Use CatchOn

CatchOn provides you with real-time information to help you assess the value on investment you are realizing from apps you've purchased, identify what other apps are being used in your schools, and more. Wondering exactly where to look and what to click to access this information? Here is the what and the how of getting the most from CatchOn.

Note: For best resolution, click when viewing a screencast video to expand the view.

Note: The images in this guide have been scrubbed of actual user data. In cases where the description refers to data you do not see in the image, you will see the data when you are logged into CatchOn and reviewing data for you district.

What Apps Does CatchOn Track?

CatchOn tracks usage for all apps in the CatchOn Applications Library. The CatchOn Applications Library contains an extensive collection of digital tools including applications, websites, and software which are curated and categorized to provide you easy insight into the app and links to their website and privacy policy. Usage of these apps is tracked across all your district’s Chrome, Windows, Mac, and iOS devices.

Each app in the library has been curated and categorized for at least one of the following criteria:

  • Is the app designed for students in grades K-12 for various subject matter learning, research, intervention, or assessment?
  • Is the app designed to provide a service for a school or district’s staff to aid in learning?
  • Does the app provide teachers with professional development or resources for learning?
  • Can the app provide reference materials for learning?
  • Can the app be used for group collaboration, distance learning, blended learning, or home-school connection?

The CatchOn Apps Library is updated continually as new apps become available. In addition, all CatchOn users can easily request an app be vetted for inclusion.

How Does CatchOn Track Usage?

When a user in your district accesses an app from a district-owned device on which the CatchOn agent is loaded, CatchOn records that as an engagement for that hour. If the user engages with that app in a second hour, CatchOn records that as a second engagement. Additional engagements in subsequent hours are counted as new engagements.

CatchOn Interface Tools

Choose Time Intervals

When you see a Time Interval label with a date range below it, you are able to specify the time interval for which you would like to view data. Click on the date range, and a small pop-up appears. On the left of this pop-up, you may choose predefined ranges, such as Last 7 days, Last 30 days, Last 3 months, or Last 6 months. You may also select a custom date range on the calendar on the right side of the pop-up. On either side of the month and date pair at the top of the calendar, you see two arrows. To go back a month, click the left arrow, or to move the calendar forward a month, click the right arrow. Once you have navigated to the month you would like to use to begin your time range, click a date once to mark it as your start date. You may then use the same month or navigate to a different month and click a second date to mark your end date. After choosing a predefined date range or a custom date range, the pop up recedes and your data loads for the selected dates.

View Data for a Specific Campus

Anywhere you see a drop-down menu titled District/Campus, you have the option to choose whether you want to see data for the entire district or a specific campus. To choose a campus, click on the drop-down and either type the name of the campus or scroll through the menu of possible campuses, and click on the one you would like to view. When you choose a specific campus, the data you are viewing automatically updates for that location. To go back to a district-level view or to see a different campus, click on the drop-down again, and choose either District or another campus you want to view.

Sort Tables

You may sort tables by any heading next to which you see the icon.

Main Dashboard

At the top of the dashboard you see tiles with summary information for:

  • Total users
  • Active devices
  • Total cost
  • Trending Applications

Click on a tile to view more detailed data for that area.

Total Users

Click the Total users tile in the dashboard to drill down into details. Details include:

  • Daily active vs. inactive users
  • Users by campuses
  • Users by grade level

Active Devices

Click the Active devices tile in the dashboard to drill down into details. Details include:

  • Active devices by type
  • Active devices by campuses
  • Active devices by grade levels
  • Operating Systems (OS) types by district active devices
  • Manufacturers by district active devices

Hover your mouse over a specific date on the graph or section of a pie chart to see a pop-up with more detailed data. Roll your mouse over the key for each graph or chart to filter the data for that item.

Note: CatchOn does not collect manufacturer data from devices using the Chrome extension.

Total Cost

Click the Total cost tile in the dashboard to drill down into details.

