eDiary Administrator Manual

Welcome to MyEDiary

To ensure we have presented your school information accurately and that you are confident to promote the eDiary link to students and staff for signup, please complete the following tasks:

Task 1: Read this eDiary Administrator’s manual.

Note: 

A PDF version of this manual formatted for printing can be downloaded here.

Task 2: If you are a new user - activate your personal eDiary account with us by clicking on the invitation email you should have received (contact support@myediary.com.au if you are a new customer but have not received the invitation).

If you are a current user - simply sign in with your login details from last year. (Click here if you have forgotten your login details)

Task 3: Review your eDiary to check:

  • We have spelled your school/college name correctly
  • We have the correct address, phone number, website & time zone
  • We have uploaded the correct logo for you
  • We have inserted your school content pages correctly
  • We have uploaded your student art gallery images correctly

Task 4: Check who we have invited as eDiary Administrators.

Task 5: Review the Preparation For Launch manual and follow the rollout instructions.

The hierarchy of your school eDiary

Diary Administrators
Can make changes to the settings and content of the eDiary. We suggest that around 4 senior staff + Principal should be eDiary Administrators.

General Staff/Teachers
Can assign non-removable homework to students, invite students, and create/edit their class lists.

Parents
Have remote access to log in and view their child’s homework and timetable plus upcoming school/college events.

Students
Have remote access to log in to the eDiary where they can view and complete non-removable homework, view school/college events, announcements and add their own homework and reminders.

Confirm your eDiary Account

The very first step in an eDiary journey is to create an account. This is a simple process of accepting an eDiary invitation from us and creating a password. 

  1. Find the invitation from invites@myediary.com.au sent to you and click on the activation link (if it's in your junk folder you will have to move it out of there first).
  1. Clicking on the link in the invitation email will open a browser window containing a confirmation page for your school/college's eDiary. Click the 'green button' to confirm your relationship with the school/college.

  1. Then set up your account by putting in your name, password and other details as necessary. 

NOTE: An asterisk next to any field indicates a required field.

  1. You should then see this screen. This is the "dashboard” of your diary.

As an eDiary Administrator, this is where you can:

  • Update school events
  • Make announcements
  • Edit school content pages
  • Upload & edit art gallery images
  1. Click the 'laptop' icon to see the eDiary view (this is similar to what the students view).

  1. Then click the 'switch' icon to get back to your "dashboard" view to make further admin changes to the eDiary.

Check the personalised content we have inserted for you

Please double check we have:

  • Spelled your school/college name correctly
  • Inserted the correct address, phone number, website & time zone
  • Uploaded the correct logo for you
  • Inserted your school content pages correctly
  • Uploaded your student art gallery images correctly
  1. Go to your eDiary web address (this will be listed in your Welcome Pack and Publish notification email).

Type it into your browser & press enter. 

HINT: For best performance use the Google Chrome Web Browser. Please refer to this chapter in this manual for further explanation.

  1. On the top menu bar, select 'Settings' and click on 'School Settings'.

This page will appear. If you need to change something, edit it and click Save.

  1. Now click on 'EDiary' on the top black menu bar.

  1. Check your logo is correct in the top left-hand corner. If it isn’t there or if it's incorrect, please email the correct logo to:  support@myediary.com.au.

  1. Now click on the 'Content Pages' icon along left-hand side bar.

  1. Click 'Next' through the pages to ensure all information has been uploaded correctly.

  1. If you find a mistake or would like to add/adjust pages and or images, click on the 'Switch' icon.

  1. Now click on the 'Content Pages' icon in your dashboard.

  1. You should see a list of your pages, which you can Edit, Delete or Preview.

  1. Click on the page you need and make any adjustments necessary. When you click on 'Edit', an edit facility will open.

  1. Click 'Save' when done.

HINT: Always preview what you have just created or edited - sometimes what you see in the editor and what appears in the eDiary can be slightly different.

  1. Now check your Art Gallery. On the top black menu bar, click on “EDiary” and then click on the 'Camera' icon on the left-hand side panel of your eDiary view.

