Placecard · Program administrator walkthrough

Test Placecard as a program administrator

About an hour, in two parts: set up a program from scratch on a practice site, then use the live site as a student would. Your answers email to Brian at the end.
Birch
0 steps done

Thank you for testing. Placecard plans small dinners of 4–6 on class weekends, so students really get to know the classmates they haven't met. A program office runs it: it uploads the bio book and the schedule once, and the class does the rest. We'd most like your view as the person who would run it.

Before you start

·About you

ASet up a program (practice site, Admin login)

A1 · Sign in and start the guided setup

placecard-demo.y-emba.org → sign in with your Admin login

  1. A guided setup starts by itself in a bar at the bottom of the screen. Follow it: it waits while each upload reloads the page.
  2. Use Next, Back or End guided setup any time. Gear menu → Guided setup runs it again.

A2 · Your program's look

Admin → Your program's look

  1. Upload the logo and the mascot (the assistant's picture), and give the assistant a name.
  2. Upload the banner as the Home page picture and save. Then click the subject in the picture (the bulldog's face): both crops re-center on it.
  3. Pick a color set, or your school's exact colors. Open Home to see it.

A3 · Upload the class bio book

Admin → Bulk upload bios

  1. Upload Demo Class EMBA 2028.pdf (the school's usual PDF format). Confirm which class it is.
  2. Read the messages: 20 cards with photos and the nights each person is free; four New Haven restaurants added; three dinners planned.
  3. One student has no email in the book. Placecard asks you for it, because every student needs one to be invited. Add any made-up address.

A4 · The class schedule and calendar

Admin → Auto class schedule upload · Calendar review · Add a single entry

  1. Upload Demo Schedule EMBA 2028.pdf (the real schedule grid). Check the sessions it found, and add them.
  2. Open Calendar: class weekends are marked. In Calendar review, fix or remove anything that looks wrong.
  3. Add one entry by hand (a class-wide event, e.g. a reception that replaces dinner that night).

A5 · Program settings and where classes meet

Admin → Cohort settings

  1. Look over the settings: the city, what nights are called, and where classes meet (e.g. Evans Hall, 165 Whitney Ave). Save.
  2. Open Restaurants: each place now shows its walk and drive time from that building.

A6 · Invite the class

Admin → Bulk upload bios → Invite the class · Invite a new member

  1. Press Invite the class. On the practice site nothing is sent: you see each invitation email and its link on screen.
  2. Try Invite a new member for someone not in the bio book (a late addition or a transfer).

A7 · Administrators, members and what you can see

Admin → Placecard administrators · Members → Classmates met, per member

  1. See how to add another administrator (up to 3; each accepts from their own link).
  2. Look at the members overview: how many classmates each person has met. By design you see counts only, never who, where, notes or chats, so the office can spot someone who isn't connecting without monitoring anyone.

A8 · Cost and safety controls

Gear menu → Cost & security

  1. See what the AI assistant costs (fractions of a cent per answer), the monthly spending limit, and the switch that turns the assistant off for the program.
  2. Look at the security log: prompt-injection attempts and runaway answers, and how one student's assistant is paused without affecting everyone else.

A9 · Ask the assistant, as an admin

Ask (bottom right; it uses the name you gave it)

  1. Try Who haven't I met?, Suggest a table for Friday, and Where can six of us get French food near class?
  2. Try Plan a dinner on Dec 4 at Olea with Sofia and Kwame: it asks “Shall I?” before changing anything.

A10 · What a student sees, and starting over

Sign out → sign in with your Student login · then Admin → Reset this demo to blank

  1. As the student: same cards, dinners, restaurants and assistant; no Admin page.
  2. Optional: sign back in as Admin and Reset this demo to blank to run the setup again.

BUse it as a student (live site, real class)

B1 · Your card

Your link from Brian's email → choose a password → My card

  1. Fill in your card: photo, title, the nights you're usually free, interests and a short bio. Press Save my card.

B2 · Tasks, restaurants and a briefing

Home · Restaurants · Dinners → Fri Nov 20 · Union League

  1. On Home, find your two tasks under To-dos from your dinners; check one off.
  2. Ask Dan Which restaurants are under a 10-minute drive?
  3. Open the Nov 20 dinner: answer the RSVP, press Brief me, and 💬 Write conversation starters.

B3 · Plan and debrief a dinner

+ Dinner → then that dinner's page

  1. Plan a dinner on another class-weekend night. Please pick only testers as guests (Brian and the others on your test dinners).
  2. On its page press ⏩ Demo: pretend this dinner ended 2 hours ago, then Record it on Home: stars, what you talked about, and one thing you promised someone. Save.
  3. You may Remove this dinner afterward.

COverall

Send your answers to Brian

The button opens your email app with everything you wrote, addressed to brian.morelli@yale.edu. Press Send there. If your email doesn't open, use Copy or Download and email it yourself.

See my answers