Smart Seat FAQ

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How do I create a .txt file of student names, and how do I get the names into Smart Seat?

On a Windows computer use Notepad to create the .txt file. On a Mac use TextEdit. Go to Format and select Make Plain Text. In the file there should be one student name per line. The order of the names can be either FIRST LAST or LAST, FIRST.

Save the file, and be sure the filename ends with “.txt”. Next, e-mail it to yourself so you can view it on your iPhone or iPad. On your iPhone or iPad, tap on the .txt file attachment in your e-mail. Then tap on the arrow icon at the top of the screen and select “Open in Smart Seat.” This should take you directly to the seating chart in Smart Seat, with the names populated. If student names do not load into Smart Seat, see the next question.


When I choose “Open in Smart Seat” from my .txt attachment, the student names do not load. What should I do?
The file that you created may not be plain text, so Smart Seat cannot read it. Don’t worry, you can still use your mobile device’s copy and paste functions to load student names from the .txt file you created:

  1. On your iPhone or iPad, tap on the .txt file attachment in your e-mail. You should see the list of names.
  2. Copy the list of names by holding your finger on the screen until the circular magnifying glass appears. Lift your finger from the screen and choose “Select All.” Then tap “Copy.”
  3. Open Smart Seat. In the List of Classes, tap the “+” symbol.
  4. Select “Type or Paste Names.” Hit “OK.”
  5. On the blank screen, hold your finger on the screen until the magnifying glass appears. Tap “Paste.” Then tap “Done” in the upper left hand corner. This should take you to the seating chart with the names populated.

 

I’m using a class roster from the web. How do I get student names into Smart Seat?
On the web, class information for teachers is usually organized into a table that includes student names, student IDs, and other stuff, all in different columns. You need to isolate just the student names and create a .txt file that you e-mail to yourself. Then on your mobile device, copy and paste the names into Smart Seat. Here’s a step-by-step guide:

  1. On your computer, copy the whole class information table from the web by selecting with your mouse. Paste into a spreadsheet program like Excel.
  2. Select the column that contains only student names. Copy, then paste into Notepad or TextEdit.
  3. Save the file and e-mail it to yourself so you can view it on your iPhone or iPad.
  4. On your iPhone or iPad, tap on the .txt file attachment in your e-mail. You should see the list of names.
  5. Copy the list of names by holding your finger on the screen until the circular magnifying glass appears. Lift your finger from the screen and choose “Select All.” Then tap “Copy.”
  6. Open Smart Seat. In the List of Classes, tap the “+” symbol.
  7. Select “Type or Paste Names.” Hit “OK.”
  8. On the blank screen, hold your finger on the screen until the magnifying glass appears. Tap “Paste.” Then tap “Done” in the upper left hand corner. This will take you to the seating chart with the names populated.

You can try to import the names directly from the .txt file on your mobile device by selecting “Open in Smart Seat”, but usually web formatting is not plain text so importing a .txt file directly into Smart Seat may not work. So we recommend that you use copy and paste.

 

How do I add more students to my class?
From the seating chart, tap “More,” then “Roster,” then tap the “+” button in the upper right corner of the screen. Type the student name into the area labeled “Full Name,” and hit return.

 

How do I delete students?
From the seating chart, tap “More,” then tap “Roster.” Swipe your finger across the name of the student you want to delete, and then confirm.

 

How do I change the name of a class?
To edit the name of a class, go to the List of Classes and tap the Edit button. Then tap on the name of the class you want change, type in a new name, and tap Done.

 

How do I delete a class?
Go to the List of Classes and swipe your finger across the class you want to delete, and then confirm. You can also tap Edit from the List of Classes, and then tap the red circle next to the class you want to delete.

 

How do I rearrange the order of my classes?
Go to the List of Classes and tap the Edit button. Then touch and hold the three horizontal bars on the right side of the desired class name. While still touching the horizontal bars, move the class name up or down in the list.

