Manual for schools
Manual for private customers
Contents
1. Create Your Account
To be able to use
Call up our website profaxonline.com and select Start Now.
The form for initial registration is displayed.
Select Private if you want to create a private account.
Select School if you want to create an account as a teacher for your class or as an administrator for your school.
If you would like to set up
After clicking on Create Free Account, you will receive an automatic e-mail containing a link with which you can confirm and complete your registration. The account is then activated.
The e-mail has a sender ...@profaxonline.com. Make sure that e-mails with this sender are not blocked by your e-mail program or your mail server! Check your spam folder.
2. Login
Once your account is activated, you can log in to
Enter username and password and click on Login.
2.1. Single Sign-On
Students with Microsoft™ or Google™ logins do not need to remember any additional passwords. Enter the e-mail address registered there in
After initial authentication, you can log in to 
or Google icon 
.
2.2. Log in with camera - use QR code
If the user's device has an integrated camera, simplified login to
The students click on the symbol for the QR code 
and use it to activate the camera. They then scan the QR code with the camera to log in directly.
Attention
On iPads, use the camera function of the device itself directly and do not take the detour via the button .
2.3. Forgot your password
If an e-mail address is stored in your account, you can reset your password. Click on Forgot your password?. You will receive an automatic e-mail.
Click on the integrated link and assign yourself a new password.
The e-mail has a sender ...@profaxonline.com. Make sure that e-mails with this sender are not blocked by your e-mail program or your mail server! Check your spam folder.
3. Start
Depending on whether you log in as an administrator, teacher or student, you will see a different start screen that reflects the actions available to you in this role.
3.1. Main menu / Home screen Administrator
Select one of the buttons to call up the desired function.
A red dot in the Finances menu indicates outstanding invoices.
3.2. Main menu / Home screen Teachers
Teachers do not have access to account administration functions (add or remove users, finances). However, they can view learning statuses and create work plans for students who are assigned to their Groups.
3.3. Main menu / Home screen Pupils
Students can train with the learning modules activated for them as soon as they have logged in to
Continue working takes students back to where they left off last time.
Work plan shows all exercises that you as a teacher or administrator have added to the student's work plan. Click on the exercise title to start an assigned exercise directly. The work plan also shows the learning status of the exercises. Completed exercises are highlighted in green.
Learning modules shows all learning modules that are activated for learners and are available for free training.
3.4. Full screen mode
Even if
During training, the gray column on the left with the management options is automatically hidden. It can be hidden or shown by clicking on the marker on the left-hand side.
3.4.1. Desktop and laptop
The F11 key hides the browser address bar.
By hiding the gray page column and the address bar of the browser, the learning modules are displayed full screen and without distracting elements.
3.4.2. Tablets
Even with tablets such as the iPad, the entire screen is available for training if you create a shortcut for
4. Users
As an administrator, you manage the users and groups registered in your account, create new ones or remove them from your account.
Users with the symbol are currently online. Their settings cannot be adjusted at the moment.
4.1. Add Users
Click on or Create to create students and teachers.
After clicking on or Create, a table appears.
Create one person per line. The username and password are mandatory. Last name, first name and groups are optional. Import many users from existing tables and lists using copy/paste.
Important
Each username may only appear once in our database. Therefore, select names according to one of the following patterns, for example:
- frank.smith@my_school
- frank.smith@myCity
- fsmith@my_zip_code
Important
If you would like to use Single Sign-on, check the QR code/Single Sign-On box. The username must then match that of the Microsoft or Google account. A password is not required in this case.
Important
Passwords are encrypted and cannot be viewed. Therefore, they cannot be printed out.
It is advisable to save usernames and passwords locally in an encrypted password manager.
Groups: Users can be assigned to one or more groups directly when they are created. Group names must be separated by commas. Example: class 2A, IF. If a group name does not yet exist in your account, the group will be created.
Activate the corresponding box for teachers .
Confirm your entries with Create.
The symbols on the right-hand side of the table now give you feedback on the status of your entries.
The person has been newly created
The username has already been assigned in the system. Select an alternative.
Important
Once entered, passwords cannot be read by anyone. profax only saves a checksum. It is also not possible to create a list of passwords for reasons of data protection. The number of dots displayed in the password field is always the same - regardless of the length of the password.
