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School Admin: User Guide

Updated

Welcome to Fullmind!

We’re thrilled to partner with you in supporting student success. For over 10 years, our mission has been to make high-quality learning accessible, flexible, and impactful for students and families. With accreditation from Cognia—the same organization that accredits many of the top schools in the country—and a network of over 17,000 educators, you can trust that your students’ education is in great hands.

Why Fullmind?

Our team includes former principals, teachers, and school founders who understand what it takes to create meaningful learning experiences. We’ve designed our platform with schools in mind, providing tools to:
✅ Enroll and manage student accounts
✅ Communicate with Fullmind educators and students
✅ Track student progress in ongoing and pending classes
✅ Access and transfer instructional materials

Access the Fullmind LMS

The Fullmind LMS (Learning Management System) is your central hub for managing student accounts, tracking progress, and coordinating with Fullmind educators. Log in anytime to oversee student activity and ensure a smooth learning experience.

If you are interested in getting a quick onboarding guide tour of the Fullmind Learning Management System, please check out our School Admin Resource Center directly within our LMS.

Getting Support

We’re here to ensure a seamless experience with dedicated resources and support every step of the way. If you need assistance, here’s how to get help:

🔹 Support Center & Knowledge Base – Find answers to common questions and step-by-step guides in our Support Center.
🔹 Live Chat – Chat with a support representative in real time through our Live Chat. 
🔹 Email Support – Contact us at customersupport@fullmindlearning.com  for assistance.

📅 Support Hours: Monday–Friday, 8:00 a.m. – 6:00 p.m. ET

🕒 We offer on-demand support during weekends when sessions are scheduled.

Full & In Focus – What’s New at Fullmind
For the latest platform updates, new feature releases (like in-app LMS walk-throughs), partner spotlights, and upcoming events, check out our Full & In Focus newsletter.

We look forward to working with you and supporting your students' success!

Table of Content

Role and Permissions

School Admin

The Fullmind School Administrator plays a vital role in ensuring a seamless learning experience by managing user creation for both teachers and learners, enrolling students in their assigned courses, and overseeing key administrative functions within Fullmind. Schools and districts have the flexibility to assign multiple administrators, allowing both school-based and district-level personnel to oversee implementation and streamline operations effortlessly.. 

Key Action Items and Fullmind Deliverables

School Admin's Action Item Fullmind Deliverables
  • Management of Term Windows and Academic Years
  • Management of Days of No Instructions on Calendar via School Holidays
  • Add Users
  • Enroll Students
    • IEP/504/RTI/BIP
    • ESOL Scores
  • Provides student orientation
  • Matches student with qualified educator
  • Provides live stream instruction
  • Communication with School Admin & Teacher of Record
  • Gradebook and Exit Tickets

Note: Depending on your contract and program implementation, you and/or the Teachers of Record may be responsible for providing the scope and sequence, curriculum, and other instructional material for all subjects taught by Fullmind. This ensures that students' real-time online learning experience aligns seamlessly with their peers in brick-and-mortar schools.

Access Your Account

You should have received your account login credentials in your Welcome Email. If you haven’t received it, our Customer Support team is here to help! Simply reach out to customersupport@fullmindlearning.com with your first and last name, the email address for your school admin account, and your school or district affiliation.

Need to add more administrators? Any active school admin can easily create additional admins within the Fullmind LMS. For step-by-step instructions, check out the "How to Create a School Admin" section of this user guide

  • Use the URL https://lms.fullmindlearning.com/login to go to Fullmind. Please bookmark the URL for easy access.
  • Sign in with your login credentials, select ‘Forgot Password?’ if you need to reset your password. 

  • Once you are signed in, please reference our Getting Started section below to help you navigate our site.

School Admin Recourse Center

The School Admin Resource Center is a new feature integrated directly within the Fullmind Learning Management System. 
 
You'll be prompted to begin an onboarding guide tour of the Fullmind Learning Management System (LMS) upon logging into your account. The tour will guide you through basic navigation of the LMS, such as setting up your account, enrolling students, setting up attendance reports, and more!
 
You may start the tour immediately or leave it for later!
 

 

If you decide to leave the guide for later, you can always resume your progress by hovering your cursor over the "?" button at the bottom right of the screen, then click on the "Get Started!" option.

 

To find and search a list of all walkthroughs, go to the Resource Center pop-up menu, scroll down, and click "Fullmind LMS Resources". 

Within the next menu, you may scroll down the list of all walkthroughs, or search for a specific one!

 

Getting Started

This section outlines the essential steps to set up your account before adding users and courses. You'll discover how to:

Manage Academic Year and Term Windows

It is important to set your academic year and term windows before teachers and students begin using Fullmind: 

  • Click on the School tab from the left hand panel.
  • Click on the Terms tab and ensure your desired Academic Year is selected.
  • Click the ‘Add Term’ button to set up your term window. 
    • Note: Term Windows may not overlap.

How to Set Non-Instruction Dates

It is important to set up non-instruction days (such as holidays) in the Fullmind LMS that are observed by your school and district. Our scheduling system will bypass placing class sessions on the dates set by this process. To make things easier, we pre-load select holidays—including federal and commonly observed dates—for all our school and district partners. For Homebound Students, class schedules align with the district calendar unless otherwise specified by the school district.

