Playground Web: Documents

Documents in Playground makes it easy to create planning documents to track and report on the achievement of children and the centre. These are able to be shared with parents/guardians externally and also internally as a collaborative document or for individual teachers work.

To access Documents, click on 'Documents' in the left-side menu.

Create a Document

1. Select Documents from the left hand side menu;
2. Click New Document;
3. You can choose to create a new blank document or choose a Layout set up by Xplor, your Provider or your Centre.
4. Start documenting!

Edit an Existing Document

You can edit, duplicate, archive or delete a Document created by:

1. Navigate to the Documents screen
2. On the relevant document, click on the three dots to the bottom right-hand corner 
3. Select the action you wish to take
4. Done

Add Images, Files and Videos

1. From within the Document, click Content to the left of the page; 
2. Drag and drop a Collage to add multiple images at once. You can add images, files and videos to the collage by dragging and dropping into the 'Please drop media' fields.
3. When you drag and drop, you will be able to select from media that has previously been uploaded via an Observation, or you can upload new images from your computer by clicking + Upload. Filter your media between Images Videos and Audio, and add the media to the document by clicking it.
4. Individual files, images and videos can be dragged and dropped into the document if you would prefer these appear in isolation, rather than as part of the collage.
5. Once the document is complete, select Save Draft at the top right of the page to save the changes, or Publish to Parents when you're ready for your families to view.

Note: Adding a file to a document will create a reference to the file, rather than displaying the file in it's entirety within your work. When a parent/guardian clicks on the file, it will be opened in a separate tab.

Tagging Children

You can now tag children in Documents in three ways:

Individually

To tag a singular child:

1. Head to your document and use the left hand side menu to find Children
2. Use the search bar or scroll to find the child
3. Click and drag their name into the document

OR

1. Within you document type @ and then type the child's name
2. Under your typing, a list of children or an individual child's name will appear
3. Click on the name and it will insert into that spot.

In Bulk

To tag children in bulk:

1. Head to your document and use the left hand side menu to find Children
2. Under Shortcuts, click and drag the icon which reads Tag All Children with a purple + button - This will tag all the children active at the centre.
3. You can further filter this list by selecting a room, allowing you to bulk tag by room.

Note: This feature is especially helpful when completing group documentation.

In Attendance

To tag children in bulk based on their daily attendance:

1. Head to your document and use the left hand side menu to find Children
2. Under Shortcuts, click and drag the icon which reads Tag Booked Children with a blue + button. This will tag all the children with an active booking for that day at the centre.
3. You can further filter this list by selecting a room, allowing you to bulk tag by room bookings.

Note: This feature is especially helpful when group documentation for date specific learning experiences.
 

If you need to remove a tag, you can backspace on this in the document. To remove a Bulk Tag, under Shortcuts click and drag the icon which reads "Untag All Children" with a red x button.

Linking Learning Documents 

You can use Documents as a place to store and refer to other works you and your educators may have previously created.

 

Using the Observations, Documents, Tables and Canvas tabs on the left-side menu in Documents, use the Date and Room filters to find the works you wish to add, click the desired work and drag into your document. 

Note:  Observations will appear in the document similarly to the way they appear when viewed on their own through Playground or Home, however, any Documents, Tables and Canvases that are dragged and dropped into your document, will appear as a reference, clickable by any families whose children are tagged within the work.
 

To delete linked documents:

To delete your document:

1. Navigate to the document
2. Press on the end of the tagged document
3. Press backspace
    

Tag Learning Outcomes 

Documents lets you tag the Learning Outcomes you currently have switched on for your centre. This means you can tag the learning outcomes being worked towards or achieved during the experiences documents and then report on this using functions such as Learning Analysis.  

Tag Teachers and Rooms

You can directly tag in an Teachers or Room into documents you create. This means the Teacher/Room will be visible and when hovered over, a summary of stats will appear directly in the document.

This information pane can be really helpful during educator meetings, performance reviews and whole group/room planning!
 

To use this tag function, simply type the '@' symbol into your document and begin typing the name of the educator/room you would like to include. You can then select from the drop down menu. When the blue box is hovered over, the information pane will be visible.

Adding Reflections

Reflections are teacher only comments which can captured in the relevant Documents. These comments are not shared with parents and are only available to users with Access to Playground Web. Each comment will be time and date stamped and display which teacher made the change. Comments can also be replied to directly to better track conversations. 

This feature can be used to track internal discussions surrounding child development, family situations, performance reviews; or other comments and concerns which may be need to be documented in a private and confidential space.
 

Note: The reflections tab will only appear once the document has been saved. To save, press File to the top left, in the drop down select Save Draft.

To add a Reflection:

1. The document must first be published
2. Use the left hand side to find the Reflections Tab
3. Press the blue + button to add a new reflection
4. After you've typed your message, hit send
5. To reply to a Reflection and add a thread, click the reflections and use the box to type in your reply
6. Hit send
7. Done

Note: Reflections cannot be seen by/shared with parents.

Saving Documents

To save your work in Documents you have two options:

Save - This option, the blue button labelled 'Save Draft' located in the top right hand corner, allows you to save any changes made to the document you are editing without sharing it to the families of the children tagged. Use this option if you would like to save your work and go back at a later date/time to make changes. 

Publish - This option, the blue button labelled 'Publish to Parents' located in the top right hand corner, allows you to save any changes made to the document you are editing whilst also sharing it to the families of the children tagged. If no children are tagged, this document will be available to view in Playground Web. Use this option if you would like to save your work and are happy with the final product to be shared with families.