  1. If we had any student artwork images for you, we have uploaded them here. 

  1. If you would like to add to or edit these images, simply click on the 'Switch view' icon on the left hand side panel.

  1. On the top black menu bar, click on 'Content' and then 'Art Gallery'.

  1. All images displayed are listed here. To edit or delete the images, click on the relevant buttons.

  1. To add more images, click on 'Add An Image'. Fill in the details and upload the file. Add as many images as you want.

Edit Term Dates

  1. From the home screen click on 'Settings' and select the 'Terms' option.

  1. From here you can edit the terms listed or select 'Add A Term' to create a personalised one.

Edit Bell Times

  1. From the home screen click on 'Settings' and select the 'Bell Times' option.

  1. From here you can edit the current bell times listed or select 'Add A Bell Time' to create a personalised one.

  1. A popup appears which enables you to insert the cycle (e.g. Week A or Week B), name (e.g. Period 1), days and times of the new bell. Click 'Save' once you have finished entering all the details.

Check who we have invited as eDiary Administrators

  1. Go to your home page and sign in (if not already).
  1. Click on the 'Staff' icon.

  1. Click on the 'Administrators' tab to view who have been added as administrators.

    You can edit/delete staff members by clicking on the Option button beside their or add new administrators as needed by clicking the green 'Add Staff' button.

HINT: When adding a staff member, only tick 'Grant Administrator Rights' if you want that staff member to have administrator access to your eDiary.

  1. You can choose to send their invite immediately or you can manually send it at a later date. When they receive the invite they will go through the same sign up process to create and confirm their account as you did.

Integration

If your school/college uses any of our  integration partners for your school/college administration software or timetabling solutions, you will be able to take advantage of synchronising this data to MyEDiary, to save importing manually and updating.

NOTE: With integration enabled, depending on the data you choose to sync from your admin system, you will not have to complete the following steps for setting up staff, students, enrolments & classes. This will be handled automatically via the integration, leaving only the invitation of staff and students to be carried out once the data has synced.

Invite all remaining Staff - Manually

There are two ways to invite the rest of your staff members, either manually or through uploading a CSV file. Use the manual method if you only need to invite 1-10 new members at a time.

  1. To invite staff manually, go to your home page and sign in (if not already).

  1. Click on the 'Staff' Icon.

  1. You will see a list of all the staff that are currently in the eDiary. Edit/delete or add new staff members as needed.

  1. When entering in staff details, the necessary fields are Email, Staff ID, First Name and Last Name. Although the staff account will be accepted without a Staff ID, it is necessary when allocating staff to their classes. Ensure the 'Send invite now' box is ticked if you wish to send the email invitation straight away.

  1. They will then go through the same sign up process you did to create and confirm their account.

Invite all remaining Staff - through importation of a CSV file

The second way to invite the rest of your staff members is through uploading a CSV file. This is suitable when you have 10+ new staff members you wish to upload.

  1. To invite all remaining staff, go to your home page.

  1. Click on 'Content' in the top menu. Then select the 'Import/Export' Option.

  1. Select the 'Staff' tab and then click on the sample file and use this as a guide to upload your staff details.

  1. The sample file will look similar to the image below and will indicate all required fields. HINT: Including the Staff ID is highly recommended, as this will allocate staff to their classes later on.

  1. Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Select File From Computer' button, locate the file you have just created and then click on 'UPLOAD & CONTINUE' if necessary.  
  1. Follow the steps in the upload process. Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many staff users were successfully updated.

NOTE: The email invitations are not automatically sent once you upload the details via CSV file. You will need to go to the Users > Staff page to send the invitations. Click the 'Uninvited' tab, then send invites either all at once by selecting the Quick-invite button or individually by pressing the 'Send Invite' button next to the staff member's name.

Invite all:

Invite individual:

Invite Students - Manually (Option 1 of 3)

There are three ways to invite students to the eDiary; either manually, through uploading a CSV file or signing up via URL. Use the manual method if you only need to invite 1-10 new students at a time.

  1. To invite students manually, go to your home page and sign in (if not already).
  1. Click on the 'Students' Icon.

  1. You will see a list of all the students we have invited to your eDiary. Edit/delete or add new students as needed.

  1. They will then go through the same sign up process you did to create and confirm their account.

Inviting Students - through importation of a CSV file (Option 2 of 3)

The second way to invite students is through uploading a CSV file. This is suitable when you have 10+ new students you wish to upload.

  1. To invite all students, go to your home page.
  1. Click on 'Content' in the top menu. Then select the 'Import/Export' Option.

  1. Select the 'Students' tab and then click on the sample file and use this as a guide to upload your student details.
  1. The sample file will look similar to the image below and will indicate all required fields. 

HINT: Including the Student ID is highly recommended, as this is what will link students to their classes later on.

  1. Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Choose File' button, locate the file you have just created and then click on 'Upload Students'. 
  1. Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many student users were successfully updated.

