Help for trainers

How to set up a cohort, run each day from the control room, help delegates who get stuck, and close a cohort down afterwards. Button names are shown like this.

Signing in

Go to lrr.aioptimist.org/trainer and press Sign in with Google.
Use the Google account Phill added for you. It must be the main address on that Google account, not an alias.
If Google says your account "isn't on the trainer list", ask Phill to add it.
You stay signed in on that computer for 30 days. Sign out is at the top right.

Setting up a cohort

Add the cohort

On Your cohorts, fill in Add a cohort.
Cohort name: letters, numbers and hyphens only, for example alus051026. It becomes the delegates' link: lrr.aioptimist.org/your initials/cohort name. The link keeps your initials even if someone else takes the cohort over.
Delegates: one name per line. You can paste a column straight from a spreadsheet. Repeated names are dropped.
Press Add the cohort. Section 0 opens straight away, so delegates can do their pre-course work.

In the control room

Press Open control room next to the cohort.
Copy link copies the delegates' link to send them.
Preview as a delegate shows exactly what delegates see on each day. Nothing you type there is saved, and Show all sections lets you see sections you haven't opened yet.
WK cohort code: type Working Knowledge's code for the cohort, for example ALUS051026, and press Save code. Working Knowledge can't download the work for marking until this is set.
Cohort owner: whoever is running the cohort. Change it if another trainer takes it over.

Getting delegates in

Send delegates the link from Copy link. The link always opens the latest day you have opened.
They start typing their name, then confirm with Yes, that's me.
The first time, they choose their own four-number PIN. Nobody, including you, can see it.
On Day 1 they must type their first and last name and their organisation before anything else appears. Working Knowledge files their work under that name, so it needs to be their full, real name.

The browser remembers them, so they only need their PIN again on a new computer or browser, or after pressing Not you?.

Someone isn't on the list

In the control room, open Add delegates, type their name and press Add to the list. They can pick their name straight away.

Running the day

Opening sections

Choose the day with the Day 1 to Day 4 tabs.
Delegates only see the sections you have opened. Press Open it for everyone in the Next up box as you reach each one, or Open next to any section.
Delegates don't need to refresh. Within a few seconds each one gets a message, "Now open: …", with a button that takes them to it.
Close hides a section again. Their work in it is kept.
Open all and Close all do the whole day at once. Use them for catch-up sessions or a quick reset.

Seeing who has finished

Each open section shows how many delegates have pressed I'M FINISHED, for example 12/15 done.
Who has finished shows each delegate against each open section. A tick means they pressed I'M FINISHED; a dot means not yet. Last saved shows when their work last saved. The page updates every few seconds.
View opens that delegate's own page, read only, so you can see exactly what they have typed.

Breaks and lunch

Day 2 shows a Break line and a Lunch banner with no times: you set the times. Nothing needs saving at a break, because work saves as delegates type.

Lock editing

Lock editing stops delegates changing anything. They can still read their work and save their Word files. Use it once marking starts, if you need to. Unlock lets them edit again.

End of the day

Delegates download all their Word files in the last step of each day (step 22 on Day 2) and put them in their evidence folder. Remind them before they leave.

When a delegate is stuck

They've forgotten their PIN, or it says "PIN locked"Press Reset PIN next to their name. They choose a new PIN next time they open the link. After 5 wrong tries the PIN locks for 15 minutes; a reset clears that too.

They can't see a sectionCheck it is open in the control room for the right day. Then ask them to look further down the page: new sections appear by themselves.

"The AI is misbehaving..."The portal checks that the AI's answer has everything the prompt asked for. If something is missing, it explains what. They press Copy the fix, paste it into the same AI chat, then paste the new answer at the end of the same box. If the message is still there after one try, they carry on with the step and tell you. Nothing is lost. Let Phill know which delegate and step, so the check can be looked at.

Their work isn't savingThe top of their page shows "Saved" with a time. "Not saved yet - trying again" usually means their internet has dropped; it saves once they're back online. If it says "Your trainer has locked this Playbook", you have Lock editing on.

They're on the wrong cohortPress Move next to their name, choose the cohort, then Move with all their work. Everything goes with them: their work on every day, their name and their PIN. You'll be warned if the other cohort already has someone with that name, or uses a different Day 1. Send them the new cohort's link: their old link stops working for them.

They did earlier days outside the portalFor example, someone joining from a cohort that used the Word files. Ask Phill to turn their work into a file, then press Import next to their name, choose the day and the file, and press Import their work. If they already have work on that day, you're asked before it's replaced. Press View to check it.

Their name is on the list twice, or they've leftPress × next to the name, then Remove and delete their work. This deletes everything they have done on every day and can't be undone. Use View first to check you have the right one.

You want to see what they're seeingUse View for their own work, or Preview as a delegate for the page itself.

After the course

Working Knowledge's downloads

Working Knowledge's assessors download delegates' Word files for marking from their own area of the portal. Check the WK cohort code is set. If work is waiting that Working Knowledge haven't downloaded, an amber or red box appears in Keeping and deleting as the deletion date gets close. Check with them before that date, or move the date.

Deleting the cohort

Delete everything automatically after: choose a date and press Save date. Everything is deleted within an hour of that date passing.
Delete this cohort deletes it straight away: every delegate's work on all four days. It can't be undone and the link stops working. Make sure delegates have their Word files, and Working Knowledge have downloaded what they need, first. Only the cohort's owner can do this, by typing the cohort name to confirm.

Download all work (JSON)

One file with every delegate's work on all four days. Use it if someone asks for a copy of their data, or to keep a copy before deleting. Store it securely and delete it when you no longer need it. Each download is recorded.

Activity

The control room's Activity list shows the last 40 things that happened to the cohort, and who did them: sections opened, delegates added, moved or removed, downloads and sign-ins.

Who can do what

Any trainer can open any cohort's control room and do everything in it, except delete the cohort.
Only the cohort's owner can delete it. To delete someone else's cohort, change Cohort owner to yourself first.
Everything you do is recorded in the cohort's Activity list.
What delegates are told about their data is on How your work is stored.

Something not covered here, or not working as described? Contact Phill.