Mobile Manager

Mobile Manager in 60 Minutes

Introduction

Lightspeed System’s Mobile Manager is a MDM (Mobile Device Management) solution designed specifically for schools.  Mobile Manager makes it easy to manage devices distributed throughout your district and to maximize their educational benefits. Mobile Manager puts the control in your hands, allowing you to set custom settings, manage users and devices, push apps and books to user devices, and run in-depth usage reports.

Mobile Manager can be easily accessed through the Launch dashboard. Launch is the single launchpad to any Lightspeed Systems product. You can access Launch through https://launch.lightspeedsystems.com.

Signing In

Follow the steps below to log in to your Launch account.

launchloginoptions

Your school organization has likely made logging in easier by integrating with your email platform or your school network directory–so you won’t have to memorize yet another set of login credentials to access this site.

To sign in with your Google or Office 365 credentials, click the appropriate link and use the Google or Office 365 email address associated with your school login.

loginwithgoogle

MMo365auth

To sign in with your school network or Lightspeed credentials, click Lightspeed Systems

  • 1. Type the first few letters of your district name to start searching, then click to select your school from the search results.
  • 2. Enter your school username and password, then click Sign In.

Login

You are now logged into Launch!

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Signing Out

Sigining out is as easy as clicking Sign Out.

To end your login session, just click Sign Out (in the upper right).

signout

Accessing Launch

To access Mobile Manager, navigate to your Launch dashboard and click on Mobile Manager.

Please note that all lessons in this course will focus on Mobile Manager for Admins. Please see our Mobile Manager for Teachers course for a brief overview of using Mobile Manager as a teacher. 

 

*Your Launch dashboard will vary depending on which services you have.

This will take you to the Mobile Manager Admin dashboard. The Mobile Manager Admin dashboard provides a graphical summary of your users, devices, groups, and apps.

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The dashboard provides a wealth of information, including:

  • Users By School (top left)
  • Groups By School (top right)
  • A breakdown of schools, groups, and devices (bottom left)
  • A breakdown of recently added apps and devices (bottom right)

 

You can use this information as a quick overview of your entire organization.

Inheritance and Hierarchy

Before you learn how to navigate Mobile Manager, you need to understand how it functions. Mobile Manager is set up the same way your educational institution is set up, in a hierarchical fashion, which is part of what makes it such a powerful solution for schools. The top level is your Organization, followed by your Groups. Setting up your devices in this way gives you the most flexibility to configure your settings to work the way your organization works, allowing smaller groups down the hierarchical tree to be configured especially for their needs without affecting other groups.

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In our demo environment, Bennetville ISD is the Organization. Under the main organization we have several groups, each composed of a different school. We highlighted the Organization in red and the schools, which are our Tier Two groups, in green below.

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Within each school, there are further groups. For example, Lake Middle School has groups for individual classes, such as a English, Spanish, and Social Studies, as well as a dedicated group for IT Students and one for Staff. These groups are Tier Three groups, proceeding Tier Two (Lake Middle School) and Tier One (Bennetville ISD.)

These unique groups allow us to assign different settings (policies) to different groups based on the needs of the particular group. For example, we can give individuals within the Staff group less restricted access to various functions. This allows us to assign a certain set of more restrictive policies to students and another set of less restrictive policies to staff. You will learn more about policies in following lessons.

The following screenshot shows the breakdown of Lake Middle School within our demo environment. The Tier Three groups (individual classes and the staff group) are highlighted in green. The current Tier Two group (Lake Middle School) and the Tier One organization (Bennetville ISD) are highlighted in red. The group in which you currently are will always show in large font size on the upper left corner of the Mobile Manager interface, where “Lake Middle School” currently shows in the screenshot.

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The following setup pushes us further, into the Tier Four group, English. In this case, you can see the Tier Four group (Honors) highlighted in green, while the Organization, Tier Two group Lake Middle School, and the current Tier Three group English highlighted in red. You can always know where you are within the Mobile Manager interface by referring to this hierarchical navigational structure.

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With the hierarchical setup, Mobile Manager sets policies via inheritance. By default, when you configure a setting, it automatically applies the setting to all the child groups beneath it. This allows for rapid configuration across your district, while still remaining agile, allowing individual groups to set up their own policies. In other words, all settings (policies) that you have set for your Tier One group (Bennetville ISD) will automatically apply to all tiers under in (in this case, to Tier Two groups, which are the different schools, and all Tier Three groups, which, in the case of Lake Middle School, are the various classes and the Staff group.) Just because policies are passed down from one tier to the other does not mean that each tier absolutely has to follow the policies of the previous one. You can assign individual policies to individual tiers that will override the inherited policies.

