How to Use the Search Feature

Clicking the Search tab enables you search for users in the Frog VLE.
Here it is possible to search for the following users:
  • Students
  • Teachers
  • Parents
A user can be found by specifying one the following:
  • Full Name
  • Yes ID (username)
  • I.C. Number
  • Birth Certificate (Students only)
In this example we will search for a parent.
Select the user type you wish to search for.
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Specify which form of identification you wish to search by.
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Enter the details of your specified identification type (can be upper or lower case). When using the Full Name, only a few letters can be typed here and any matching names will be displayed containing those letters. For all the other categories,
the complete ID must be entered.
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Click the Search button.
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Any matches found will be displayed. In the case of a parent being found, details of each of their children’s Yes ID will also be listed.
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How to Link an Existing Parent to a Student

The situation may arise where you are required to create a student whose parents or guardians details may already be stored in the database. This is because they have children in other schools and already have a Yes ID. Using their Yes ID
it is possible to link them to the student without having to enter their details again.
To link an existing parent to a student, select the Existing Parent radio button.
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Enter the Yes ID of the parents into the Yes ID text box.
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Click the Verify button to search for the parents data.
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If the parents are found in the database the parent section will be populated automatically using data already held in the system.
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If the parents Yes ID’s are not found in the Frog VLE database then no data will be displayed.
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If the parents are not found, you will need to create a new account for the parents. See the section ‘Creating a New Parent or Guardian Account’.
When all the details for the parents are complete, click the Save button in the top right corner.
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Click the Confirm button to create the user.
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The new student has now been created and added to the VLE. The student login details are shown as well as their parents or guardians.
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Important! Please make a note of the user password as you cannot view this information once you have navigated away from this screen.
To create another student, select the appropriate tab at the top right of the screen.

How to Add a New Parent/Guardian to an Existing Student

In the Student List, click on the Edit link to the left of the name of the student.
Click on the Parent or Guardian tab to view the parent or guardian details.
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The Parent or Guardian page has 2 sections (Father/Male Guardian and Mother/Female Guardian). The Select area allows you choose to create a new parent/guardian or use an existing account.
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Father/Male Guardian section.
Mother/Female Guardian sections.
Select the parent or guardian type to be edited. Choose either the Father/Male Guardian section or the Mother/Female Guardian section.
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Click the New radio button to create a new parent or guardian account.
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Enter the new parent or guardian’s details into the boxes provided.
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Note: When creating a parent or guardian you must insert the parent or guardian’s NRIC/Passport Number or Birth Certificate Number into the National ID/Passport box. You will not be allowed to continue unless this section is
completed.
htlaeptas6 When you have finished filling in all the details, click the Save button in the top right corner.
Check the details are correct. Click the Confirm button to create the parent or guardian.
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How to Export User Data

User data can be exported from your Frog VLE which is saved to your computer as an XL Spreadsheet file. This can be useful when an offline reference is required.
To export data click on the Student tab.
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Click the Export button.
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A password protected spread sheet will now be downloaded. A message will appear informing you of the password required to open the document.
Note: For security purposes the password has been obscured in this guide.
The location of the file will vary depending on the browser settings of your device.
The following data is contained in the exported file:StudentParents Tab

  • Form (Student)
  • Classname (Student)
  • Student IC No.
  • Birth Certificate No. (Student)
  • Date of Birth (Student)
  • Student Name
  • Address
  • Student Yes ID
  • Password (Student)
  • Student Yes ID Activated (Yes / No)
  • Father Name
  • Father Yes ID
  • Password (Father)
  • Father Yes ID Activated (Yes / No)
  • Mother IC No.
  • Mother Name
  • Mother Yes ID
  • Password (Mother)
  • Mother Yes ID
  • Mother Yes ID Activated (Yes / No)

Teachers Tab

  • Full Name
  • Id Number
  • Yes ID
  • Password
  • Yes ID Activated (Yes / No)

How to Enable/Disable a User

As a Frog Admin you may need to disable user accounts from your VLE.
Note: It is not possible to delete a user from the VLE, they can only be disabled.
Begin by selecting Students or Teachers from the tab menu in the top right hand corner of the screen.
 