Weekends: Sessions generally do not take place on weekends except when explicitly approved by the district and/or student’s family.

School Holidays: Sessions typically do not take place on School Holidays except when explicitly approved by the district and/or student’s family.

Snow Days: Instruction continues as scheduled if the district is on a snow day unless the district reaches out to notify Fullmind differently. For snow day cancellation, with the snow day is entered as a holiday in advance or a request of advance cancellation must be made, please see the How to Cancel and Reschedule a Session section of this user guide.

  • Click on the District tab from the left hand panel.
  • Click on the Holidays tab.
  • Click on the Add Holiday button to add any additional holidays for all students. 
  • You can also edit or delete any created holiday by clicking on the corresponding icon under the Action column.

User Management

This section contains the main tasks you need to complete to create and manage your users. You’ll learn how to perform the following:

How to Switch Account Types

These instructions are for users who have multiple types of accounts with different user roles or access to separate schools/districts. Each of these accounts has its own unique message inbox, so you may send and receive separate messages from either account (inboxes are not shared across accounts).

  • Click on your name at the top right hand corner.
  • Select the desired account under "Switch Account" that you would like to switch into.

 

Create Users

It is important to create the necessary student(s) that will be using the Fullmind platform for their course(s). There are two ways of performing this action:

How to Create a Student

  • Click Add from the left hand panel.
  • Click Student from the drop-down menu. This will take you to our Enroll Student form.

  • Complete all required fields on the form (indicated by a *) for the student.
  • Click the Save button on the bottom of the enrollment form.

How to Mass Enroll Students

  • Click Add from the left hand panel.
  • Click Mass Enrollment from the drop-down menu. This will take you to our File Uploader.
  • Click the link to download the upload template.
  • Fill in the template with the user details and save in CSV format.

  • Choose the completed CSV file, set a temporary password that will be given to all students on this file, and click the Submit button 
    • Note: Passwords must be at least 6 characters long.
  • Once you have submitted your CSV file, you will see notifications for each successfully imported student.

Import File Requirements:

  • All columns are required: Student First Name, Student Last Name, Student Email, Grade Level, Student Phone, Guardian Name, Guardian Email, School Rep Name, and School Rep Email.
  • Grade Level must be a valid format: Valid choices are Preschool, Kindergarten, First Grade, Second Grade, Third Grade, Fourth Grade, Fifth Grade, Sixth Grade, Seventh Grade, Eighth Grade, Ninth Grade, Tenth Grade, Eleventh Grade, Twelfth Grade, College Grade, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, C, or K.
  • School Rep Name should be the name of the primary school contact for the student.
  • The import does not accept apostrophes ( ' ) in the name and email field.

Password Management

All students will receive an activation email once they are created in the Fullmind LMS. This email will direct the student to “Activate Account” by resetting their password. For students that was created for 1:1 enrollments, Fullmind will email them a temporary password in the Welcome Email once the school admin has enrolled them into their course. For students that were created through our mass enrollment process, students can use the temporary password that was set during the file import in case they do not get an “Activate Account” email.

Once the student is signed into their Fullmind account, they have the option to reset their password by going to their profile. School Admins can also reset their passwords in the user profile, please see the How to Reset a Student's Password section of this user guide. The only exception to this ability of being able to reset a student's password is for our school and district partners that have integrated Fullmind with their Clever or ClassLink account to provide Single Sign On (SSO) access. 

How to Add/Update Student Contacts

Information for a student's guardian and school contacts can be added and updated within the Contacts tab of the student's profile. Alert messages can also be set to send to each contact for whether the student's class session is about to start, if the student is late, or if the student misses the class session entirely.

Click here to see instructions on How to Set Alerts for Student Contacts.

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  1. Click on the Contacts tab and then select the + Create New Contact button. This will take you to our Create New Contact form.
  • Each student is required to have a minimum of two contacts: one family contact (either parent, grandparent, or guardian) and one school representative contact before they can be enrolled in courses. 
  • Click the Create Contact button at the bottom to save each contact.
  • To edit or delete a contact, click the dots within the "Actions" column to the far right of the contact entry.

How to Add a Teacher of Record (TOR)

  • Click Add from the left hand panel.

  • Click Teacher of Record from the drop-down menu. Our Create new Teacher of Record form will appear.

  • Complete all required fields on the form (indicated by a *) for the TOR.
  • Click the Save button on the bottom of the enrollment form.

How to Add a School Admin

  • Click Add from the left hand panel.

  • Click School Admin from the drop-down menu. This will take you to our Add School Admin form.

  • Complete all required fields on the form (indicated by a *) for the school admin.
  • Click the Save button on the bottom of the enrollment form.

How to Edit a Student's Profile

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Update the student profile information.
  • Click Save Information on the bottom of the enrollment form.

IEP/504/RTI/BIP Plans at a Glance

Fullmind must adhere to The Family Educational Rights and Privacy Act (FERPA) and Individuals with Disabilities Act (IDEA) confidentiality procedures. Records transported must be secured to maintain confidentiality. Procedural safeguards shall be utilized to ensure that students’ SWD documents are safely stored.