NOTE: The email invitations are not automatically sent once you upload the details via CSV file. You will need to go to the Users > Students page to send the invitations. Click the 'Uninvited' tab, then send invites either all at once by selecting the Quick-invite button, or individually by pressing the 'Send Invite' button next to the student's name.

Invite all:

Invite individual:

Inviting Students - through URL signup (Option 3 of 3)

This method is recommended for students who come to the school/college throughout the year, they can self-enrol themselves into the eDiary to gain instant access.  For security purposes they stay in an “unconfirmed” status until the school/college assigns their student ID to their account.

  1. Students would gain the eDiary URL either from:
  • You advertising it on your school/college website
  • You advertising it in your school/college diary
  • Via other instructions (such as a newsletter or home group)

This URL address is typed into the browser. Click on the 'Sign Up' button.

  1. The student then needs to complete the sign up form. Any fields indicated with an asterisk are a required field.

  1. A confirmation email will be sent to the student who is signing up.
  1. The student then needs to find that email (which could be in their junk folder) and click on the link to confirm their account.

  1. Once they have confirmed, this message should appear:

Enrolling Parents & Guardians– via manual method (Method 1 of 2)

You can manually add Parents and Guardians. Use this method if you are adding 1-10 guardians.

  1. From the home menu, click on 'Parents & Guardians' icon.

  1. Select the 'Add a Parent/Guardian' Button.

  1. Complete the details before clicking on 'Create Guardian'. Ensure the 'Send invite now' box is ticked if you wish to send the email invitation straight away. The parent will then receive an email to activate their account.

Enrolling Parents & Guardians– via CSV upload (Method 2 of 2)

Whilst you can manually add Parents and Guardians, if you have more than 10 to upload you can also automate this through submitting a CSV file with the data.

  1. From the home menu, click on 'Content' in the top menu. Then select the 'Import/Export' option.

  1. Select the 'Parents/Guardians' tab.

  1. Then click on the sample file and use this as a template to upload your Guardian details. NOTE: Do not change or delete the headers on the sample file.
  2. The sample file will look similar to the image below and will indicate all required fields. 

  1. Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Select File From Computer' button, locate the file you have just created and then click on 'UPLOAD & CONTINUE' if necessary. 
  1. Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many users were successfully updated.

NOTE: The email invitations are not automatically sent once you upload the details via CSV file. You will need to go to the Users > Parents/Guardians page to send the invitations. Click the 'Uninvited' tab, then send invites either all at once by selecting the Quick-invite button, or individually by pressing the 'Send Invite' button next to the parent's name.

Invite all:

Invite individual: 

Creating Class Lists - Manually (Option 1 of 2)

There are two ways to create your class lists, either manually or through uploading a CSV file. Use the manual method if you only need to create 1-10 new classes at a time.

  1. To create a class list go to your home page.
  1. Click on the 'Class List' Icon.

  1. Click on the 'Add Class List' button.

  1. Start completing the details of your class such as its name, its ID, the date range over which it occurs and the days and times when it occurs (including which cycle, if applicable).

  1. You can then start typing the teacher and students’ names that are a part of the class. The program will automatically assist you when you start typing a portion of their name or email address.

  1. If they are not current members of the eDiary you can invite them by clicking on the 'Invite Student' link and MyEDiary will send them an invitation.

Creating Class Lists - via CSV upload (Option 2 of 2)

The other method to create your class lists is through uploading a CSV file. Use the CSV method if you need to add 10 or more classes at a time.

  1. From the home menu, click on 'Content' in the top menu. Then select the 'Import/Export' option.

  1. Select the 'Class List' tab and then click on the sample file and use this as a guide to upload your class list details. NOTE: Do not change or delete the headers on the sample file.
  1. Insert the details under the relevant headings.

  1. Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Select File From Computer' button, locate the file you have just created and then click on 'UPLOAD & CONTINUE' if necessary.
  1. Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many classes were successfully created or updated.

Enrolling Students into classes - via CSV upload

Whilst you can manually add students to classes under the 'Class List' button, you can also automate this through uploading a CSV file with the data.

  1. From the home menu, click on 'Content' in the top menu. Then select the 'Import/Export' option.

  1. Select the 'Enrolments' tab and then click on the sample file and use this as a template to upload your Enrolment details.
  2. The sample file will look similar to the image below and will indicate all required fields  NOTE: Do not change or delete the headers on the sample file.

  4.  Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Select File From Computer' button, locate the file you have just created and            then click on 'UPLOAD & CONTINUE' if necessary.  

