Hi Everyone!
Hard to believe I haven't posted in almost a year! My 1st Espo client using Espo Cloud has taken off, conquering the limitations of 2020/2021 meeting in person for their 3rd grade, after school reading program for struggling students; they have created
They have another 100 students in the queue and they have started a program to partner with high school for mentors.
Espo was truly a God-send to help keep their program going after the schools shut down and they could no longer do side-by-side tutoring.
Not yet being a real developer, I reused Cases for Lessons and Knowledge Base Articles for Lesson Attachments. This set up was ideal as each mentor can see the lessons/assessments/word lists that are in progress, completed, and what needs to be done next.
Other re-purposed modules were
I set up the Workflow to trigger emails for when a mentor candidate is created, sending an email to setup their background check process, different email/process for different school districts so we have 3 flows based on the School District field.
What I wish I knew before I started:
Hard to believe I haven't posted in almost a year! My 1st Espo client using Espo Cloud has taken off, conquering the limitations of 2020/2021 meeting in person for their 3rd grade, after school reading program for struggling students; they have created
- Over 160 mentors servicing
- Almost 7,000 lessons
- 4,100 Skills, 1,000 Vocabulary, 1,700 Reading
- 5,800 Completed, 400 in Draft, 700 New, 80 Started/Not Finished
- For over 250 students
- At 24 schools
They have another 100 students in the queue and they have started a program to partner with high school for mentors.
Espo was truly a God-send to help keep their program going after the schools shut down and they could no longer do side-by-side tutoring.
Not yet being a real developer, I reused Cases for Lessons and Knowledge Base Articles for Lesson Attachments. This set up was ideal as each mentor can see the lessons/assessments/word lists that are in progress, completed, and what needs to be done next.
Other re-purposed modules were
- Meetings which became Available Sessions, a list of tutoring sessions (Day/Time/School) the mentors can sign up for
- Tasks which became Books Read - we chose this because for some reason, creating an Event Entity wouldn't display in the side panel where they needed it to show as the bottom panels were making the record pretty long
- Mentors are Portal Users with access to Lessons as Cases, perfect setup as they carry out the Educator's lesson plan to get the 3rd grader to the right reading level
I set up the Workflow to trigger emails for when a mentor candidate is created, sending an email to setup their background check process, different email/process for different school districts so we have 3 flows based on the School District field.
What I wish I knew before I started:
- I just found out last week the client should have gotten an email that would have allowed me to download the reports module into my test server! They are still looking for it. We I started back in 2020, I couldn't afford to drop $400 for the advanced pack so I carefully created in production but I really could have used it and can now. Emailing back and forth as the original person I had setup the cloud account is gone.
- In communicating with Taras, it looks like a dev copy of reports/workflow is not an option for the cloud version beyond 3 months
- Would like to see some kind of development allowance, as it seems to read in the FAQ, since we are already paying for the cloud version
- Git Hub - i think i remember telecastg talking about their process and i wish I had set it up beforehand - got too busy with my day job and still haven't - really needed but have to table
- That Espo Bitnami would be discontinued - would have saved the installation file somewhere- there are times when I want to try things offline and proof it's no more! I had Espo Bitnami way back on my old laptop which is wiped now - since with the cloud I can only really change things in Administration or with Formulas it would be nice to trial and error offline/non Internet - I have a LAMP stack now but not yet set it up - the One Click Bitnami-Espo was awesome and the stragglers files in cyberspace no longer work
- API coding - if I was better at it, I could get the client off Form Assembly and bring mentor candidates right into Leads; I did get it to work with a WordPress version but they are using Wix and Wix charges astronomically for everything beyond a one page "website" - as a non-profit I am trying to save them money
- Presently, trying to figure out the relationship needed to show the Tasks (Books) on both the Contact (Student) and Case (Lesson) records
- Also, the NPO is needing some more intense reports, (we have about 140 presently) hence my wanting a dev version for the AdvPack; I set them up with something in PowerBI, free for all and since they have O365 also a free web version but if I can do it in Espo, better
- They want to graph progress e.g. the student comes to them at reading level G = 7 and at the end of the school year they are at M = 13 but their target was K=10, they would like to show all 3 points for each Student
- Teams! - we opted out of teams because of the fluid situation where one mentor my have 2 Students at 2 different Schools and it didn't seem to work out with the default Salesperson, Sales Org CRM setup. We are going to revisit. Any ideas happy to hear!
- There is a timing issue with setting up a mentor candidate in Espo, training them in my development instance, and access to production; I wish it was smoother and we are looking at doing it all in production
- Lots of retired folks so computer skills are very basic, needing to navigate Espo and Zoom and reading sites has been challenging; we start will PC skills in training
- A mentor is added as a portal user and the educator as a user
- An educator creates a lesson with instructions on what the mentor needs to do
- The mentor logs into the portal, reviews the lessons, starts a Zoom session with the student and carries out the lesson which might be reading out loud, assessment test, or other activity
- The mentor notes using the drop-downs progress e.g. too easy, too hard, just right
- The educator later reviews the results and creates the next lesson plan
- Status and sorting helps the mentor find the next lesson, key since it probably is a different mentor or student than before
- URL fields allows they educator to use various resources including reading sties, Google docs, etc.
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