Special Education Documents

  • These documents will be uploaded to the LMS by the School Admin.
    • Educators will receive access to all SWD documents on their LMS accounts

Missing IEP/504/RTI/BIP Plan for Students

  • If the LMS student record indicates a student with disabilities and the documents are missing, Fullmind will be unable to implement the student's current services, support needs, and accommodations. 

If a currently enrolled student becomes classified as a student with special needs, the School Administrator will need to update the student’s profile in the LMS accordingly.

  • We ask that schools forward documents as soon as possible in order to meet the needs of the student and to implement the student’s IEP/504 Plan with fidelity.
  • If the document is not yet created for the student that is newly classified, please notify the Academics department via email:

How to Upload an IEP/504/RTI/BIP Plan

  • Click Users from the left hand panel, this will take you to the User Management section.

  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.

  • Navigate to the Academic Details section and ensure that Yes is selected under the 'Does this student receive Services for Students with Disabilities?' section.
  • Select the document type(s) you wish to upload and then click on the “Choose File” button.
  • In the next window, locate the student's IEP, 504, RTI, and/or BIP Plan on your computer to upload the document.
  • When you see the file's name next to the choose files button, it has been successfully uploaded to the student's profile.
  • Click Save Information on the bottom of the enrollment form.

How to Select a Student's Native Language

Selecting the correct native language for your student is essential to ensuring they receive the tailored support and resources they need for a successful learning experience. By accurately indicating their language preferences and uploading any relevant documentation, such as Special Education or Local ELL Achievement Reports, you enable Fullmind to provide services, supports, and accommodations aligned with the student's unique needs. 

  • Click Users from the left hand panel, this will take you to the User Management section.

  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.

  • Navigate to the Academic Details section and ensure that Yes is selected under the 'Is this student a Multilingual Learner?' section.
  • Select the student's native language as well as upload any Special Education documentation or Local ELL Achievement Report so Fullmind can implement the student's current services, supports and accommodations.
    • Note: If you do not see the student's native language as a selection within the menu, select Other and type in the language before selecting Save.

  • If you do not see the student's native language as a selection within the menu, select Other and type in the language before selecting Save.
  • Click Save Information on the bottom of the enrollment form.

How to Reset a Student's Password

  • Click “Users” on the left-hand navigation panel, this will take you to the User Management page.
  • Search for your student's name or email in the respective search field, and click on their name below. This will bring you to their profile.
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Locate the Update password field on the right, enter a minimum 8 character password (preferably with numbers, special characters, upper, and lowercase letters for better security).
  • A pop-up will appear asking you to confirm the password, please make sure both passwords are identical in each field.
  • Once you have completed this process, an email will notify the user that their password has been reset. Please notify the student of the new password once you have completed this action.

How to View a Student's Schedule

  • Click “Users” on the left-hand navigation panel, this will take you to the User Management page.
  • Search for your student's name or email in the respective search field, and click on their name below. This will bring you to their profile.
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Schedule tab which mimics the student's dashboard calendar, where you can choose between week, month, day, agenda, and schedule views.
    • Note: if any sessions are rescheduled outside the standard weekly schedule, they will appear within the other calendar views.
  • To copy the student's weekly schedule, scroll to the bottom of the Weekly Schedule page and click the Copy Schedule button.

How to Set Alerts for Student Contacts

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Contacts tab and then enable whichever text alert each contact should receive.
    • Session Starting Text: Receive a text alert 3 minutes before the scheduled session starts.
    • Late Session Text: Receive a text alert 3 minutes after the session has started, and the student has not joined.
    • Missed Session Text: Receive a text alert after the scheduled session has ended, and the student was not in attendance. 

How to Roll Student Grade Levels Up in Mass

  • Click Users from the left hand panel, this will take you to the User Management section.
  • To the right of the page, click on the Mass Roll Grade Levels button.
    • Warning: this action is irreversible and can only be completed once an academic year!
  • Click Yes, Roll Up to mass all active students up one grade level. Note: This step cannot be reversed unless you edit the individual student account grade level. 

Course Management

This section contains the main tasks you need to complete to create and manage your courses. You’ll learn how to perform the following:

How to Enroll a 1:1 Student into a Course

  • Click Users from the left hand panel, this will take you to the User Management section.

  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and select Add course before choosing the New Course option in the dropdown. This will take you to our Course Enrollment form.
  • If the "New Course" button is not clickable, it means the student needs two contacts added to their profile before enrollment can begin.
    • Once the two contacts have been entered, you may return to the Courses tab to resume the enrollment process.
  • Enter the Course's Start and End Date for the Program field to be enabled for further selection.
    • Please allow a few days for staffing and scheduling before the proposed start of course instruction.
  • Enter the total hours a week the student is expected to complete for this course.

    • The displayed Total Hours amount is calculated based on the length of the course and hours a week entered above. You can adjust the Course's end date or hours a week to change the total hours. 

  • Select the Program name from the pick list that this course will be associated with.

    • NOTE: Please contact your Fullmind Partner for help if the desired program is missing. You can still proceed with completing the form and submit it for staffing. Once the Program is available, our Fullmind staffing team will tie the correct program to the student enrollment on your behalf. 

  • Enter the course details such as the subject and course name as well as services such as instruction type and the student's place of learning.

  • Select yes or no for each question regarding specific educator requirements and whether you are open to out-of-state educators if staffing gets delayed.

