Getting Started
In this resource, we will walk you through every step of setting up your Virtual Graduation Platform so that your administrators, faculty and students can access their portals. Your Graduation Manager will share your log in link with you so that you may begin this process.
For each page, please fill out all required fields before continuing to the next page or skipping, as information may not be saved upon return.
School Setup
School
To get this process started efficiently, your manager has already added in some basic information on your school and graduation. Take the time to review these fields; your school’s name, school type, and the graduation date and time. Sections in blue can only be adjusted by your Graduation Manager. If you notice any errors or need to make an adjustment, please contact your Graduation Manager to edit this information.
Contacts
This section is confirming the assigned main contact for your Graduation Webpage and Portal. If there is an error, please reach out to your Graduation Manager or Sales Representative.
Size Estimates
This section is for informational purposes only. It does not have to be an exact number of how many graduates you will have for the ceremony and is not a required field.
Filters
This section allows you to separate out your student body by different departments or colleges if desired.
The Video Filter will allow you to separate your students within your graduation video. For example, you can separate out all students receiving a particular degree or graduating from a specific college so that they are grouped together.
The Admin Filter is used to assign admins to specific groups of students to review for approval. Much like the video filter you can separate out students receiving different degrees or split them into alphabetical groups to easily manage your admin team. Admins will only be able to view students that are in the groups they have been assigned to.
For more information on this section, or if you have any questions, please contact your Graduation Manager.
Branding
Here we will gather some visual information on your school. Please input your school’s primary color for the Background Color using the color picker or by typing in the RGB code.
Next pick a Font Color which will go against your background, for darker Background colors white is recommended and for lighter Background Colors black is recommended.
Next, upload the highest quality copy of your school logo that you have available. Square PNGs with transparent backgrounds are the preferred file format.
Click approve at the bottom of the page to move to the next step.
Website Items
Here you can choose which features you would like included in your Graduation Webpage. These features are based on your preference and not all need to be enabled for you to have a great Graduation Webpage.
Password
If you would like your Graduation Webpage to be password protected and not available to the general public please check the box and set up a password. This password will need to be distributed to your guests and students via email or on your preferred communication preferences.
Live Chat
If you would like a live chat to be enabled for your Graduation Webpage please check this box. This will allow guests to chat with each other during the graduation video. Moderation can be made available to you or one of your school admins, this can be set up by your Graduation Manager upon request.
Video Name Recording
Here you can choose whether you would like a professional voice artist to read your student’s names during the graduation video or if you would like to record the names using your school admins internally. Note that to record the names internally every person you want to read names must be added as an admin. School admins will have the ability to use our built-in audio recorder to read names. See Adding Admins for more details
Panorama
Here you can choose if you would like to add a Panoramic photo to your Graduation Webpage. This is a feature most commonly used by High Schools and Middle Schools. You can upload the photo at a later date.
Downloadable Program
This will add a button on your Graduation Webpage to allow guests to download a digital copy of a traditional program. You can upload the program at a later date.
Social Wall
This will add a social media wall which can pull public posts featuring your custom school hashtag. See the Setting Up Your Social Media Wall article for more information.
Gratitude Wall
This will enable the gratitude wall for your Graduation Webpage. The Gratitude Wall is a place that students and faculty members can record short thank you videos that will be featured on your Graduation Webpage.
Custom Message
Here is where you can choose if you would like to include a custom message at the bottom of your webpage congratulating your graduates and thanking your guests for attending. You can also inform them of important next steps or link back to your school’s website.
Sort Options
Here you can choose sorting options for the list of graduating students on your Graduation Webpage. This is especially important for Colleges and larger schools. These options are in addition to Alphabetical sorting which is the default on the Graduation Webpage.
Deadline Info
Here you will set up deadlines not only for your students but also for admins assisting in the approval process.
Students and Faculty
The Portal Entry Deadline is the deadline for students to review and approve information already uploaded, as well as submit their image, quote, and other information for approval. Once this deadline has passed students will no longer be able to submit new information or request changes through the portal. Admins should be actively approving and rejecting submissions and requests before this deadline to give students the opportunity to replace/reupload rejected items.
The Admin Approval Deadline is the deadline for admins to approve or reject images and quotes uploaded by your students as well the deadline for name recording. This deadline should be set after your Portal Entry Deadline. This deadline should be agreed upon with your Graduation Manager to ensure that your admins are able to complete the process in time for the creation of your graduation video and webpage.
Teaser
This is the date and time that guests will be able to access the graduation webpage. This is not the time that the full graduation ceremony will take place. Before this date a teaser page with a countdown will be displayed in place of the full Graduation Website.
The next set of deadlines are set in order to send you and your admins notification reminders to stay on track.
Gratitude Video
This is the deadline is for reviewing the gratitude video submissions and approving or denying video submissions that will be included in the final video.
Graduation Video
This is the deadline is for reviewing the graduation video, this deadline should be agreed on with your Graduation Manager.
Graduation Website
This is the deadline set for reviewing the graduation webpage, this deadline should be agreed on with your graduation manager.
Teaser
Here is a preview of what your graduation teaser webpage featuring the countdown will look like.
Student Portal
Here you can edit the prompts highlighted in yellow. These edited fields are what your students will see when they submit items for review. This is what your students will see through the Student Portal and will be information published to their downloadable graduation card and be seen in the Graduation Video.
Student Special Recognitions
In addition to changing the prompts in this section, you can choose to hide the Honors and Degree review sections completely from the student’s view. Removing these sections will remove the opportunity for students to request changes or correct errors on their degree or special recognitions.
Student Photo
In addition to changing the prompts in this section, you can choose where you would like the student photo to come from. The options listed are Student Upload, School Will Upload, Graduation Manager Uploads (Remove from Portal).
Student Upload - Gives students the ability to upload a photo. If no photo is uploaded by the student a placeholder image of a graduation cap will be in its place.
School Will Upload - Gives the student the option to override the photo uploaded by the school by uploading their own. These photos will still be subject to approval by admins.
Graduation Manager Uploads - Gives the student no option to change the graduation photo.