Select a user or multiple users that you want to enable or disable by ticking the checkbox(s) at the left hand side.
 
Click Enable/Disable button.
 
When a message appears, choose between Enable or Disable.
 
Click Submit button to continue.
 
The account has now been enabled or disabled.

How to Transfer a User Out

When a user moves to another school in Malaysia you must use the Transfer user feature. If you simply disable a user when they leave, the new school would have to enter the user’s details into the VLE all over again.
Note: In the case of a Frog Admin user, the Admin user account should be disabled and only that person’s teacher account be transferred out.
There are two options to transfer a user or multiple users out of your school VLE. You can use Student or Teachers tab, or using the Transfer tab.

To transfer user(s) out using Student or Teachers tab

Note: For this example, we will use Student tab.
Begin by selecting Student from the tab menu in the top right hand corner of the screen.
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In the Student List, tick the checkbox to the left of the name of the user.
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If you need to transfer more than a single user, please tick multiple checkboxes.
Then, click Transfer Out button.
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When a message appears, click Yes to continue or No to cancel it.
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To transfer user(s) out using Transfer tab

Begin by selecting Transfer from the tab menu in the top right hand corner of the screen.
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Select Transfer Out from the Action drop down menu.
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Enter either the Yes ID or the I.C Number of the user who is leaving your school here.
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Note: If you need to transfer out more users, click  NSMI40 and repeat the steps above. You can create up to 20 rows at one time.
You must now click Verify All button to check the details of the user(s).
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If you have checked that it is the correct person you wish to transfer out, click Save All.
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A message will be displayed if the transfer has been successful.
The user will now be disabled from your school’s VLE and sent to a holding area. When the user starts at their new school, the new school’s Frog Admin is able to retrieve the user and transfer them into their VLE.

How to Transfer a User in

When a user moves to your school from another school in Malaysia, you must use the Transfer In feature. This feature will transfer the details of that user from their previous school’s VLE to your school’s VLE saving you having to
enter the details again.
Begin by selecting Transfer from the tab menu in the top right hand corner of the screen.
Select Transfer In from the Action drop down menu.
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Enter either the Yes ID or the I.C Number of the user who is joining your school here.
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Note: If you need to transfer more users into you school VLE, click NSMI40 and repeat the steps above.
You must now click Verify All button to check the details of the user(s).
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If you have checked that it is the correct person you wish to transfer in, click Save All.
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A message will be displayed if the transfer has been successful and the user will be added to your school’s VLE.
Note: Only Student and Parent information will be transferred. No data from within the VLE will be transferred i.e. files, folders assignments etc.
If you get the message ‘Username not valid for Transfer In’, it maybe because the user has already been transferred in.
If you still get the message, you may have to contact the user’s previous school to ensure that they have performed the ‘Transfer Out’ function correctly. You can do this by performing a ‘Transfer Out Request’.

How to Use Transfer Out Request

When attempting to transfer a user in to the Frog VLE from another school you may encounter a message saying that it is not possible to do so. This may be because the user has not been transferred out of their previous school’s VLE.
It is possible to send a message to the previous school requesting for a user to be transferred out. To do this, begin by selecting Transfer from the tab menu in the top right hand corner of the screen.
Select Transfer In from the Action drop down menu.
Enter either the Yes ID or the I.C Number of the user who is joining your school here.
Note: If you need to request for more users to be transferred out by Admin(s), click NSMI40 and repeat the steps above.
You must now click Verify All button to check the details of the user(s).
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If you have checked that it is the correct person you wish to be transferred out, click Save All.
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An email will now be sent to the previous school requesting them to perform a Transfer out for the user.
Note: When the transfer out operation has been completed, you will automatically be sent an email to your Frog Admin email address.