  • NOTE: The options for selecting an educator certified to teach students with disabilities as well as if a live interpreter or bilingual educator is dependent on the program. If you did not select a program or these services are not included with program you have selected, please connect with your Fullmind Partner for assistance.

  • Assign the Teacher of Record (TOR) for this assignment and select the level of engagement that they will be able to provide to our educator.
    • If the TOR is already in the system, you can search for them by typing in their name.
    • The Teacher of Record is the school's main contact for the course. They help support student success by sharing updates, materials, and context with educators as well as helping to ensure student attendance in Fullmind courses.

    • If you would like to add a second TOR, click on the "+ Add Another Teacher of Record" link. 

    • To create a new Teacher of Record, select Add New Teacher of Record. This will take you to our Create Teacher of Record form. 
    • NOTE: Once the new TOR's info has been submitted, it may take a moment for their name to appear when you search for them. The system is creating their profile and sending them an account activation email (inform them to look out for this email and check their spam).
       
  • OPTIONAL: You can share further course information with the educator to be staffed on this assignment with our Instructional Notes to the Educator Field as well as upload any instructional materials ahead of time. You may also add any specific notes regarding the staffing requirements or student's schedule to the Notes of Staffing Team field.
  • Now you are ready to submit the course! If you do not know the student's schedule, proceed by selecting No and then the Create Course button to finalize the enrollment form for staffing.

     
  • If you would like to program the student’s exact schedule, proceed by selecting Yes and then the Create Course & Set Schedule to proceed to the weekly scheduling menu.

Creating the Student's Weekly Schedule

  • Click the set hours box below each day you want to schedule to determine the start and end time of each class session. This is important if the student has a different schedule for specific days of the week.

    Otherwise select the days of the week you want to schedule first and then choose the set hours box under the all column to set the start and end time for sessions on each selected day all at once. 

  • You can confirm if you have finished scheduling all available hours for the week if you see a zero under the Add more hours field. Click Save on the bottom right of the scheduling form.

How to Duplicate a Course

You can duplicate any student's course within the courses tab in their profile using the following instructions! This feature duplicates almost all the details and options specified within the original course and recreates them in a new course except for the subject, course name, and TOR. It will also request whether you would like to set your own schedule for the student before completing the form. 

  • Click Users from the left hand panel, this will take you to the User Management section.

  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and select Add course before choosing the Duplicate existing course details option in our dropdown.

  • This will take you to our Duplicate Course Details form where you can select the original course in which you wish to duplicate from.
  • NOTE: You can also click the Duplicate Course Details option within the actions menu associated with the desired course you'd like to have duplicated.

How to Enroll Students into a Group Course

Before enrolling students into a Course, please connect with your Customer Success Manager to provide your Group Course details. Once the Group Classes are built in the LMS by the Fullmind team, you can move forward with the below steps.

  • Click Courses from the left hand panel, this will take you to the Course Management section.
  • Search for your group course by either typing in their Course ID or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • You can use our Delivery Type filter and select group to only see the group courses.

  • Locate the group course you wish to enroll students into and then select the ... under the Actions column before selecting Edit Roster. This will take you to our Edit Roster form.
  • Select the students by checking the boxes to the left of their names.
  • Click on Show filters for a more in-depth search of your students.
  • Click on the orange bottom center arrow to pull them over.
  • Once you have chosen your students, you will see them on the Enrolled Students table to the right.
  • NOTE: If you need to remove any students from this group course, select the students by checking the boxes to the left of their name before clicking on the orange top center arrow to move them back to the unenrolled students list.
  • Click the Save button to complete the enrollment. Students are now ready to attend their sessions.

How to Change Teacher of Record on a Course

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and select the Course ID you wish to change the TOR. This will take you to our Course Details page.
  • On the enrollment form, click on the current TOR's name, and select the new TOR's name

  • To create a new Teacher of Record, select Add New Teacher of Record. This will take you to our Create Teacher of Record form. 
  • NOTE: Once the new TOR's info has been submitted, it may take a moment for their name to appear when you search for them. The system is creating their profile and sending them an account activation email (inform them to look out for this email and check their spam).
  • If you would like to add multiple TORs you can do so be clicking on the "+ Add Another Teacher of Record" button below the first TOR.

How to Add Hours to a Course

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and select Course ID you wish to add hours. This will take you to our Course Details page.
  • Click on the Hours and/or Minutes field and change them to the desired values. Then click save at the bottom of the page to finish the process.

How to Extend a Course's End Date

Extending a course end date ensures that an ongoing or unfinished course schedule can continue without interruption. This is particularly important for maintaining consistency in learning and avoiding the need to create a new course unnecessarily.

Key Points to Consider

  • Benefit: Extending the course end date allows you to keep existing schedules intact, preserving educator and student access to important materials and ongoing class sessions. This helps avoid disruptions and ensures a seamless continuation of the course.
  • Disadvantage: If overlooked, failing to extend the course end date can result in sessions being canceled prematurely, requiring additional effort to reestablish schedules or recreate the course.

Extending a course's end date will automatically calculate how many more hours to add to the course by taking the hours per week into account.

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and select Course ID you wish to add hours. This will take you to our Course Details page.
  • Click on the “End Date” field and type in the new date or click on the calendar icon to select the date from the calendar display. Click save at the bottom of the page to finish the process.