The following example illustrates the concept of inheritance.

Currently, we have the camera policy within Bennettville ISD, the Tier One organization, set to Off. (Policies will be explained in detail in Lesson 6.)

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As a result, the policies in all Tier Two groups (and those in every following tier), are automatically set to have the “Allow use of camera” settings to Off, inheriting the settings from the Tier One group.

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Every single group within every single tier under each Tier Two group will also inherit this setting.

 

Prerequisites

Supported Operating Systems

(The newest the better since each new version comes with new features.)

iOS

  • iOS 5
  • iOS 6
  • iOS 7
  • iOS 8
  • iOS 9

Note: Some policies require iOS 6, iOS 7, iOS 8, or iOS 9 and higher. These requirements are documented on the Policies section.

Android

  • Android 4+
  • Kindle Fire (running Android)

Windows

  • Windows 8.1
  • Windows 10

OS X

  • OS X 10.7 Lion
  • OS X 10.8 Mountain Lion
  • OS X 10.9 Mavericks
  • OS X 10.10 Yosemite
  • OS X 10.11 El Capitan

Chrome OS

  • Chrome OS v45+

Supported Browsers

  • Chrome 22+
  • Firefox 27+
  • IE 11+
  • Microsoft Edge
  • Opera 12.18 +
  • Safari 9+

Required Ports

For a list of the ports that need to be open, see the following article.

 

Navigation

Mobile Manager is exceptionally simple to navigate.

Use the left navigation bar to navigate within different tiers. Simply click any tier and Mobile Manager will show the groups within that tier. Click on any group, and Mobile Manager will open that group and show the groups within that particular tier. You can return to a previous tier or group by simply clicking it. You can return to the Mobile Manager dashboard by clicking the Mobile Manager button on the top of the navigation bar.

The following video briefly demonstrates how to navigate Mobile Manager. In the video, we will navigate through the tiers of Bennettville ISD and will then return to the dashboard.

 

As you probably already noticed, the main screen of Mobile Manager corresponds to the particular group you are in. The following image illustrates the main interface of Bennettville ISD, the Tier One organization. Before we go over the interface elements, we will show you how to navigate the interface, as it has its own navigational structure. Each Mobile Manager group has its own various categories. These include settings (Policies and Timed Policies), content (Books, Apps, Devices, and Users) and reporting function (Reports). Within each category, there are additional sub-categories which will be discussed later on.

The following image shows the various categories within our Tier One Bennettville ISD organization. Each category has its own sub-categories. In this case, we have the first category, Policies, open and you can see the various sub-categories within it. You can navigate these sub-categories by simply clicking them. Clicking each sub-category will open its options on the right where you will be able to toggle various settings.

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The following video demonstrates how to navigate categories within Mobile Manager.

 

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Groups

Before you assign policies, enroll devices, and add users to your Mobile Manager, you will need to create groups. As you recall, Mobile Manager functions in a hierarchical structure. Make sure that you know the exact setup and configuration you wish to have for your organization before you start adding groups. As previously discussed, we chose to have our different schools as our Tier Two groups and classes within each school as our Tier Three groups. Deciding how to set up the groups in your organization is up to you, just remember that each child group inherits the policies of the group above it. It may prove prudent to organize your Mobile Manager groups by a similar hierarchy to how groups and classes are organized within your school. You will always have the option to add, edit, or delete groups in case you wish you change the way your groups are organized.

You can navigate between groups by using the navigation bar in the left-hand navigation panel, as discussed in Lesson 2. You can auto-generate classroom groups by integrating them with your SIS data. We will address that in the next lesson. For now, let us explore how to create a single group at a time.

Adding Groups

You can add new groups to your school or sub groups to other groups. Here’s how to add a group:

1. To add a new group to your school, navigate to the school level. If you want to add a sub-group, go to that main group.

2. Click the plus sign (+) in the lower left-hand corner.

Adding Editing Groujps

3. Enter the name of the new group.

4. Select Group from the dropdown.

5. Click Save to save your changes.

Adding Editing Groujps2

You can also add Smart Groups, which are groups based on user types which are helpful for creating grade-level policies. You can learn more about Smart Groups here.

Editing Groups

Note:

You cannot edit Smart Groups.

1. To edit a group, use the scroll bar to find and then select the group.
Editing Groups0

2. Click the edit icon.

Editing Groups

The following will be displayed.