District ROI Information

Here you see information about how much your district spends per user for the entire district and by specific campus.

When you select a specific time interval, the table updates to include all active licenses your district and campuses had during that period.

A campus only appears in the table if they had a campus-specific license during the time frame.

Click on the district or campus name to dive deeper and view specific licensing information for that location.

Paid Applications

Here you see information on licenses and cost per application. Inside of the table, you see all applications for the specified location, how many licenses you own, the average price per license, the non-recurring cost associated with that license, and the total cost of the license (excluding the non-recurring cost).

Trending Applications

In the Trending applications tile, you see the total number of apps in the CatchOn Applications Library with which users engaged in your district in the current 7-day period. You see the number of applications trending for the first time during this period in the new applications line.

Click the Trending Applications tile in the dashboard to drill down into details.

Sort and Filter Trending Applications Data

Sort

Use the Sort by drop-down to sort Trending applications by unique users, engagements, devices, application name, or the date on which the application was added to the CatchOn Applications library.

Filter

You may filter your data using the fields at the top of the panel.

Descriptions for each filter are shown in the table below. You can apply a combination of filters to give you very specific results. For example, you can filter by CatchOn High School, 11th Grade, Career College Counseling.

After updating the filtering criteria, click the Filter button to refresh the data.

Filter Description
Time Interval Time interval for which you would like to view data.
Tags

These are My district tags CatchOn users in your district have added as well as tags the CatchOn application curation team has attached to each app.

You may obtain a full list of tags being used by our curation team from your CatchOn Customer Success Manager.

To filter by a tag, start typing the tag name, and as you type, a list of matching tags appears. When you see the tag you would like to filter by, click on the tag to select it.

Categories Categories are applied for specific academic content areas, such as Algebra, Grammar, and Zoology. You may select multiple categories in the Categories filter, you may also select an overarching category, such as English, or you may click the arrow to the left of the category to see a more detailed drop-down of subjects, such as Grammar  or Reading.

Click Show more filters to see the following:

Filter Description
District/Campus Filter your data results to include your entire district or a specific campus.
Grade level Filter your data results by grade level.
Hide licensed When this box is checked, you only see applications that are trending for which you do not have a license. This may be useful in determining what is being used that you are potentially unaware of and not monitoring.
Show only new When this box is checked, you see only applications that have been used for the first time in the district in the last seven days.

View Trending App's Usage by Campuses

Click Usage by campuses at the bottom of an application’s tile to open up a table showing unique users, engagements, and devices data for the district as well as for each campus.

Note: To view Usage by campuses, click the text, not

View Trending App's Profile

Click on the application's name or View App profile in the drop-down to open the application information page in the Applications library.

Add Trending App To or Remove Trending App from Approved

Click Add to/Remove from Approved in the drop-down to add an app to or remove a previously added app from your approved list. If the app is already approved, you see the Remove from approved option. If the app has not been approved, you see the Add to approved option.

Add License to a Trending App

Click Add license in the drop-down to open the Add license page for the app.

Dashboards

Default Dashboard

Your default dashboard is visible only to you and cannot be shared with other users. Your default dashboard can contain any number of customizable widgets that you find helpful for your use of CatchOn.

Create a New Dashboard

You can create a new dashboard by clicking Create new dashboard on the Dashboard or the Dashboard management page. You access the Dashboard management page by clicking Manage dashboards. Once you have opened the Create new dashboard dialogue box:

  1. Enter your Dashboard name (required).
  2. Enter your dashboard Description (optional).
  3. Click Create Dashboard.

Accessing Different Dashboards

You see all dashboards that you have created or that colleagues have shared with you in a horizontal menu under the tiles on your dashboard. Click on a dashboard name to open it.

You may also click Manage dashboards on your dashboard page. Inside the dashboard management page, you have a list of dashboards, where you can click the name of any of the dashboards to view it.

Share Dashboard

You may share a dashboard with other CatchOn users in your district.