School Admin Course Extension.gif

  • When you extend a course's end date, Fullmind will contact the student's current educators to confirm if they can continue until the new end date. 
  • If they can, Fullmind will update the schedule with the additional class sessions. If not, Fullmind will begin assigning a new educator to meet the new end date requirements.

How to Cancel a Course

When you cancel a course, all associated class sessions are automatically canceled as well. This action may help free up schedules or address organizational changes, but it also has potential drawbacks, such as disrupting planned activities or causing confusion for educators and students.

If you cancel a course by mistake and need to reschedule, please contact our Customer Support team for urgent assistance.

  • Click Users from the left hand panel, this will take you to the User Management section.
  • Search for your student by either typing in their name or using our filters (indicated by the funnel icon to the left of the Search by name... field).
  • Once you have located the student, you can either click on the student's name or you can click on ... under the Actions column before selecting Edit Profile.
  • Click on the Course tab and locate the course you wish to cancel.
  • Click on ... under the Actions column before selecting Cancel Course. This will take you to our Cancel Course form.
  • You will need to select a reason for the cancellation before you can move forward with cancelling the course.

Session and Data Management

This section contains the main tasks you need to complete to monitor the sessions and oversee the Fullmind implementation within your school and/district. You’ll learn how to perform the following:

How to View Sessions

Each class session has its own individual session details page. These pages include detailed information regarding attendance, exit tickets, and links to session files uploaded by our educators as well.

  • Click Sessions from the left hand panel, this will take you to the Sessions Overview section.

  • Search for your session by either typing in their ID or using our filters (indicated by the funnel icon to the left of the Search by name... field).

  • The “Status” column will display the session status:
    • Upcoming = sessions that are upcoming in the future that have not been launched by the educator yet.
    • Live = sessions that are currently live because the educator has launched the session.
    • No show = the session's end time has passed and the educator never launched the session.
    • Completed = the educator launched the session and the educator has ended the session or the scheduled session end time has passed.
    • Missing = an educator has not launched the session at any time between its scheduled start and end time.
  • To check if a student has attended a session, click on the orange Session ID on the left to bring up the Individual Session Details page.
    • NOTE: For our 1:1 sessions, you can also see the student's entry time and exit time on the Sessions Overview table.
  • Here is an example of an individual session's detail page. From here, you can view class information including the following:
    • Class information and Session Files is displayed on the left. Session files may include lesson materials, downloaded slides from the virtual classroom with student annotations, or any other files of completed student work. 
    • Exit Ticket is displayed on the right.
    • The pertinent user's time and exit ticket score on the bottom. You can check the Entry, Exit, and Minutes columns at the bottom of the session's detail page to see when the student entered the session, exited the session, and the total number of minutes they attended within the session.
      • NOTE: In this table, you can also find the "Async" column that specifies if the student watched the session recording.

 

How to Join a Live Session

  • View upcoming classes on the right-hand side of your Calendar (located within your Dashboard) and click the "Join Class" button.
  • The educator will launch the session when it is scheduled to start. In this picture example, you would be able to join at 01:30 PM ET after the educator has joined.

How to Enable Your Microphone

  • Once you have joined the live session, you will see an Audio Choice giving you two options. You can either choose to join the audio with a mic or be listen only.
  • If you want others to hear you, select the option for Microphone and allow the site to have permissions to access this device. 
  • If an educator has launched the session, you will automatically be admitted upon the session’s start time.
  • You will see a confirmation that the system is "Establishing audio connection" once selected.

  • If you are in the session and do not have an indicator next to your emoticon in the users list, you are not connected to the audio. Try refreshing the browser to engage the audio chooser.
     

  • When you select microphone, your browser will prompt you for permission to access your microphone. Be sure to select Allow.
     

How to Enable Your Camera

  • Once you have joined the live session, click on the webcam button located at the bottom center of the presentation area.

  • The browser permissions will usually appear in the upper right-hand corner of the browser; be sure to select allow.

  • Once you have allowed the browser access, you will have to choose the device and share.
  • If you have more than one webcam device connected, you may need to select the default device from the drop-down menu. You can also choose the picture quality before selecting share.

How to Cancel and Reschedule Sessions

To cancel scheduled services without penalty, written notice must be provided at least one full school day (minimum 24 hours in advance). Late cancellations will be billed to your school or district, and the educator will be compensated as originally scheduled. Missed sessions may be rescheduled for an additional fee, subject to mutual agreement between both parties.

  • We will not be able to cancel a class session via chat. If you chat about canceling a class session, we will ask you to email customersupport@fullmindlearning.com with a message containing the date, time, and subject of the class session you wish to cancel between the business hours of 7:00 am EDT and 6:00 pm EDT Monday - Friday.
    • In this email, please include as many days and times the student is available to reschedule the class session so we can work with the educator on setting up a rescheduled class as soon as possible. 
  • If a cancellation by a parent, guardian, or school is not made 24 hours prior to the class, then the class will occur, and the Educator will leave a mini-lesson for the student to review at a later date and time.
    • Students are responsible for all material covered during the mini-lesson and any assignments given during the missed session.

If a student needs to reschedule session times for a previously canceled session, a parent, guardian, or school admin must let Fullmind know by emailing customersupport@fullmindlearning.com.