Editing Groups2

3. Edit the group name.

4. From the dropdown list select the group type, which can be department, class, club, or cart.

5. Click save to save your changes or cancel to discard them.

Deleting Groups and Smart Groups

Note:

Only groups and Smart Groups created in Mobile Manager can be deleted through Mobile Manager.

1. To delete (permanently remove) a group or Smart Group, use the scroll bar to find and then select the group.
Editing Groups0

2. Click Delete Group.

Deleting Groups

3. A confirmation window will be displayed. Enter “DELETE“.

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4. Click Delete. The group will be deleted immediately.

Note: Groups can also be deleted in bulk or individually with Launch Admin Tools. 

The following video briefly demonstrates how to add, edit, and delete a group.

 

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Users and Devices

Once you have created your groups, you will need to add users and devices to populate your groups.

Adding Users and Devices through SIS Integration

The easiest way to add users and devices is through SIS Integration.

Lightspeed Systems products, including Mobile Manager, Classroom Orchestrator, and the Web Filter, can import data from properly formatted CSV files to create and update users, groups, and devices. The benefits of CSV Imports are:

  • User accounts are imported and updated automatically.
  • Classroom groups are created and populated with users and devices.
  • Class and school transfers for users are updated automatically when SIS data changes. Administrators and Teachers save time by not having to update records in more than one application.
  • New term and school year information can be propagated automatically, preserving or recreating user records, groups, and device assignments.
  • Devices can be commissioned and decommissioned, associated with asset tags, and assigned to schools, groups, and students.

 

You can learn all about SIS Integration in this knowledgebase post.

Make sure that you are fully familiar with Mobile Manager and have completed this entire course before you attempt to use SIS Integration.

Adding Users

You can manually add, view, and edit users on the Users category page of Mobile Manager.

Admins can add users to any group under the organization.

  • Navigate to the group where you want to add users and click Create New User.

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  • Edit the configurable fields.
  • Click Save. The user’s details will be added immediately.

Editing Users

  • From the User’s detail screen, click Edit Details.

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  • Edit the configurable fields
  • Click Save. The user’s details will be updated immediately.

Enrolling Devices

It’s easy to enroll devices through bulk or individual enrollment. First, make sure that the device meets our prerequisites.

To manually enroll a device:

  • To enroll the device in your organization, navigate to the organization (top) level. To enroll a device in a group, sub group, admin, or user, navigate to the group, sub group, admin, or user.

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  • Click Enroll Device. The following will be displayed in a new tab or window on the device.

Enrollment URLs

Perform one of the following:

iOS

  • Bulk Enrollment (Recommended).
    For iOS and OS X devices, click the blue bar in the Apple Bulk Enrollment box on the left side of the page. The file install.mobileconfig will be downloaded to your system. Use Apple Configurator to upload this file to each device along with a Wi-Fi profile. Learn more about Apple DEP.
  • Individual Enrollment. Open the URL under iOS and OS X with the web browser on the mobile device you want to register and follow the sign up instructions. Learn more about iOS enrollment here.

OS X

  • Individual Enrollment. Open the URL under iOS and OS X with the web browser on the Mac you want to register and follow the sign up instructions.

Andorid

  • Individual enrollment. Enter the code under Android on the device when prompted. Learn more about Android enrollment here.

Windows

  • Individual Enrollment. Use this URL to enroll a Windows device. Learn more about Windows enrollment here.

Chrome

  • Individual Enrollment. Use the Lightspeed Management Chrome apps to manage Chromebooks Learn more about Chrome enrollment here.

Reenrolling Devices

If a student unenrolls a device without authorization, click the Reenroll Device button to reenroll it. Use the URL it generates and the device will be placed back to where it was.

Reenroll Device

 

Tip: Check for unenrolled devices any time by using the Removed Profiles report.

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Policies

Policies are sets of rules that govern your devices and users. Policies allow you to set highly customizable settings for all of your organization’s users and devices.

With policies you can push configuration information and settings to all of your managed mobile devices. On the Policies page you can view, edit, and delete the following policy profiles for your organization, groups, and sub-groups.

Policies

1. To view the Policies page for your entire organization, navigate to the Dashboard and click Policies. To view policies for a group or sub group, navigate to that group or sub group and then click Policies.