It is advisable to save usernames and passwords locally in an encrypted password manager.
4.2. Remove Users
Select one or more persons in the Users column. Click on or Remove to permanently remove students and teachers from your account.
Attention
This will also delete all learning statuses and other data for this person.
If a person is to be changed from your account to that of another administrator (change of school), please contact info@profax.ch.
4.3. Create QR code for login
If the user's device has an integrated camera, simplified login to
In the Users , select all the people for whom you would like to provide a QR code.
Click on Load QR-Codes for selected users. A pdf with the desired codes is created and saved locally on your computer. Print out the pdf on an A4 sheet with labels in 70 x 37mm format and give the labels to your students. They can, for example, be stuck in the case or homework booklet so that they are accessible at all times.
To log in, simply click on the QR code symbol on the login page of
Attention
On iPads, use the camera function of the device itself directly and do not take the detour via the button .
Important
Make sure that the use of the camera is enabled in the device settings.
4.4. Customize information
Users with the symbol are currently online. Their settings cannot be adjusted at the moment.
Activate a different first language if you want to activate country-specific language settings (e.g. ß for Germany). Certain learning modules on
For students who are not yet able to read and write, deactivate the corresponding boxes underOptions (e.g. for the MULTIDINGSDA learning module).
Important
If the username is changed, the password must be entered again.
4.5. Additional information
Select the name of the person in the Users column to obtain additional information.
The column on the far right shows which groups the person is assigned to and which learning modules are activated in the account.
A yellow warning signal on an assigned learning module indicates that this authorization will expire shortly. Learning modules with expired authorization are marked with a red signal.
In the notes field, you can add notes that are only visible to you. Example: Notes on learning behavior.
4.6. Direct access to sub-accounts (Sitting)
As an administrator or teacher, you have the option of accessing a student's account directly.
In the User Information column, select and switch directly to the student's account (sitten). You will then leave your own account.
To return there, you must log out of the student's account and log in again as an administrator or teacher.
4.7. Groups
Users can be divided into any number of groups. Create groups as you see fit: year teams, classes, teachers, …
4.7.1. Create new group
You can create a new group by clicking on Create at the bottom of the Groups column or by clicking on at the top of the Groups column.
4.7.2. Assign users to groups
In the Users column, select the people you would like to assign to a group.
Drag this selection over the corresponding group name.
Important
Also assign teachers to the individual groups. This is the only way they can create work plans for their students and gain an insight into their learning progress.
5. Credit
As a school, you can purchase authorizations to use the learning modules in exchange for credit. You can order credit in several ways.
Your current account balance is displayed in the gray column on the left. Clicking on Finances takes you to the options for purchasing credit and to an overview of all your transactions.
In the upper area, you will see information on outstanding and paid invoices, the current account balance or the expected invoice amount of a quarterly invoice.
5.1. Purchase credit
You can set up a credit balance with
Click on Order to confirm your order. The credit will be credited to your account within one working day and you will receive an invoice from profax Verlag AG for the type of delivery you have requested.
5.2. Quarterly invoice
Schools and municipalities can also obtain authorizations on credit. If your balance is negative at the end of a quarter, you will be invoiced (minimum invoice amount € 50, any difference to the actual amount will be credited to your balance).
5.3. Redeem valuecard or code
Prepaid cards can be obtained from our partner publishers or are issued by profax Verlag. Enter the relevant code in the field highlighted in yellow or, if your input device has a camera, scan the QR code.
5.4. Account statement
At the bottom of Finances you will find a table with details of all your transactions and changes to your account settings.
6. Learning modules
6.1. Manage licenses for learning modules
As soon as you have a positive balance or the Enable authorizations against quarterly invoice function is activated, you can assign chargeable authorizations. Learning modules that are free of charge can also be used without credit.
Click on Learning modules in the grey column on the left to call up the management of authorizations.
Each learning module has a tile with brief information on content, price and suitable age. The bottom edge of the tile shows how many authorizations have already been allocated for this learning module and how many you have purchased.
Example: Licenses 3/4
You have acquired 4 licenses and have been allocated 3 of them.
Note
You will always find learning modules on
All learning modules can also be viewed in demo mode. No user data is saved during this process.