Please note that a student, parent, or guardian can only cancel or reschedule a 1:1 session as group classes may only be canceled or rescheduled by a school administrator.

How to View and Export Exit Ticket Data

What is an Exit Ticket?

Exit Tickets are intended to assess a student's progress toward the session objectives through formative assessment. Exit Tickets will allow the Fullmind educators to publish a question for students to answer after every session. Then, educators can score the students' responses.

Why is this important?

For the first time ever, schools gain instant access to actionable, real-time student data after each session! Teachers of Record and Fullmind Educators can use these insights to adjust lesson plans and tailor instruction to better meet the needs of each student.

School Admins also have full visibility into Exit Ticket data—allowing them to track and evaluate student progress across sessions. With the ability to export student scores, view individual responses, and assess alignment with learning standards, Exit Tickets provide a comprehensive picture of student achievement. All of this is easily accessible within the LMS. See how it works with the steps below!

  • Click on “Users” on the left-hand navigation panel, this will take you to the User Management section.
  • Search for the student by either clicking on the "Search by name" or “Search by email” field and type in their information, then click on their name to view their profile.

  • Click on the "Scores" tab.
    • You can use the filters to find the scores for a specific class as well as view the session data on this page.

  • Click the "Export Data" tab to download an Excel Spreadsheet of the session's scores.

 

NOTE: The Export Data function will default to opening as a Microsoft Excel Spreadsheet. If you don't have Microsoft, Drag and drop into a Google drive and open it in Google Sheets.

Additionally:

  • You can set a date range based on your school or district's progress monitoring needs or marking periods
  • You can click the Session ID to the left to view more session details
  • You can click on the "See Details" tab to the right to view the Exit Ticket details
  • Note: Educators will still share other assignments and assessments in their regular communications

How to Obtain Grades

Course Gradebooks are completed at the end of each marking period as determined by the school admin. Until the Academic School Year and Term Dates are set up, our educators will be unable to submit gradebooks until grading terms dates are set within the LMS. Gradebooks apply for any credit-bearing services (Homebound, Credit Recovery, and Whole Class Instruction) for both 1:1 and group services. Our gradebooks include scores for Formative (exit tickets, class work, class discussion, group work) and Summative (final projects, unit or final Assessments, final presentations) assessments. The district can decide if our gradebooks are used to determine the student's final grade or if the final grade should be determined by Teacher of Record(s) based on the student's progress.

  • Click on "Courses" on the left-hand navigation panel to view a list of all courses for students enrolled in both our 1:1 and group services.

  • Use the table filters to search for any specific course.
    • You can also use the filters to drill down to all required gradebook(s).
  • Click on the orange book icon 📙 located on the far right of the page to view the course's gradebook.
  • Here is a key indicating each gradebook's status:

  • Click on the Gradebook icon to see the completed grades.
    • NOTE: Gradebooks will only prompt the educator when the term windows are setup. Please check that your term windows are setup if you do not see the gradebook.

  • Click the caret "^" to expand a minimized grading term entry.
    Click the three dots to the right of each term entry to view the Session or Score page.

  • You may export the Gradebook data by clicking the "Export All Data" link located on the far right of the Gradebook.

This version of the Gradebook will include scores for both Formative Assessment and Summative Assessments, which should be used to calculate an overall letter grade and a space for any comments you would like to share with the school.

 

Formative Assessment: Data gathered throughout the course to evaluate the status of student learning. This may include:

  • Exit Tickets
  • Class Work
  • Class Discussion
  • Group Work

Summative Assessment: Data gathered at the end of a unit or course to evaluate how much a student has learned. This may include:

  • Final Projects
  • Unit or Final Assessments
  • Final Presentations

**Educators may choose to assign different percentage weights to the named categories to best align with the grading practices of the partner school.

How to Obtain Student Attendance

The attendance tab offers a customizable overview of your student's attendance. You can even set up a custom report that will remain saved within the Attendance tab, and set up custom email subscriptions to receive regular attendance updates straight to your inbox!

  • Click on the Attendance Tab on the left-hand navigation menu.
  • Click "More Filters>" to expand more options to customize and filter the details displayed on the report.
  • The Columns filter allows you to add and remove different types of data to the report.
  • Click the "Blue Export Data" button at the top right of the screen to download a spreadsheet file of your report.

Saving a Custom Report

Set up a custom report view and regular email attendance reports with these instructions!

  1. Set the filters, and add columns for the desired report that you would like to save.

  2. Click the orange "Actions" button to the right of the page, click "Save as a custom report", and click "Save".
     

    • This report will now appear as a separate tab next to the "Default View", we named ours "Monthly Report".
       

The "Actions" button will display new options while viewing your custom report. Remember to click "Update filters" whenever you would like to save changes made to your custom report.

 


 

View attendance on custom rolling dates

  • To create a custom report for specific days, click the Date Range filter, select Custom, then choose the Rolling tab.
  • Select the desired days of the week and click Apply.
             

Setting Up Custom Attendance Report Email Subscriptions

Attendance report email subscriptions can only be set up for custom attendance reports!

  1. After creating your custom report as detailed in the previous instructions, click the "Actions" button, and click "Email subscription".
     