How to Reassign Students to Different Class

Sometimes you may find that students are not assigned to the correct form or class.
When there are a significant number of students that need transferring from one form or class to another, you may find the Update Class feature useful.
To use this feature, select the users by ticking the box next to the names.
Then click on the Update Class button.
Now you can select the Form and Class that you wish to transfer the student to by selecting them from the drop down lists.

When you have chosen your new form and/or class, click on the Update button.

When a message appears confirming the changes, click the OK button to continue.
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How to create Form and Class (Groups)

You can create or edit a form and class, so that you can import new students into the form / class.

To create Form / Class

Click Groups tab.
Select a form name from New Form.
Enter the Name Class field.
Click on Save.
Click Back to list.
You will see the newly created Form / Class under the Form details.
Please note that once you created a New Form e.g T1 & T4, T1 & T4will no longer be in the New Form’s drop down menu. It will be under Existing Form.

To Edit Class Name

Click Groups tab.
Click Edit button of one of the class in Form Details table.
Rename the Class Name.
Click Save.
Click Back to list.
Now you will see your class has been renamed under the Form Details table.

How to Import New Users from APDM into VLE

After creating the forms and classes that you need, you can import new users into the Frog VLE.
First, please download the APDM file containing your new users to your desktop.
Login to the Frog VLE.
Click Frog Drive.
Click Applications.
Double click Users.
Click on the Import tab.
Choose the file you obtained from APDM that you saved on your computer.
Click Confirm.
If it is successful, an email containing an attached spreadsheet will be sent to your official school email (schoolcode@1bestarinet.yes.my). This spreadsheet shows the updates that were successfully made from your import.
Please note that changes on your students detail should be done in APDM before you download the APDM file into your computer.

Issues with Import Data

If there are issues with the data, an error table will be displayed to show you which users have incorrect or invalid data.
Please correct your data, and re-upload the APDM file.
Please note that all the other data has been updated successfully except the ones that have been highlighted in the error table. Please correct the data in APDM and re-download the APDM file and re-import into Frog.
A list of error messages can be found below:
Error
Description
MyKad/MyKid/Passport No. is not valid. NRIC / Passport does not conform to the expected format. Please check the suggestions below:

  • NRIC number must contain 12 digits and must only contain numbers. NRIC number cannot contain letters and special characters.
  • Passport number cannot exceed 12 digits and must only contain numbers and letters. Passport number cannot contain special characters.
  • Please correct the NRIC / Passport number in APDM, and re-download your APDM file.
MyKad/MyKid/Passport No. cannot be more than 12 characters long. NRIC / Passport numbers must be 12 characters or less.

  • Please correct the NRIC / Passport in APDM, and re-download your APDM file.
MyKad/MyKid/Passport No. is required. NRIC / Passport is missing in your file.

  • Please enter the NRIC / Passport in APDM, and re-download your APDM file.
Name is required. A user’s name is missing in your file.

  • Please enter the user name in APDM, and re-download your APDM file.
Date is not valid. A student’s date of birth must be in dd-mm-yy format.

  • Please correct the date format in APDM, and re-download your APDM file.
Cannot be a future date. Student’s date of birth must be before today’s date.

  • Please correct the date in APDM, and re-download your APDM file.
Form is not valid. Form does not exist in your school.

  • Please create the form.
Form is not valid. Form does not exist in your school.

  • Please create the form before importing users by clicking on the Groups tab.
Classname is not valid. Class name does not exist in your school.

  • Please create the class before importing users by clicking on the Groups tab.
No data in sheet. Your file does not contain any student information.

  • Please fill in the student information in APDM, and re-download your APDM file.

Get Help

If you need any help from Frog, you may do so by clicking to Get Help from the tab menu in the top right hand corner of the screen.
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Fill out the form.
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Click Submit.

How to Add a New User


How to Transfer In or Out


How to Use Update Class


 Posted by at 3:18 am