  5.  Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many enrolments were successfully created or updated.

How to Add/Update a School Event - Manual Method

  1. To upload events manually, go to your home page and sign in (if not already).
  1. Click on 'School Events'.

  1. Click on 'Add An Event'.

  1. Complete the event details in the form. You can set an Event Announcement (which is the reminder in the student's diary) to appear.

  2. Once you click 'Save' you will then see the below screen, which confirms the event has been created successfully.

Click on the eDiary menu item to view the event you have just created in the students' eDiary.

How to Add/Update School Events - CSV upload method

  1. Go to your home page and sign in (if not already).
  1. Click on 'Content' in the top menu. Then select the 'Import/Export' option.

  1. Select the 'Events' tab and then click on the sample file and use this as a guide to upload your new event details.
  1. The sample file will look similar to the image below and will indicate all required fields. NoteYou can also set the Days Notice before the event to be anywhere from 1 day to 4 weeks prior to the event.

  1. Once you have your data ready, be sure to save it as a CSV file (Mac users please select the CSV MS DOS option) and then click on the 'Select File From Computer' button, locate the file you have just created and then click on 'UPLOAD & CONTINUE' if necessary.
  1. Once the upload has been completed you will see the screen below. This will specify any errors that were encountered with the upload and confirm how many events were successfully created or updated.

How to make a School Announcement

  1. Go to your home page and sign in (if not already).
  1. Click on 'Announcements'.

  1. Click on 'Make An Announcement'.

  1. Fill in the form and click 'Make Announcement'.

  1. You will then see the below confirmation screen, which will confirm when the announcement will be sent (either ASAP or at a time in the future).

  1. Students can click on the notification icon in the right-hand corner of the eDiary to view the Announcement.

How to use the Diary section of MyEDiary

  1. When a teacher or eDiary administrator logs into MyEDiary they will land on the homescreen.  To view their eDiary they simply click on the 'laptop' icon.

  1. When a student logs on they will automatically be taken to the diary section of the eDiary. See the diary view below.

  1. To add homework they simply click on the 'plus' icon on the left-hand side bar or double click on any day of the week.

  1. This homework popup should appear.

  1. To view School Content Pages the student clicks on the 'book icon' in the left-hand side bar.

  1. To view the School Art Gallery the student clicks on the 'camera icon' in the left-hand side bar.

  1. To view their timetable the student clicks on the 'timetable' icon in the left-hand side bar.

  1. To view a consolidated homework report the student clicks on the 'pencil' icon in the left-hand side bar.

Relocating your eDiary after you have signed up

To get back to your eDiary any time from any location simply type in the URL we gave you OR go to www.myediary.com.au and click on 'Sign In' in the top right-hand corner of the page.

What to do if you forget your password

If either a student or a staff member forget their password they can reset it themselves by completing the following steps.

  1. From your eDiary Sign In page, click 'Sign In'.
  1. Click on 'Forgot your password?'

  1. Enter in the email address you use to log into the eDiary and click 'Send me reset password instructions'.

  1. This will then send an email to your designated email address. Click the 'Change my password' link in the email and you will be able to reset your password.

Handy Tips

  1. Avoid signing in continually by checking 'Stay signed-in on this computer'.

  1. Bookmark your eDiary to quickly get back to it. Look for a 'Bookmark This Page' icon.

  1. For iPad Users – Press the “+”sign near the URL and select 'Add to Home Screen'.

Our Privacy Policy 

Please Refer to Our Up-To-Date Copy Online.

MyEDiary Technical Specifications

MyEDiary is a HTML5 Web Application. 

It works on:

SUPPORTED DEVICES

  • Laptops – PC or Mac
  • Desktop Computers – PC or Mac
  • Tablet Devices
  • Mobile Phones

SUPPORTED BROWSERS

  • Google Chrome (Recommended)
  • Safari (Recommended)
  • Firefox
  • Internet Explorer

MyEDiary is hosted by an Australian Server Provider and is secured by Secure Socket Layers (SSL).

Recommended Viewing Settings

Please use Google Chrome or Safari to view your eDiary.

You can still view the eDiary in Internet Explorer or other browsers but Chrome and Safari are our recommended browsers for Windows and Mac respectively.

Further Help and Support

You can access a range of video tutorials, FAQ's, and other information by clicking 'Help' in the top menu. Or visit http://help.myediary.com.au.

You can reach the Support Team at  support@myediary.com.au.

If there's anything else we can help with or if you'd like to schedule a more in-depth demo, please Contact Us Contact Us