  2. Set the days of the week, and time of the selected days you would like to receive the attendance report, and click "Save".
    • Add additional email addresses to share this attendance report. Recipients will receive a secure download link for the report that will expire in three days, with no LMS account required!
  • Return to this window if you would like to update the frequency of, or unsubscribe to, the custom attendance email reports.

**Please Note: Report scheduling takes up to 24 hours to process. If you schedule a report for today, it will begin sending on the next selected day. 

Reports for Additional Email Recipients

If you've added additional email recipients who do not have an account on the Fullmind LMS, they will receive an email with a link to download the custom report that will expire in three days for security purposes. 

Recipients must copy the unique "Report Password" below the "DOWNLOAD REPORT" button, and paste the password into the page that the button will redirect them to.

Here's an example of the custom report email received by additional recipients:

Copy the unique password into the field in the export report page, and click the "Export Attendance Report" button to receive a spreadsheet file of the custom report.

 

How To Enable/Disable Weekly Attendance Report

  • Click on your Profile tab.
  • Locate the “Send attendance reports” check box.
  • Check/Uncheck the box and click “Save”.
  • BE SURE TO CLICK “SAVE”

Every Friday, Fullmind will send you a weekly attendance report containing the previous week's attendance.

NOTE: Uncheck the box to opt out of receiving the weekly reports.

Tip: How to expand all columns in Microsoft Excel

Select the column or columns that you want to change. Go to Home > Cells > Format. Under Cell Size, select AutoFit Column Width. Or, click any cell within the file, press CTRL + A, then CTRL + A again to select all cells. Then double-click the vertical border between any 2 of the selected columns at the very top.

Easily-expand-column-width.gif

How To Find Student Assessment Data

Fullmind currently supports integration with iReady Assessment data. If you would like to make this data available to us and our educators, please reach out to customersupport@fullmindlearning.com first before you are able to follow the instructions below to locate your students' assessment data.

  • Click “Users” on the left-hand navigation panel, this will take you to the User Management page. 
  • Search for your student's name or email in the respective search field, and click on their name below.
  • Click on the Assessments tab. If there is any Math and ELA assessment data, they will be available in the tabs below.

Assessment Data Columns

Both Math and ELA tabs will have similar columns:

  • Rush Concerns - Indicates likelihood a student rushed through their diagnostic. Listed below are the different types of flags.
    • No Rush Flag - No rush concerns. The student's score likely matches with their true skill level.
    • Yellow Rush Flag - Student may have rushed through the Diagnostic. The student's score may be lower than their true skill level.
    • Red Rush Flag - Student rushed through the Diagnostic. The student's score is not likely to be accurate of their skill level.
  • Overall Scale Score - The score the student achieved on the Diagnostic.
  • Mid On Grade Level Scale Score - Target Diagnostic score for the student based on their chronological grade level.
  • Overall Placement - The student's overall grade-level placement based on the scale score. This shows absolute placement, or the actual grade level associated with the scale score, and indicates Early, Mid, and Late placement for students performing on grade level.

Integration Management

This section contains the main tasks you need to complete in order to setup and manage a data integration with Fullmind. You’ll learn how to perform the following:

Clever Integration Guide

Fullmind now integrates with Clever for schools and districts, enabling streamlined user roster management by securely synchronizing data from different Student Information Systems (SIS) into Fullmind. This ensures up-to-date rosters throughout the school year and provides Clever single sign-on (SSO) access to students and teachers using Fullmind.

How to Set Up Our Fullmind + Clever Integration

  • Request the Fullmind Application in Clever
    • Your Clever District Admin can request to share data with Fullmind through their Clever dashboard. 
      • Note: If your school district does not currently use Clever, please have your District SIS Admin connect your SIS with Clever first before setting up an integration with any applications.
      • If you are new to Fullmind or wish to learn more about our solutions, you may contact Fullmind customer support at customersupport@fullmindlearning.com, or Chat with us.
  • Setting Up the Sharing Rules
    • Once we have identified the desired users that will be managed via the integration, the Clever District Admin will need to set up the sharing rules in order to share their SIS data to our application.
  • User Accounts in Fullmind
    • If your school or district is new to Fullmind or you wish to start the integration with clean data and accounts, we can have Clever populate new user accounts for your shared students and teachers.
    • Alternatively we also offer a matching process to connect existing Clever users with their current Fullmind profile if you wish to keep any existing user data.
  • Automated Daily Syncs
    • Once the initial setup has been completed and the integration has been launched in Clever, your user rosters will be automatically managed with our daily data syncs with Clever. In addition, Clever single sign-on (SSO) will also be immediately available to your end users within their Clever dashboard for quick and convenient access to Fullmind.
    • Please refer to the Fullmind LMS Integration Guide below on how to manage your integration in the LMS.

ClassLink Integration Guide

Fullmind now integrates with Classlink for schools and districts, enabling streamlined user roster management by securely synchronizing data from different Student Information Systems (SIS) into Fullmind. This ensures up-to-date rosters throughout the school year and provides Classlink single sign-on (SSO) access to students and teachers using Fullmind.