Clicking on the tile of the desired learning module opens the window with the detailed information on the learning module and the assigned authorizations are displayed in the Users column.
Users who have already been assigned an authorization for the learning module are highlighted in blue and marked with .
Click on the names of individual persons to assign them an authorization or to remove it.
At the bottom, you can click select all to assign or remove permissions for all users within the selected group.
Attention
You may not deselect users who already have an authorization and should retain it.
Authorization is assigned to all selected users; authorization is withdrawn from all non-selected users, if available.
Complete your selection by clicking on Distribute licenses and confirm any new or additional permissions in the subsequent dialog.
Note
If you want to use learning modules yourself as an administrator or teacher, e.g. for demonstration purposes, you must also assign yourself authorization to do so.
Exception: Learning modules of the Flatrate profax are free of charge for teachers.
6.2. Extend Licenses
Click on the Extend by 1 year button if you want to renew all authorizations seamlessly in the same number after one year. The authorizations will be renewed on the expiry date and charged to your balance or invoiced at the end of the quarter.
If a renewal has been forgotten, you will still be notified of this for 90 days. The corresponding authorizations can be renewed immediately at the touch of a button.
Important
If you require fewer or more authorizations than in the previous year, proceed as described under 6.1. acquire authorizations.
6.3. Users and their authorizations
Select the name of the person in the Users column to obtain additional information.
The column on the far right shows which groups the person is assigned to and which learning modules are activated in the account.
A yellow warning signal on an assigned learning module indicates that this authorization will expire shortly. Learning modules with expired authorization are marked with a red signal.
7. Work plan / Progress
The Progress area allows the teacher to accompany students on their individual learning path.
Teachers only see students from groups to which they themselves belong. To do this, the administrator must assign the responsible teacher to the corresponding groups. A teacher can be assigned to several groups.
Click on Progress in the gray column on the left to display the «Work plan / Progress».
Choose a person.
In the Progress column, all learning modules assigned to the person are displayed. Show or hide all exercises of a learning module by clicking on the title of the learning module.
If you activate the checkbox for only worked exercises, only the exercises that are currently being worked on or whose training has been completed will be displayed.
7.1. Progress
For exercises with individual tasks, the learning status is displayed with a colored field for each task.
For exercises with a flashcard, the learning status is displayed as a progress bar.
They mean:
| green | Correct answer |
| red | Wrong answer |
| orange | the task is currently being revised |
| grey | not worked on it |
Progress Wortkartei
The module Wortkartei can be added to the work plan as a whole. The bar above the input field shows the processing status of the vocabulary already entered. Words can be assigned to the learning vocabulary via the input field. The dots show in which station of the training the individual words are located.
7.2. Reset exercise
Click on to reset exercises. The learning status is deleted and the exercise can be edited again.
Note
The learning status of GUT1 cannot be reset at the request of the author and because of the integrated reward system.
7.3. Work plan
By clicking on , exercises can be added to or removed from the work plan of the selected student, by clicking on of the selected group. If an exercise is in the work plan, the name of the training module and the progress indicator are highlighted in yellow. If the line is green, the training work is complete.
7.4. 7 Days Stats and Timeline
If you work with a weekly plan , you will receive feedback on how long you have worked with the individual learning modules in the last seven days under 7 Days Stats.
The Timeline shows when which exercises have been completed in the last 30 days. The red and green numbers indicate how many tasks were solved correctly or incorrectly.
The following parameters are recorded:
- if a child works before 07.00, no time is displayed and all tasks of the same exercise are combined;
- if a child works after 07.00, the time is displayed and all tasks of the same exercise are combined if they are done within an hour;
- if a child works after 5 p.m., no time is displayed and all tasks of the same exercise are combined;
- if a child works past midnight, the entry is spread over both days; the time shown starts when the first task is solved;
- if the child is inactive, the time is not counted.
8. Profiles
8.1. Overview profiles and rights
8.2. Superordinate parameters
The following information can only be changed by
- Anschrift der Organisation / Rechnungsanschrift
z.B. Lakeside School, Nextdoor 4, 1000 Seatown - Separate billing address
if the invoice is sent directly to the municipal administration, for example - E-mail address and username of the administrator