From Your Dashboard

To share a dashboard from your Dashboard:

  1. Click on the dashboard you would like to share.
  2. Click Share dashboard.
  3. Start typing in the email address of a person who has a CatchOn account in your district with whom you would like to share the dashboard.
  4. When you see the person's email address in the list, click it.
  5. Repeat these steps for additional users with whom you would like to share the dashboard.
  6. Click Save.

From Dashboard Management

To share a dashboard from your Dashboard management screen:

  1. Open Dashboard management.
  2. Click under Actions.
  3. Click Share dashboard.
  4. Start typing in the email address of a person with whom you would like to share the dashboard.
  5. When you see the person's email address in the list, click it.
  6. Repeat these steps for additional users with whom you would like to share the dashboard.
  7. Click Save.

Delete a Dashboard

From Your Dashboard

To delete a dashboard from your Dashboard screen:

  1. Click on the dashboard you would like to delete.
  2. Click Delete dashboard.
  3. Click Delete to confirm.

From Dashboard Management

To delete a dashboard from your Dashboard management screen.

  1. Open Dashboard management.
  2. Click under Actions.
  3. Click Delete.
  4. Click Delete to confirm.

Alert: Once a dashboard is deleted, it cannot be recovered.

Widgets

What Are Widgets?

Widgets are specific graphs that you can create to show the data in which you are most interested.

Widgets can be created to view the information by device or application. Class section visibility is available with the class level module add-on.

Add a Widget

  1. To add a widget to a dashboard:
  2. Select the dashboard to which you would like to add widget(s).
  3. Click Add widget.
  4. Select widget type and specify parameters.
  5. Click Save.
  6. Repeat these steps to add additional widgets to the dashboard.

Edit a Widget

Open the dashboard containing the widget you would like to edit.

  1. Click
  2. Click Edit widget.
  3. Edit the parameters.
  4. Click Save.

Delete a Widget

Open the dashboard containing the widget you would like to edit.

  1. Click
  2. Click Delete widget.
  3. Click Remove to confirm.

Copy a Widget to a Different Dashboard

Open the dashboard containing the widget you would like to edit.

  1. Click
  2. Click Copy to dashboard.
  3. In the drop-down, select the dashboard to which you would like to copy the widget.
  4. Click Copy.

Reposition a Widget on a Dashboard

To move a widget to a different position in a dashboard:

  1. Click and hold
  2. Drag the widget to the desired position. As you move the widget, the background of the dashboard lights up red to show where the widget will be positioned.
  3. When the widget is in the desired position, release your mouse.

Resize a Widget

Widgets can be resized to be taller or shorter. To do this, click and hold the ┛ symbol located in the bottom right corner of the widget and drag up or down on the dashboard to make the widget taller or shorter. When you release, the widget resizes itself, and the widget’s graph and the rest of your dashboard automatically adjust to the new size.

Viewing a Chart in a Widget

When viewing a bar or stacked area chart in a widget, you may mouse over any time frame or application to dive deeper and receive more details. The mouse-over details vary based on what information is being presented in the chart, but typically includes either a breakdown of app usage by operating system or the total number of devices used during a time frame.

Change the View Mode of the Widget

You can switch between chart and table view of the data in a widget by clicking the icon in the top right.

Download Widget Information

        

Export to Google Sheets

To download the information of a widget directly into a Google Sheet, click the download icon in the top right corner of the widget. A drop-down appears, and you can select Export to Google Sheets. If you are logged into multiple Google accounts on your computer, you may be asked to which account you would like to export the sheet. If you are not logged into a Google account on your computer, you will be asked to log in. Once you are logged in and have chosen which account to export the Google Sheet to, a new tab opens in your browser with the Google Sheet.

Downloading Chart Images or CSV Files

You may download widget information in two forms, a PNG image or a CSV file. If your current view of the widget is on a chart (Either bar chart or stacked area chart), when you click Download, a PNG image of the chart downloads. If your current view of the widget is a table, then when you click Download, a CSV file of the data downloads.