2. To help you configure policies,  Mobile Manager has the following buttons and indicators:

  • Supported OS and restrictions – Every policy option (row) has icons to indicate which operating systems are supported and if there are any restrictions
  • Filter by OS – To display the policy options for all operating systems or a single operating system from the Filter BY drop down list, select All OS, iOS, Android, Windows, or OS X
  • Prevent Changes by Users with Lower Administrative Privileges – Click the lock icon (lock-icon) to prevent changes by users with lower administrative privileges. Locking a policy makes it impossible for users within lower tiered groups to change the settings inherited from the top tier organization.
  • Toggle policy page – Click the toggle button (tog) to enable or disable a policy page.
  • Verify unsaved changes – If you make any changes to a policy the border will turn from gray to green (tog2). If you leave the page without saving a warning popup window will be displayed

3. Click the Save button to save any changes you make.

Global and On Campus Network Policies

Policies that apply to devices everywhere are known as global policies. Policies that apply only to devices when they are internal to your network are known as on campus policies. In other words, global policies will apply to devices when they are connected to any external network, such as a private home network. On campus policies will specifically apply to devices when they are connected to your organization’s network.

You will need to configure policies that apply only when devices are internal to your network if you wish to set different settings for your devices while they are connected to your organization’s network. For example, you may wish to allow the use of cameras on devices when they are internal to your network but disallow them when they are external to your network. To do so, you would configure an On-Campus Restrictions policy.

Click the Global and On-Campus buttons to toggle between global and on-campus network policies. The figure below shows the global view.

Policies 2

And the figure below shows the On Campus view.

Policies 3

Types of Policies

Mobile Manager allows you to control a wide variety of settings through Policies. Learn more about each individual policy setting on our Community Site policy page.

 

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Apps

Now that you have your users, devices, and policies set up, you can add Apps!

Please note that anytime you install an app through Mobile Manager, uploaded or installed, each device on the network will be downloading and installing an app. If the app is large it can take a lot of bandwidth. The maximum file size for an app is 700MB. Currently, there are no plans to increase this limit. Lightspeed Systems created this limit to prevent large file uploads from possibly bogging down a network to the point where no traffic could be passed.

Viewing Apps

  • Navigate to the level (organization, school, group) where you want to view its apps.

Apps

  • Click Apps. The following will be displayed:

Apps2

  • Click:
    • Assigned Here to view apps assigned at this level
    • Inherited to view apps that were inherited from parent groups
    • Install to install apps

Installing Apps

Apps can be installed through a variety of ways.

Click the following links to learn more about various ways to install apps:

Uploading Apps

Follow the steps below to upload an Android, Windows 10, Windows 8.1, or iOS app from a computer.

Android

  • To upload an Android (.apk file) app, follow the steps below.
    • a. Download the app from the Google Play Store to your device.
    • b. Use a third-party app to backup the .apk file. (For example, you can use ES File Manager Explorer.)
    • c. Move the .apk file to your computer.

Windows 10

  • To upload a Windows 10 (.msi file) app, follow the steps below.
    • a. Download the app from the Windows 10 store to your device.
    • b. Locate the .msi (Microsoft Installer) file on your computer.

Other OS

Upload the App to Mobile Manager

  • 1. To upload an app for your organization, navigate to the organization (district) level. To upload an app on a group or sub group, navigate to that group or sub group.
  • 2. Click Apps.
  • 3. Click Install App.

Uploading Apps 2

  • 4. From the dropdown select Upload.
  • 5. From the dropdown list select the device type (iOS, Android, Windows, or Windows 10 MSI).
  • 6. Click Choose File.
  • 7. Select the app you want to upload.
  • 8. Click Choose.
  • 9. Click Upload App.

The app will be uploaded immediately.

The following video briefly demonstrates how to upload an Android app.

 

Learn more about Apps on the Community Site Apps page.

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Self Service Portal

District admins can now individually configure apps at each group level within Mobile Manager. This option is available at any group level within your organization, including Smart Groups. The Portal allows you to make a selection of apps available to users to download on their own. Users access the portal through a web shortcut that is pushed to devices when the portal is not empty.

To use the Portal, you will first enable it. Navigate to Settings > General under your main organization group.

Scroll down to Portal and toggle the checkbox next to Enable. Click Save.

Portal will have to provision your devices. This may take several minutes. During provision, the following message will be displayed.

Once the provision is complete, the following message will display:

Once you have enabled the Portal, you will see it as a tile in Mobile Manager in between the Apps and Devices tiles. You will now be able to access the Portal in all of your groups. Navigate to the desired group and click on the Portal tile to enter the Portal for that group.

On the Portal page, click on the Add App button to add a new app to your Portal.

Under Add an App, select the destination from which you would like to add an app to your Portal (Upload, iTunes Store, Managed Distribution, or Microsoft BSP). Search for your desired app in the search bar.

