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Ed Date: Jan 25,2024
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Contents
Introduction to Online Registration Portal
Getting Started
Searching and Managing Candidates
Using EduPortal in offline mode
Introduction to Online Registration Portal
EduPortal is a web application accessed using a web browser.
Candidates can be registered for Grades 12 together with their photograph.
EduPortal performs the following tasks:
Provide a form to register candidates.
Links to a connected webcam to take a photograph of a candidate.
Lists candidates in a school including gender and whether they have a photograph.
Enables users to search candidates by name and gender
Exports all school candidates to a CSV file for use in external spreadsheet
applications.
Cont...
• It requires you to have an Internet connection to login and complete the
registration process.
Once logged in it can be used in offline mode or online mode.
Online mode saves details and photographs directly to the central server.
Offline mode allows school administrators to save data to their local database
And sync them with the central server at a later date.
Cont...
Understanding the registration process
This section explains how the process of candidate registration works.
Candidate Registration
o The system will allow the user to add a candidate’s details without including a photo.
o This means users can register a candidate when he/she is present
o Or can input the basic information for all candidates in advance and add the photos
only when the candidate is present.
It is NOT possible to submit the candidate for examination without a photograph,
even though it is possible to save a candidate’s details.
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Understanding the registration process
Candidate Details
A candidate has the following details stored on the system:
o Personal Detail
Name Enrolment Type
Father’s name Family background
Grandfather’s name Hearing impairment
Gender Handicapped
Age Backbone problem
Blind/Not Blind Twins / Twin reference numbers
Nationality
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Understanding the registration process
Candidate Details
A candidate has the following details stored on the system:
o Subjects
Grade
Subjects to be examined.
o Candidate Photograph
School Submission
When all candidates have been entered into the system and have photographs attached they
can be submitted for examination.
The School cannot be submitted unless all candidates have photographs attached.
The candidate list is submitted to the central administration and will be imported into the
examination system.
Cont...
Understanding the registration process
School Submission
Once the candidate list is submitted the School cannot add or modify the students
including personal details, photographs, or subject enrolments.
Cont...
Minimum Specification
To use the Online Registration Portal, the school computer must satisfy these
minimum specifications.
Operating System – Windows XP(eXPerience ) SP2(Service Pack 2 ) or higher.
Web Browser – Opera, Chrome, Edge or Mozilla Firefox.
A webcam must be connected to capture candidate images.
An Internet connection is required whilst the system is in use in online mode.
Getting Started
Accessing the Online Portal
Logging in
Every time you use the Online Portal you need to log in.
To log into the Online Portal:
1. Open one of the recommended Internet Browsers.
2. Enter eduportalonline.org into the address bar of your web browser.
3. Enter your User Name and Password as supplied to you via email.
4. Click the Login button.
You can reset your password from the login screen by clicking the Forgotten Password
button.
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Accessing the Online Portal
Logging out
To log out of the Online Portal you should click the button from the top right-hand
corner of the page.
Make sure you have saved a candidate’s details if you are adding or
changing a candidate before logging off.
Cont...
Accessing the Online Portal
Add a candidate
To add a candidate, first navigate to the relevant school by clicking the View link
from the home screen.
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Accessing the Online Portal
Add a candidate
This will show the school detail screen, to add candidates click the View Candidates
link.
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Accessing the Online Portal
Add a candidate
From the school candidate detail screen we can add a candidate by clicking Add
Candidate.
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Accessing the Online Portal
Add a candidate
This will display the new candidate screen. Fill in the candidate’s details, select the
appropriate subjects, and click save to save the candidate.
This works the same way whether online or offline.
Cont...
Accessing the Online Portal
Add a candidate
When the candidate has been saved then the photo section will appear that will
allow you to capture the candidate’s image.
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Accessing the Online Portal
Adding a photograph
To capture a candidate’s image please try and position the candidate’s head inside
the highlighted area and click Capture photo.
The candidate’s image will be saved to the record and the image will change to a
static photograph.
To capture a photo/replace a photo then click Capture a new photo, this will allow
you to capture another image and replace the previous image.
Cont...
Accessing the Online Portal
Adding a photograph
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Accessing the Online Portal
Edit a candidate
o To edit a candidate, find the candidate from the list on the main School homepage
and click View next to their name.
o This will display the Edit Candidate form where details can be changed. To save the
changes click the <Save> button after making changes.
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Accessing the Online Portal
Delete a candidate
o If a candidate should be deleted, select the candidate from the main screen (as
above) to access the Edit Candidate screen.
o To delete the candidate click Delete at the bottom left of the screen. You will be
asked to confirm that you wish to delete the candidate.
o It is not possible to restore a candidate if deleted so care should be exercised when
using the delete function.
Searching and Managing Candidates
A summary of registered candidates is shown on the School homepage after
logging in.
This shows the number of registered candidates and how many have
photographs stored.
The homepage also shows the details of the registered candidates.
Candidates who have photographs are shown with a tick in the photo column
and those awaiting photographs are shown without.
In the screen below you can see there are 3 registered candidates with 1
candidate that does not have a photograph.
Cont...
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Searching Candidates
A user can search for candidates using names, gender, or whether they have a
photograph.
To do this use the search boxes at the top of the screen, the list will update to show
the filtered candidates.
The screen below is filtered to show only candidates without a photograph.
To clear the search and display all candidates, click Reset Filter.
•
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Searching Candidates
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Exporting Candidate List to CSV
The School administrator can save a copy of the student list to a file at any
time by clicking Save to CSV from the School homepage.
This will prompt the user to specify a location where the file should be saved.
The file is a Comma Separated Variable (CSV) format file which can be opened
using a spreadsheet application such as Microsoft Excel.
The exported CSV file does not include candidate photographs.
Cont...
Submitting Candidates
o When all candidates have been recorded on the system and have photographs
attached, the School will be ready to make their final submission.
o The School cannot submit all candidates if one or more candidates do not have a
photograph.
o To submit candidates click Submit Candidates from the School homepage.
o Once the candidate list has been submitted you will be unable to add or modify
candidates.
o Please make sure all candidates have been correctly processed before submitting
them.
Using EduPortal in offline mode
Offline mode allows users to enter data while not connected to the internet.
Users must login to the online system first, then they can switch to offline
mode.
An indicator/switch will show at the top of the page displaying if offline or not.
When first logging in this will be set to offline and be green.
An indicator badge is also shown in various locations showing either “Online
Data” or “Offline Data.
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Offline records can be added in the same way as online mode.
However, the data will be saved to the local PC using a database connected to
the web browser.
Offline data is only stored on the local PC.
This data will be lost if the user clears their browser cache and they have
not uploaded their data to the “online” database.
Once offline data entry is complete, or at any point the user wishes, they can
sync the offline data to the online database.
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Toggling Online/Offline mode
Click the switch at the top of the screen to toggle between online and offline modes.
When in online mode data will be shown and added to the online database.
When in offline mode data will be shown and added from the database on the local pc
only.
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Syncing data with the online database
Users must be in online mode to sync data to the main online database.
Click “Sync Data” at the top of the screen to show the sync screen.
The screen will show how many offline schools and candidates are in the local
database and how many are not synced with the online database.
Click sync data and the system will transfer the records to the online system.
When complete the values will update to reflect the data has been synced.
Cont...