To start a download, click the download icon in the top right corner of the widget and click Download.

My Applications

What Applications are Included in My Applications?

My Applications includes all applications for which you have added license information.

Add an Application to My Applications

When you add a license for an application, that application is added to your My Applications. If you would like to add a free application to My Applications, add a license through License management for that app, with the license cost as $0.

Filtering My Applications Data

You may filter your data using the fields at the top of the panel.

Descriptions for each filter are shown in the table below.

You can apply multiple filters simultaneously. After updating the filtering criteria, click the Filter button to refresh the data in the Applications list.

Filter Description
Tags

These are My district tags you have assigned to an application and tags that our application curation team has attached to each app, such as Student Login¸ LMS, Reference, or Professional Development.

You may obtain a full list of tags being used by our curation team from your CatchOn Customer Success Manager.

To filter by a tag, start typing the tag name, and as you type, a list of matching tags appears. When you see the tag you would like to filter by, click on the tag to select it.

Categories Categories are applied for specific academic content areas, such as Algebra, Grammar, and Zoology. You may select multiple categories in the Categories filter, you may also select an overarching category, such as English, or you may click the arrow to the left of the category to see a more detailed drop-down of subjects, such as Grammar  or Reading.
Show only approved When this box is checked, you see only applications that are approved.
Show only favorites When this box is checked, you see only applications you have added to favorites.

View Data for an Application

Click an application in the Applications list to view detailed data for that application. You see the application name, its trending position, and status, and if you have approved the application or added it to your favorites.

App Actions

Click the App actions drop-down to apply the following actions to the application:

  • Add license
  • Remove from or add to approved
  • Add to favorites
  • Favorites are unique to each user and are not shared across a district.

Add My District Tags

You may add your own District tags to an application. These tags are visible to and may be used to filter applications by users in your district. These tags may, for example, be “Purchased with Title I Funds” or “New English Curriculum Rollout.”

To add a District tag:

  1. Click Edit.
  2. Type in the name of the tag you would like to add. If the tag already exists, it will auto-populate in the field.
  3. Press Enter or click the tag name.
  4. Click the green check mark.

Viewing Different Data Types

Click on a data type to drill down into that data for the application.

Descriptions for each data type are shown in the table below.

Filter Description
Usage Trend

Shows how many unique users interact with an application over time.

When hovering over a specific date on the graph, a pop up appears. The pop up shows the date, the total number of unique users, and the percent change of engagement compared to one week before the date you are hovering over.

Devices

Shows usage of the application by device operating system type.

The tab also contains an engagement chart that shows the number of engagements for the app over the specified time range.

Licenses and Usage Costs

Shows the status of your license and cost associated with that application’s license.

On the left side of the page, you see the total number of licenses purchased, if you are over or under licensed, the number of licenses in use and not in use. On the right side of the page, you see the total cost of the license, what the average cost is per license, and the total cost of used and unused licenses.

Renewals

Shows the number of renewals you have for the application.

In the top left, you see the first time you licensed the application, and towards the top right of the tab, you see the total number of times you have renewed the app, and how many of those renewals are active, expired and not started yet.

Towards the bottom of the tab, you see a table of all renewals you have for an application. This table contains information regarding when the licenses were added, if it applies to the full district or a specific campus, the type and amount of the license, the start and expiration date of the license, and how many days until the license expires.

General

(Labeled as Details in screenshot)

Shows the percentage of how many CatchOn districts use the application, as well as the average number of licenses per district. Below this general district information, you see the application publisher, website, privacy policy (if applicable), and description.

You may add a district-specific description for the app in My district description.

License Management

Filtering License Management Data

You may filter your data using the fields at the top of the panel.

You can apply multiple filters simultaneously. After updating the filtering criteria, click the Filter button to refresh the data.

