Bookmark School Hub Guide - for partner schools

The updated Bookmark School Hub: a guide for existing users

We have redesigned the School Hub to give you a better user experience and make it easier to see what reading sessions are taking place at your school and when. We have added new and improved features that have been suggested via school feedback. If you need any support with the Hub, please contact your School Relationship Manager or for immediate support during sessions please call our helpline on 020 3995 7960.

What’s new?

• • • • • • •

A new look user interface.

A search function & filter to help you find programmes, pupils and volunteers.

Upload multiple pupils at once.

Set up programmes for multiple pupils at once.

Reading sessions can start at any 5-minute increment.

Select multiple pupils and amend/cancel multiple sessions at once.

Bramble links (URLs) will now stay the same for each child when having repeat programmes.

To help you get used to the upgraded Hub, we’ve put together a video where you can see it in action, and each of the following steps are covered. The link to the video was included in the email when this guide was sent to you.

The new Home page When you log in to the Hub you will see the new Home page.

Here you can see the following: • • •

programmes waiting for a volunteer (a programme which has been published but doesn’t have a volunteer assigned yet) programmes in progress (a programme where the first session has been completed) programmes scheduled to start (a programme where a volunteer has been assigned, but the first session has not yet been completed)

You can click each square to go to the relevant programmes page.

Whenever you go to the Home page, it will show ‘Todays Sessions’ by default, but you can click the arrow and change that view to ‘This Weeks’, ‘Next Weeks’ or ‘All Sessions’.

You can download your sessions from the Home page, make sure you are on the right view (e.g. ‘This Weeks Sessions’) before doing so to ensure you see all relevant sessions. This will download as a CSV file which you can open and view in Excel.

There’s a new notifications icon, you’ll see any notifications appear here and just click the icon to review them.

Finally at the bottom of this (and every Hub page) you can see links to contact us or view our policies and current school packages.

School details All your school information is now kept under the ‘School Details’ tab. This information will be automatically transferred from the old hub but please keep this page updated. You can make changes by clicking the ‘edit’ button.

Hub Settings Closures and Users will now be located under ‘Hub Settings’. Closures work in exactly the same way as before and your School Relationship Manager will add your school holiday closures during the Summer break. Please make sure you are adding any other closures for days, such as Sports Day, where you do not want sessions to take place. Please note, if you now add a closure it will automatically cancel any scheduled reading sessions on that date.

To add a closure simply click ‘new’, add the closure details and date and then click save, or cancel to discard.

You can remove or edit a closure by clicking the ‘delete’ or ’edit’ icon.

The Users page will show currently active users who can access the Hub. Going forward, you can have a maximum of 2 active users. One will be an admin capable of adding new users (this will then require approval from your School Relationship Manager) and the other will be a user who can manage the programmes and pupils on the Hub. You can edit user details via the edit button. For any questions about user limits please contact your School Relationship Manager.

About Bookmark The About Bookmark page contains all the information you need about Bookmark including contact and Safeguarding details.

Pupils Here you can view all pupils you have added to the Hub. You can use the hide/unhide buttons to hide or unhide pupils, and you can switch views between pupils and hidden pupils via the arrow. (If you wish to remove a pupil from the Hub you will need to contact your School Relationship Manager)

We have added the ability to select multiple pupils at once via the checkboxes next to their names, and there is a new search and filter function.

To add a pupil, click ‘new pupil’ and fill in the relevant information. You can now add any additional information about the pupil in the free text box, rather than when publishing the programme.

Finally, you can do a mass upload of pupils via a CSV file. The template for this was emailed to you along with this guide, please contact your School Relationship Manager if you do not have it. Add all your pupils details to this template and then, once completed, upload it via the pupils tab.

Volunteers On the Volunteers page we have added a search function and a filter. You can now see the volunteers DBS issue date as well as the DBS number. You can still block/unblock volunteers* You can also change the view from ‘all volunteers’ to ‘previous’ or ‘blocked’, and you can now select multiple volunteers as well via the checkboxes. *If blocking for Safeguarding reasons please ensure you let our Safeguarding Team know.

Programmes The programmes tab will still show you all your programme information, you can change the view from open programmes to draft, awaiting volunteer, scheduled, in-progress, completed and cancelled. Click ‘add programme’ to start creating a new programme.

Once you click ‘add programme’ you will need to choose the start date as well as the days and times (now in 5-minute increments) of the sessions. The Hub will automatically work out the end date based on the programme being 6-weeks, and take into account any closures you have added.

Enter the teachers name and information (remember this email address is where cancellation emails will go, so it is good practice to use an email that’s checked regularly). You can then share with all

volunteers which is the recommended option, previous volunteers or chosen volunteers. Your School Relationship Manager can help you with the latter options if needed.

To add a pupil or pupils to the programme at your given times, click ‘add new’. You can select multiple children from your pupils list (or add a new one) meaning you can add more than one child to a programme at once. Select your pupil(s) via the checkbox and click ‘add selected’. You can remove a pupil by clicking the delete icon on the right hand side.

You can then either click ‘save as draft’ to save the programme for publishing later, or click ‘publish programme’ and it will go live to our volunteers immediately. Your programmes will now be visible on the Programmes page, and you can edit these if needed by clicking the pencil icon.

If you have left a programme in draft, you can go to ‘drafts’, select its checkbox and then click ‘publish’ to make it live.

Programmes that are not booked by 12 noon on the Thursday before their start date will move to the next available week automatically.

For ‘in-progress’ programmes the system will automatically re-publish the child for a second programme on the Friday of the 3rd week of their current programme. The main school contact will get an email about his the Monday before to confirm.

Amend or cancel sessions/programmes You can amend/cancel sessions directly from the Home page. Firstly, you’ll need to bring up either ‘This Weeks’, ‘Next Weeks’, or ‘All Sessions’ via the drop down and then select the session(s) you wish to amend/cancel via the checkboxes.

To cancel, select the session(s) you need to cancel and click ‘cancel’ at the top right of the list. Select your cancellation reasons from the dropdowns (if choosing ‘other’ please add a reason for the cancellation) then click ‘yes’ to confirm your cancellation, or ‘no’ to go back without cancelling.

Remember a cancellation cannot be undone so please ensure you are cancelling the correct session.

If you need to amend a session, this can be done from the Home page. Please ensure any amendments have been agreed with either the volunteer or your School Relationship Manager. Just as with cancelling, change the drop down as needed to see your sessions, then click the edit icon.

Change the date, time or both as agreed with the volunteer. You must edit the start and end times to remain 30 minutes apart as this will not be done automatically, and if you are moving from morning

to afternoon or vice-versa, you must change the AM or PM accordingly. Click ‘save’ to confirm, or ‘cancel’ to discard.

Cancelling an entire programme is done via Programmes page*. Use the drop down to select either scheduled or in-progress programmes. Select the checkbox or checkboxes of the programme(s) you wish to cancel and then click ‘cancel’. Fill in the information required and click ‘yes’ to cancel, and ‘no’ to discard. *We request that you contact your School Relationship Manager before cancelling entire programmes so they can check with you it is the best course of action and speak to the volunteer if needed. Cancellations cannot be undone, so please ensure you are cancelling the right programme.

Bramble links Going forward children will always have the same link for all their programmes*. Even if they are signed up for a repeat programme, their link will remain the same. *Please note that the link for any programmes published in the old hub may still change when a new programme is added to the new hub.

You can always check the link for a child’s programme on the Home page under location.