Google Suite to the Rescue - Autocrat and Dashboards

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Google Suite to the Rescue!

Google Suite to the Rescue!

Please scan the QR code to the left or go to https://bit.ly/TEEAutocrat to complete the short survey.

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Google Suite to the Rescue!

Gather data, use autocrat, and create data dashboards

Techededu

Dan larson

Belinda Howell

Belinda taught at the secondary level (mostly 8th grade US History) before becoming a Digital Learning Specialist. She specializes in boosting engagement, gamification, and one-to-one classroom management

Dan taught at the elementary level for over 15 years before becoming a Digital Learning Specialist. He specializes in blended learning, stations, LMS, video editing, and data collection and analysis.

Google Suite to the rescue!

Google Suite to the rescue

How can Autocrat and Dashboards help you?

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Overview of Autocrat & DashboardsWhat is it and how is it helpful to educational leaders?

Dashboard Walkthrough We will create a dashboard for the observation form

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Autocrat WalkthroughWe will create a quick observation form

ResourcesAdditional resources to take back with you.

today's agenda

Google Suites to the rescue

01

Overview of autocrat and dashboards

How can these Google Suite tools help educational leaders?

Google Suite to the rescue

3. Receipient receives feedback w/the information

1. Collect Data

2. Feedback emailed to teacher or student

What is Autocrat?

Google Suite to the rescue

Create a dashboard that sorts the data into colorful charts as it comes in live!

Create a dashboard to sort the data

Google Suite to the rescue

How does Autocrat help educational leaders?

Observation forms

Feedback is immediately emailed to teachers

How can you use Autocrat?

Dismissal / updates

Notify staff when bus arrives or parents change how their student will get home

Grade/progress

Automatically notify parents when a student has a low grade or missing work

Team Exit tickets

Gather an entire team's exit tickets each day to see progress and/or gaps

What can you use autocrat for?

Google suites to the rescue

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autocrat guided walkthrough

Step by Step walkthrough of Autocrat

PROJECT FUTURE

Overview of the process

Create the Google Form

Create the TEmplate

Set up autocrat in google sheets

Create a dashboard

Create the rules for how and when the data is merged

Create the form that gathers the data (ex: walkthrough form)

Set up charts/graphs to display the data as it comes in live

The template is what gets emailed to the teachers using the inputted data

Overview of the process

Google Suite to the rescue

Add Autocrat to your Google Sheets

From Google Sheets, click:1. Extensions 2. Add-ons 3. Get Add-ons 4. Search for Autocrat 5. Click on Autocrat Confirm to add autocrat. It will have you log into Google and confirm again.

Adding autocrat to Google sheets

Google Suite to the rescue

Creating your Google Form (how you collect the data)

Create your Google Form 1. Make sure to have separate questions for their names and their email addresses 2. If it's a walkthrough form, have a question to note who is doing the observation Follow along with our sample form you received in an email!

Create your walkthrough form

Google Suite to the rescue

Creating your Walkthrough Form

Creating the Google Sheet 1. From your form, click Settings 2. Link to Sheets 3. Select create a new sheet 4. Click Create

Link your form to google sheets

Google Suite to the rescue

Creating the Template (what gets emailed)

Create the template in Google Docs or Slides. You must write a <<TAG>> where you want each type of feedback to go. Ex: Teacher Name: <<Teacher>> Observer Name: <<Observer>>

Creating the Template

Google Suite to the rescue

Creating your Walkthrough Sheet

Set up Autocrat 1. From your Google Sheet, click Extensions 2. Autocrat 3. Launch 4. After Autocrat launches, click New Job

setting up autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Name your Merge Job 1. Create a name for your merge job 2. Click Next

Setting up autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Select your Template 1. Click From Drive 2. Find the template you just made and click on it to add it to Autocrat. 3. Click next to continue

Setting up autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Map out the tags 1. Click in the empty column 2. Match the tags you created in the template which the corresponding questions. 3. Once you've mapped out all the tags, click next.

Setting up autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Edit the File Settings 1. Write the name of the file (that gets emailed) 2. Select Doc or PDF 3. Select Multiple Outlook Mode 4. Click next to continue setting up Autocrat

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Choose File Location 1. Choose what folder you want these documents to be stored in. By default it selects your Drive. 2. Click next

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Choose File Location 1. Skip the step about adding a dynamic folder.

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Set Merge Condition 1. Select Add Condition 2. Choose the column and make sure it equals "NOT NULL" 3. Select the last question 4. Choose next

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Sharing Settings Part 1 1. Click Yes to share docs/send email 2. Select what type of file it creates 3. Select whether to allow collaborators to re-share 4. Select whether the email comes from a generic no-reply address or your email address. 5. Scroll down

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Sharing Settings Part 2 1. Write the tag for the receipient email address ex: <<Teacher Email>> 2. Type the subject of the email 3. Type the message. You can use <<TAGS>> to pull data here too 4. Click next.

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Triggers If you enable a trigger, it will merge the files and send an email automatically (either whenever the form is created or by certain times). 1. Select Run on Form Trigger (it will ask you to confirm--say yes) 2. Click Save

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Success!! You have created your first autocrat job! 1. This now shows your current job. From here you can edit it, run the job manually, view it, or delete it. Click the x to close it.

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Test it out! Go back to your form and temporarily add yourself as one of the teachers. Test out the form where you select yourself as the teacher and see whether you get the feedback!

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Verifying it works To verify whether others are receiving their feedback, scroll to the right in Google Sheets until you see the autocrat job information it adds once its run. Click in Document Merge to read if there were any email errors.

Setting up Autocrat

Google suites to the rescue

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Dashboard guided walkthrough

Step by Step walkthrough of the Dashboard

Google Suite to the rescue

Creating your Walkthrough Form

Setting up the Dashboard Let's create a dashboard that automatically updates with any new data. To have some graphable data, fill out your form a couple more times. Vary the answers,

creating a dashboard

Google Suite to the rescue

Creating your Walkthrough Form

Setting up the Dashboard 1. Select the column of data you want to create a chart/graph for 2. Click Insert and then Chart 3. Select what type of chart you want 4. Click the 3 dots on the chart 5. Select Move to own Sheet

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Setting up the Dashboard 1. On the new sheet it created, click the plus sign to add a new sheet (double the new sheet's name to rename it Dashboard) 2. Click Copy Chart 3. Click Dashboard to open that sheet and then paste

Setting up Autocrat

Google Suite to the rescue

Creating your Walkthrough Form

Continue Adding to the Dashboard Repeat the process to add any additional charts/graphs to your Dashboard. As new data comes in, it'll update your charts/graphs automatically!

Setting up Autocrat

Google suite to the rescue

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Resources

Here are some resources to take home

Google suite to the rescue

Sample form

Resources and contact

template

Dan larsondjlarson@aldineisd.org belinda Howell bjhowell@aldineisd.org

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Video Walkthrough of Autocrat & Dashboard