 

How do I customize the desk layout in my classroom?
From the seating chart, tap “More,” and then tap “Change Layout.” Drag your finger right or left to increase or decrease the number of columns. Drag your finger up or down to increase or decrease the number of rows. Once you have the desired grid layout, tap desks to toggle them on or off. This allows significant customization of your desk layout. Tap “Done” when finished to return to the seating chart. You may have students that are located in a position where a desk used to be. Just drag and drop the student to a desk, or tap “More” and then “Scramble Students” to randomly re-arrange your seating chart using only active desks.

 

How do I edit past attendance?
There are two ways to edit past attendance:

1) To edit a past attendance record for individual students, go to the Student Info screen (tap on a student in the seating chart or in the Roster Screen). Then tap Details in the attendance area, and tap Edit in the upper right corner. To change an entry, tap on the attendance entry in the list (the date scrollwheel will automatically go to that date) and then tap the button on the bottom of the screen to set the attendance state that you want. You can add new entries by first setting the date with the scrollwheel, and then tapping the appropriate button on the bottom of the screen.

2) You can also edit past attendance records for your whole class. To do this you will be changing the date on your mobile device (temporarily). Exit Smart Seat and go to the Settings app on your mobile device. Tap General, then tap Date and Time. Be sure the switch called Set Automatically is off, and then set the date to the date you want to edit in Smart Seat. Open Smart Seat and you can edit the class attendance from the seating chart in the usual way. Be sure to change your mobile device’s date to the correct value in the Settings app when you are finished.

 

I want colorful marks or numbers next to the student names in my seating chart. How can I do this?
You can differentiate students in the seating chart by editing the student nickname with colorful Emoji characters and numbers. This is a great way to denote students with special needs, behavior problems, or just those who are the best students. Please follow all applicable confidentiality rules when marking students.

First, if haven’t done so already, add the Emoji keyboard to your mobile device. If you have iOS 5 or later, this is really easy.
- Go to the Settings app on your mobile device
- Select General
- Select Keyboard
- Select International Keyboards
- Select Add New Keyboard, scroll down the list and choose Emoji

Once you’ve added the Emoji keyboard, go to Smart Seat and tap on a student in your seating chart to get to the student info screen. Tap on the Nickname field, and append a special Emoji character by tapping the globe key located near the lower left corner of the keyboard. The student’s official name will not be changed (unless you edit the Full Name field). There are a bunch of Emojis to choose from using the icons at the bottom of the “keyboard.” To get back to the regular keyboard, tap the globe key again.

If you export a PDF version of your seating chart for printing (you can do this by tapping Email PDF in the Chart Options screen), unfortunately Emojis will not be properly displayed by most printers. If you need a printout of your seating chart with Emojis, you can take a screenshot and email yourself the image from your camera roll.

Here is a tip: If you want the Emoji to always be visible in the seating chart, then place the Emoji immediately after the the student’s first nickname with no space. If you put a space character between the student’s first nickname and the Emoji character, then the Emoji will only appear on the seating chart when both “include last name” and “include photos” are turned off in the Chart Options (tap More and then Chart Options to make these changes).

 

How do I print my seating chart?
You can e-mail a PDF version of your chart to yourself and then print the chart from any computer where you access your email. From your class seating chart, tap “More,” tap “Chart Options,” and under Export Settings select your desired options. Then under Export tap “Email PDF Chart.” Open your email on a computer connected to a printer and print the PDF file.

If you have an AirPrint enabled printer you can print your chart directly from your mobile device. From your class seating chart, tap “More,” tap “Chart Options,” and under Export Settings select your desired options. Then under Export tap “View PDF Chart.” Tap the export arrow icon in the top right corner of the screen and tap “Print.”

 

What is the maximum number of students I can have in one class?
On an iPhone and iPod touch, the maximum number of students allowed is 225 in a 15×15 grid. On an iPad, the maximum number of students is 900 in a 30×30 grid.

 

What is the maximum number of classes I can have?
There is no limit to the number of classes you can create.