A description of what each filter does is in the table below.

Filter Description
Application Search for a specific application by typing in the name or selecting it from the drop-down.
District/Campus Show license renewals for the entire district or a specific campus.
Unit Filter for applications licensed by user or device.
Expiration date Filter by license expiration dates.
Hide expired licenses When checked, applications with expired licenses do not show.

Add a New License

To add license information for one or more applications:

  1. Click Add licenses in bulk from your License management page.
  2. Enter the license information in each field. Descriptions of each field are in the table below.
  3. Click Add.
  4. Enter license information for additional applications, if desired.
  5. To change the information in an added license row, click Edit. Click Delete to remove.
  6. Click Add all licenses.
  7. Note: As a best practice, click Add all licenses after entering information for 4-5 applications.

Filter Description
Application

The application name.

If you do not see an application on this list, you may request for it to be added by contacting your CatchOn Customer Success Manager.

District/Campus Specify whether license is available for use across entire district or a specific campus.
Unit Specify whether license is purchased by the number of devices or number users.
No. of licenses The number of licenses you purchased. If you have purchased an unlimited number of licenses then enter the number of users (students or educators) you expect to use the license, this will help in evaluating the license usage.
Price per license ($)

The cost per license.

If it is a free application that you would like to track in My applications, enter 0 for the cost per license.

Non-recurring cost ($) (optional) The non-recurring cost associated with the license. These may include costs such as one-time implementation fees or set up fees.
Start date Activation date of license.
Expiration date Date license expires

Actions

Click under Actions on your License management page to open the actions panel.

Action Description
View in "My applications"

Opens the My Applications page for the application which shows Avg. daily users, Licenses in use, Avg. cost per license, and other data which you can use to evaluate app use and license cost.

Add license Add a campus to an existing license?
Edit Edit information for an existing app license.
Delete Remove licensing information for an app.

Applications Library

The CatchOn Applications Library contains all apps for which CatchOn is gathering data. This is a powerful resource you can use to see apps being used by other districts.

Sort Applications Library Data

You may select a sorting criteria in the Sort by drop-down.

Descriptions of each sorting criteria are shown in the table below.

Sort by: Description
Date added

Date the application was added to the CatchOn Applications library.

Application name

Application name.

Districts tracking

Percentage of districts using CatchOn that have added license information for the application.

Districts approved Percentage of districts using CatchOn which have approved an application.
Avg. licenses The average number of licenses each district that entered licensing information for the application in CatchOn purchased.

Filter Applications Library Data

You may filter your data using the fields at the top of the panel.

You can apply multiple filters simultaneously. After updating the filtering criteria, click the Filter button to refresh the data.

A description of what each filter does is in the table below.

Filter Description
Pricing model

In review indicates the CatchOn team is currently reviewing the pricing model for an application.

Free and Paid denotes an application which offers a free version as well as a paid version.

Tags

These are My district tags you have assigned to an application and tags that our application curation team has attached to each app, such as Student Login¸ LMS, Reference, or Professional Development.

You may obtain a full list of tags being used by our curation team from your CatchOn Customer Success Manager.

To filter by a tag, start typing the tag name, and as you type, a list of matching tags appears. When you see the tag you would like to filter by, click on the tag to select it.

Categories Categories are applied for specific academic content areas, such as Algebra, Grammar, and Zoology. You may select multiple categories in the Categories filter, you may also select an overarching category, such as English, or you may click the arrow to the left of the category to see a more detailed drop-down of subjects, such as Grammar  or Reading.
Show only licensed When this box is checked, you see only applications for which license information has been added.
Show only approved When this box is checked, you see only applications that are approved.

Add License

To add license information for an application, click Add license text at the bottom of an application’s tile. This opens the Add license panel. Fill out the licensing information and click Add license.

Note: To add a license from the Applications library page, click the text Add license, not the , which opens the drop-down.