How to Set Up Our Fullmind + Classlink Integration

  • Request the Fullmind Application in Classlink
    • Your Classlink District Admin can request to share data with Fullmind through their Classlink dashboard. Please make sure to enable the data connection for our application within the Roster Server. 
    • Note: If your school district does not currently use Classlink, please have your District SIS Admin connect your SIS with Classlink first before setting up an integration with any applications.
      If you are new to Fullmind or wish to learn more about our solutions, please contact our Customer Support team at customersupport@fullmindlearning.com or refer to our Support Site at https://fullmind.zendesk.com/hc/en-us.
  • Setting Up the Sharing Rules
    • Once we have identified the desired users that will be managed via the integration, the Classlink District Admin will need to set up the sharing rules in order to share their SIS data to our application.
  • User Accounts in Fullmind
    • If your school or district is new to Fullmind or you wish to start the integration with clean data and accounts, we can have Classlink populate new user accounts for your shared students and teachers.
    • Alternatively we also offer a matching process to connect existing Classlink users with their current Fullmind profile if you wish to keep any existing user data. the matching value is the student email address.
  • Automated Daily Syncs
    • Once the initial setup has been completed and the integration has been launched in Classlink, your user rosters will be automatically managed with our daily data syncs with Classlink. In addition, Classlink single sign-on (SSO) will also be immediately available to your end users within their Classlink dashboard for quick and convenient access to Fullmind.
    • Please refer to the Fullmind LMS Integration Guide below on how to manage your integration in the LMS.

LMS Integration Guide

Once the integration has been launched, your SIS data will be available to manage in the Fullmind LMS. Follow the steps below to manage your data:

Step 1:

Create new integrated users in the LMS via our Import Users tab:

  • Select the students you would like to create as new users in Fullmind.
  • You can use the filters to drill down your search.
  • You can use the View Selections button to preview your selected students.
  • Once you have selected the students you would like to create in the LMS, click the Create Students button and click Confirm.
  • You can view your newly created users in the Users tab.
  • A checkmark in the Integration column indicates the user is syncing with the integration.
  • Once a user is integrated and appears in the Users tab, they can be enrolled into a course and access Fullmind through SSO.

Step 2
Merge existing users to sync with the integration in the LMS via our Merge User tab (useful for keeping historical data): 

  • Select a student on the LMS users table to the left and match them with their account on the Integration users table to the right. Then scroll to the bottom and click the Merge button
  • You can use the filters to drill down your search.
  • You can view your newly merged users in the Users tab.
  • A checkmark in the Integration column indicates the user is syncing with the integration.
  • Once a user is integrated and appears in the Users tab, they can be enrolled into a course and access Fullmind through SSO.

LMS Platform Technical Requirements

To guarantee uninterrupted access to the Fullmind platform and all communications, it’s essential to whitelist our domains and URLs. This ensures that students and staff can fully engage with our platform without connectivity issues.

This guide outlines the technical requirements needed for a smooth experience on Fullmind. Please share this information with your school or district’s IT team responsible for managing network settings, hardware, and security policies for online learning programs.

🔹 Want to test your connection? You can check your access to the Fullmind Virtual Classroom powered by BigBlueButton before joining a session by initiating a demo session here.

Domain Details: 

To make sure students and staff never miss crucial emails (like schedules, attendance, and updates) and can access the platform, please ensure your system unblocks our domains.

Please allow our primary domain @fullmindlearning.com as well as the wildcard domains *.fullmindlearning.com and *zendesk.fullmindlearning.com.

Device & Browser Checklist

Any desktop, laptop, or Chromebook bought within the last three years should work perfectly! Here are the minimum specs:
  • Processors:
    • Laptops/Desktops: At least a 2+ GHz processor (e.g., Intel Core i5, i7, i9, or Apple M1).
    • Chromebooks: At least a 1.5+ GHz processor (e.g., Intel Celeron).
  • Memory: 4–8 GB of RAM.
     
Device Browser Version Note
Desktop/Laptop Chrome, Firefox, Edge Latest IE and legacy EDGE browsers are not supported.  
Mobile iOS (12.2+) Safari Mobile Latest
 
Mobile Android (6.0+) Chrome Mobile Latest
 

 

Network & Port Settings

Bandwidth: We recommend at least 1.0 Mbps upstream and 2.0 Mbps downstream for concurrent users. You can easily test your speeds at speedtest.net

Port Settings

Users need to be able to make the following network connections:

Protocol    Port(s)    Description

TCP/IP         80            HTTP

TCP/IP         443          HTTPS

UDP     16384-32768    Encrypted WebRTC audio, video, and screen share media stream (DTLS-SRTP)

Note: If a firewall blocks UDP, media will safely "tunnel" through port 443, though strict rules on 443 may cause performance issues.

Mobile Device Settings

Students can absolutely access Fullmind on the go using the latest versions of Safari Mobile (iOS 12.2+) or Chrome Mobile (Android 6.0+).

For data network, we recommended 4G LTI for best results or minimum 3G network to use audio, view presentation content, and receive screen sharing.

For connection via wireless, we recommend private versus public networks.

For device settings, we recommend reducing device usage while connecting to the Virtual Classroom; close applications that may run in the background and reduce browsing activities.

Note: Screen sharing is not supported on mobile devices. If a student needs to present or share their screen, they must use a desktop, laptop, or Chromebook.

Need additional help?

Return to the School Admin Support Site

Contact Fullmind: Click Here

Fullmind Chat: Click Here

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