Keycode Management Guide

Admin User Guide: Keycode Management

Keycode Management Overview

LiveText Keycode Management is a tool that allows administrators to distribute and manage keycodes for faculty and students. When Keycode Management is enabled, a special administrator account is created. This account, called the Keycode Manager, has unique permissions giving it access to the Keycode Management tool.

After courses and student rosters have been imported into LiveText, Keycode Management can be used to select faculty and students to whom keycodes will be assigned. Keycode Managers can select faculty or students by individuals within a course, everyone in a specific course or multiple courses, or even all faculty and students for an entire term. When new users have been selected, Keycode Management will send those users an invitation email to their institutional email address, which contains instructions and a link for registration. Once registered, users will have access to LiveText, and will be automatically matched up with their courses.

Accessing Keycode Management

Keycode Management is a no-cost feature of LiveText.

To access Keycode Management:

1. Log in to LiveText using the keycode manager account
2. Click the Admin tab
3. Under the Administration menu, click Keys
4. Under the Keycodes menu, click
5. Distribute and manage keycodes

   

The Keycodes screen

When institutions purchase student keycodes (or request complimentary faculty keycodes), LiveText adds keycodes to the keycodes screen in batches. The keycodes screen lists all batches, and provides details and distribution stats on the included keycodes. The columns on the keycodes screen are:

1. Batch – A unique number used to indentify a batch of keycodes
2. College/Department – Defines if the keycode is usable across the entire institution or can only be used within a specific college or department
3. Created – The date which the keycode batch was first created
4. Keycode Type – Displays whether the batch is student keycodes or faculty keycodes
5. Edition – For student keycodes, edition displays any feature add-ons, i.e. Field Experience
6. Total Keys in Batch – The total number of keycodes included in a batch
7. Keys Distributed – The number of keycodes in a batch that have been assigned
8. Keys Remaining – The number of keycodes in a batch that have not yet been assigned
9. Keys Registered – The number of distributed keycodes that have been registered by the user
10. Duration (months) – The number of months that the accounts registered will remain active
11. Action – Contains links that allow the distribution of keycodes, re-sending invitation emails, etc.

    

Distributing Keycodes

Unassigned or unregistered student keycodes are valid for 16 months from the date the batch is created. After 16 months, student keycodes become invalid and are no longer available for distribution or registration. Faculty keycode batches are valid indefinitely, and may be assigned and registered at any time.

To distribute keycodes by term or course:

1. From the keycodes screen, locate the batch of keycodes to be distributed
2. In the Action column, click the Distribute link corresponding to the appropriate batch

   

3. On the Distribute Keycodes screen, select a term from the dropdown menu. All courses in the term will appear

   

4. To select all students or faculty in the term, click the checkbox located in the far right column of the table headers
5. To select all students or faculty in a specific course or courses, click the checkbox in the far right column corresponding to the course or courses

   

6. Once all selections have been made, click the Send Invites button to send registration emails to all selected users

   

7. A confirmation popup will appear, indicating sending the registration emails successfully

To distribute keycodes by individual student:

1. From the keycodes screen, locate the batch of keycodes to be distributed
2. In the Action column, click the Distribute link corresponding to the appropriate batch

   

3. On the Distribute Keycodes screen, select a term from the dropdown menu. All courses in the term will appear

   

4. To select specific students within a course, click the underlined number in the Not Invited (not registered) column that corresponds to the course in which the student(s) are located

   

5. On the Select Individual to be Invited popup, click the checkbox next to the name of the student(s) to select them
   or…
6. Use the search box to look for a student by name, ID, or email address

   

7. Once all selections have been made, click the Send Invites button to send registration emails to all selected users

   

8. A confirmation popup will appear, indicating sending the registration emails successfully

Sending Reminder Emails

Once a registration email has been sent, keycode managers can send reminder emails to users that have not yet registered their accounts.

To send a reminder email to unregistered users by batch:

1. From the keycodes screen, locate the keycodes batch containing the users to whom reminder emails will be sent
2. In the far right column, click Remind for the corresponding batch

   

3. On the confirmation popup, click the OK button

   

To send a reminder email to unregistered users by term or course:

1. From the keycodes screen, locate the keycodes batch containing the users to whom reminder emails will be sent
2. In the Action column, click the Distribute link corresponding to the appropriate batch
3. On the Distribute Keycodes screen, select a term from the dropdown menu. All courses in the term will appear

   

4. To select all students or faculty in the term, click the checkbox located in the far right column of the table headers
5. To select all students or faculty in a specific course or courses, click the checkbox in the far right column corresponding to the course or courses

   

6. Once all selections have been made, click the Send Reminders button to send reminder emails to all selected users

   

7. A confirmation popup will appear, indicating sending the registration emails successfully

Unassigning keycodes

Keycodes that have been assigned and distributed can be pulled back, or Unassigned. This is useful if a keycode was assigned to the wrong user, or if it’s determined after distribution that a user won’t need an account. A keycode can only be unassigned if it has not yet been used to register an account.

Additionally, when student keycodes are assigned and registration emails have been sent, students have 60 days to complete registration. If a student keycode remains assigned and distributed, but NOT registered for more than 60 days, the student keycode will become permanently assigned to that student, and can no longer be unassigned.

Faculty keycodes that have been assigned and distributed remain valid and re-assignable indefinitely.

To unassign a keycode:

1. From the keycodes screen, locate the keycodes batch containing the keycode(s) that will be unassigned
2. Click the underlined number in the Total Keys in Batch column corresponding to the batch

   

3. To select individual keycodes, click the checkbox next to the keycode(s) to be unassigned
4. To select all unregistered keycodes to a batch, click the checkbox next to Batch in the table headers
5. When finished selecting keycodes, click the Unassign button NOTE: The Unassign button is only visible if the selected keycodes are faculty keycodes or student keycodes distributed within the last 60 days

   

6. On the confirmation popup, click the OK button

   

Customizing the Registration Email

The invitation email users receive can be customized using the Customize registration email message link under the Keycodes menu.

Instructions are provided at the top of the window. Be sure to read them carefully, and keep in mind that items in brackets are required.

Renewing Student Accounts with Keycodes

LiveText does not allow keycodes to be distributed to students with existing accounts that have expired, however the Watermark support can renew accounts for you. To request this, please click Submit A Request and fill out the web form. In your message please include the following information:

• The name, username, or email address for each student whose account needs to be renewed
• The number of the keycode batch you would like to use to renew the account(s). You may locate the batch numbers by logging into your Keycode Manager account and going to Admin > Distribute and manage keycodes. The batch number will be displayed in the first column on the next screen

Once our support team receives your request we will renew the student's account using one of the available keycodes from the batch.