Add or Remove an App from Approved

To add an app to your approved list or remove it from your approved list:

  1. Click to open the drop-down.
  2. Click Add to approved or Remove from approved. This option toggles depending on the status of the app.
  3. Fill in optional information about approval such as Date Approved, Grade Level, and Approval Comment. This information is helpful to users of your Approved Applications list.

Viewing Application Information

Click on an application icon or name to open detailed information.

You may take the following actions from the Application information page.

  • Add to approved or remove from approved
  • Add license
  • Add My district tags
  • Add My district description

Approved Applications

When you approve an application in the Application Library, My Apps, or Trending Apps, it is added to your Approved Applications list.

View and Manage Approved Applications

You may view and manage your list in the Approved applications tab.

Filter Description
Application name

Click > to see descriptions and uploaded documents.

You may upload additional documents to the application information here.

Description is added by the CatchOn app curation team when the app is included in the CatchOn platform.

My district description may be added by district staff from My Apps, the Applications Library, or Trending Apps.

Approval comments may be added by district staff when approving the app.

Grade levels As specified when the app was added to approved list.
App website

Click here to open up the app website in a new tab.

Privacy policy

Click here to go directly to the privacy policy on the vendor's website.

Attachments If attachments were added by staff when adding the app to the approved list, you see those attachments here.
Description The description provided by the CatchOn app curation team.
Actions You may Edit details of an approved app or Remove from approved here.

Share Approved App List

You may share a link to your Approved Applications list with teachers, parents, and other education stakeholders in your district.

Publish Updates

When new applications are approved, click Publish updates to add them to the shareable Approved Applications list.

Public List Settings

District Super Users and Basic Users may manage what information is included in the shareable list by clicking Public list settings.

The Approved applications public list link is the url others may use to access the list.

If Visibility is set to Not public, the list may be viewed only by users with a CatchOn account in your district.

If Visibility is set to Public, the list may be by anyone using the list link.

Click Show advanced options to specify what information you would like to include in your Approved Applications list. The options are as follows:

  • Application name (mandatory)
  • Date approved
  • Grade levels
  • App website (mandatory)
  • Privacy policy (mandatory)
  • Attachments
  • Approval description
  • District description

View Public List

Click View public list to see the list as it will appear to stakeholders using the Approved applications public list link.

Reports

Reports provide a high-level overview of user and device activity as displayed in CatchOn over a specific period of time.

Reports can be set up to automatically generate at weekly or monthly intervals.

You access reports in the Generated Reports area under your Reports tab. You can also configure reports to be sent via email to yourself and/or other district stakeholders.

Configure New Report

Create Report

  1. Click Reports.
  2. Click Configure new report.

Specify District or Specific Campus

Use the drop-down to specify whether you would like to configure the report for the entire District or a specific Campus.

Specify Frequency

Specify the Frequency at which you would like reports to be generated. Weekly reports are generated on Monday mornings and monthly reports are created on the 1st of each month.

Specify Start and End Date

  1. Select a Start date.
  2. If you would like the report to stop running on a fixed end date, click the checkbox next to End date, then select the date at which you would like the report to stop running.
  3. If you do not click the checkbox, the report will run at the specified frequency until you change the setting or delete the report.

Specify Stakeholders to Receive Report via Email

You access reports in the Generated Reports area under your Reports tab.

You may also send reports via email to yourself and/or other district stakeholders.

Campus-specific reports sent via email are a great options for local administrators and technology staff housed at a specific school.

To share reports via email:

  1. Select Enable in Send by email.
  2. Enter an email address in the Add email field under Destination email addresses and click on it when it populates in the box below.
  3. Repeat the process for each email you would like to add.
  4. Click the X next to an added email address to remove it.

Save Report

Once you have configured the report, click Save.

Edit Report

To edit a previously configured report:

  1. Click Edit in the Actions column for the report in the Reports tab.
  2. Edit the desired report settings.
  3. Click Update.