Click on an app to open its description box. Within the box, click Add App to add it to your Portal.


Your Portal will populate with apps as you add them.

Note: Only store apps, but not legacy MSIs, are available for Windows.

Once Portal apps have been configured, any device with a user assignment will receive a web clip that automatically logs them into the Portal with their settings. The Portal will appear as App Portal on devices.

Once in the Portal the user can see all apps available to them or apps for specific groups that they are members of. On the devices, on the top left, a menu can be opened with the option to either search for a specific app, or filter by group.

The Portal profile can be viewed on iOS and OS X devices on the Device > Profiles page.

If for any reason, the App Portal is removed or not installed on the device, you can reinstall it from any device through Options > Install Self Service Portal.

User-perspective of Portal view:

Portal user search function:

Usage Note: The list of available apps for a user is cached for performance reasons. Anytime an admin adds a new app to the portal the cache is cleared and it is rebuilt on the next login. For very large districts there might be a  delay between adding an app and it appearing in the users list.

Books

You can add books to your groups within Mobile Manager, pushing the books to all users. The Books page lets you view, review, install, delete books on your devices.

Viewing Books

  • 1. Navigate to level where you want to view its books.
  • 2. Click Books.

Books

Click:

  • Assigned Here to view books assigned at this level
  • Inherited to view books that were inherited from parent groups
  • Install Book to install a book.

Installing Books

Follow the steps below to install a book.

    • 1. Navigate to the level where you want to install the book.
    • 2. Click Books.
    • 3. Click Install Book.

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  • 4. From the dropdown select the installation type, which can be Upload, Web, or Managed Distribution.

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    • Upload – Click Choose File, select the file, click Choose, and then click Install.
    • Web – Enter a name, enter an author (if needed), enter the book’s URL, and then click Install.
    • Managed Distribution – Select the Managed Distribution service from the dropdown and then click Install in the row of the book you want to install.

Reviewing and Removing Books

You can view more details about a book (if available), distribute licenses (Managed Distribution only), reinstall it, unassign it, add a description (uploaded and web books), or remove it by clicking Review in its row.

Books4

 

The following video briefly demonstrates how to install (upload) and remove a book.

 

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Settings and Admins

Settings

You can use the Settings category of Mobile Manager to configure a variety of organization and group settings, including  setting the default language, overriding iOS app age restrictions, Managed Distribution, Apple’s Device Enrollment Program (DEP), internal and external network settingsCSV import, Microsoft BSP, Google, and authentication enrollment.

  • 1. To configure settings for your organization, navigate to the top (district) level. To configure settings for a group, navigate to that group.
  • 2. Click the Settings button. The following will be displayed.

Settings

Admins

You can use the Admins page to view and edit Mobile Manager administrators. There are two types of Admins, Organizational Admins and Group Admins.

Unlike organization admins, group admins have the following restrictions:

  • Cannot create or delete users
  • Cannot edit organization details
  • Cannot assign a device to a user
  • Cannot delete apps from the main apps tab
  • Cannot delete devices
  • Can only create groups below his or her level
  • Can only manage the passwords of admins at lower levels, not at same level or above
  • Can only manage devices at the same level or below

To view current admins, navigate to the level you want to view and then click Admins.

Admins

To view details about an admin, click his or her row. The following will be displayed:

Admins2

To edit admins, click Edit Details on the Admin details screen

Editing Admins

Adding Admins

You can add admins in the following ways:

  • Click Create New Admin to create a new admin.
  • Click Create from Existing User to create an admin from an existing user.

To create a new admin follow the steps below.

  • 1. Click Create New Admin.
  • 2. Enter the admin’s first name.
  • 3. Enter the admin’s last name.
  • 4. Enter the admin’s user name.
  • 5. Check (select) This user does not have a login for my network if the admin doesn’t have a logon for your network.
  • 6. Enter a screen name for the admin.
  • 7. Enter the password for the admin.
  • 8. Click Save.

To create admins from existing users follow the steps below.

  • 1. Click Create from Existing User.
  • 2. Enter the name or partial name of the user. The following will be displayed.

Creating Admins2

  • 3. Click Add.

 

 

The following video briefly demonstrates how to create an admin from an existing user.

 

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Reports

You can use the Reports page to display important activities in your organization and groups. To display reports for your organization navigate to the top level and then click Reports. To display reports for a group, navigate to that group and then click Reports. The following will be displayed.

Reports

Click the following links to learn about individual reports:

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Conclusion

You are now ready to start using Lightspeed Systems’ Mobile Manager!

Check out these additional resources for more information and solutions: