (CQ, DDSW, FNQ, MET, NC, NQ, SE) and select the most relevant.
  • Corporate: search for your branch.
  • Note: There is open access to organisations so select the most relevant to you.

5. Give your session a name - note that these names need to be unique for yoru organistion so use something like a combination of School Class Year Term to create a logical unique name.

6. Use the dropdown menu to select a 3D map for the session. Try to choose a map you think will be suitable for the number of users and support your social and pedagogical objectives.

Some maps have only one zone, while others have several. A good general map with lots of options and flexibility is the 'student-on-country-campus'. This is the default map for any session created via QLearn.

A list of the 3D maps and their uses can be found here.

You can change the 3D map at any time later by editing the session, although any 2D or 3D content in session will be lost when changing the map.

 

7. Select the Start Date and End Date - note that the session is persistent, so set the end date some time after the end of your course. This can also be edited later to extend availability.

8. If you are not going to access the session in the near future for testing, set the 'Is Active' toggle to off so that it isn't accessible to students.

9. Click 'Next'

10. Some 3D maps have the placeholders prebuilt into them for images to help theme or brand them. These placeholders are labelled by zone and images can be uploaded to them here.

Note that there is a special zone called the 'Holodeck' where you can load a 360 image to meet inside of.

If you image does not match the dimensions of the placeholder as listed, the portal will automatically resize the uploaded image for you.

It is not necessary to upload any images at this stage and the session can be edited later to add them. If an image had not been added to a placeholder in iSee you will typically see a white board in the environment with the corresponding name of the placeholder.

11. Click 'Next'

12. If you have a small number of pre-existing users, groups or co-hosts you would like to add to the session at this point then you can do so - although it is usually easier to do this later once the session is created.

13. Click 'Create Session'to create your session.

14. You should now see your new session listed in the sessions tab. The grey rather than green indicator status means that the session is not currently active and cannot be accessed by users in the client.

15. You can edit any session you have been made a SessionHost of at any time by clicking on the blue session name in the Sessions List. This opens the Session Panel for the session to allow for detailed management including -

General:

  • changing the session name
  • making the session active or inactive
  • changing the 3D map
  • extending the End Date
  • Cloning or Deleting the session

Images:

  • viewing existing placeholder images
  • adding or changing any placeholder images

Enrolments:

  • viewing the current users enroled in the session
  • adding or removing individual users for the session
  • batch uploading users into the session (these must have current iSee user accounts)
  • exporting user lists

Hosts:

  • viewing existing Hosts (SessionHosts)
  • adding or deleting individual Hosts
  • exporting the list of Hosts for the session

Communicating the session details to your participants

So that your participants are accurately informed of their access to the session you have created - modify one of the following templates and send to your participants: