Manage Kolibri

Default User Roles

Kolibri users by default can be divided in 3 different roles with respective access to features.

Default user roles
Learners can:
  • View content and have their progress tracked
Coaches can:
  • View content and have their progress tracked
  • View Coach dashboard and track progress of other users and usage stats for individual exercises
  • Create/Edit/Delete Groups in Classes and add users to them
  • Create/Edit/Delete Quizzes and assign them to users
  • Create/Edit/Delete Lessons and assign them to users

Facility coaches have access to all classes, class coaches only to ones they are assigned to

Admins can:
  • View content and have their progress tracked
  • View Coach dashboard and track progress of other users and usage stats for individual exercises
  • Create/Edit/Delete other admins, coaches, and learners
  • Create/Edit/Delete Classes and enroll users in them
  • Create/Edit/Delete Groups in Classes and add users to them
  • Create/Edit/Delete Quizzes and assign them to users
  • Create/Edit/Delete Lessons and assign them to users
  • View/Edit Facility configuration settings
  • Export Detail and Summary logs usage data

Kolibri Super Admins

Kolibri super admin users have all device permissions, and are able to assign them to other users. Therefore super admin users can:

  • View content and have their progress tracked
  • View Coach dashboard and track progress of other users and usage stats for individual exercises
  • Create/Edit/Delete other admins, coaches, and learners
  • Create/Edit/Delete Classes and enroll users in them
  • Create/Edit/Delete Groups in Classes and add users to them
  • Create/Edit/Delete Quizzes and assign them to users
  • Create/Edit/Delete Lessons and assign them to users
  • View/Edit Facility configuration settings
  • Export Detail and Summary logs usage data
  • Import/Export Content channels
  • View/Edit Permissions of other users

Tip

If you are unable to retrieve the username and password for a super admin account in your facility, you can create a new super admin account using the command line.

Assign Additional Permissions

By default, only super admin users can view the Device dashboard, import/export Content channels in Kolibri, and modify Permissions for other users. However, depending on the needs of the institution, super admin users can also grant these permissions to other users.

Manage Device

You can manage content and permissions, and view the detailed info of the device where Kolibri is running from the Device dashboard.

Note

To manage device settings you must have the appropriate permissions.

Assign Permissions

You can assign additional permissions to Kolibri users which will provide them access to more features compared to their user roles. To manage permissions for Kolibri users, use the Permission tab in the Device dashboard (Permissions icon).

Open the Device page and navigate to Permissions tab to see permissions for every user

Permission to Manage Content

To grant permission to another user to manage content channels in Kolibri, that is to import, export and delete them from the device, follow these steps.

  1. Click EDIT PERMISSIONS for the chosen user.

  2. Under Device permissions activate the option Can import and export content channels.

  3. Click SAVE CHANGES to apply and finish.

    Use the checkbox to grant the chosen user permissions to manage content

The users who have been granted the permissions to manage content channels will have a black key indicator in front of their name, and will be able to see the Device dashboard with the Channels tab.

Super Admin Permissions

To grant super admin permissions to another user, follow these steps.

  1. Click EDIT PERMISSIONS for the chosen user.

  2. Activate the option Make super admin.

  3. Click SAVE CHANGES to apply and finish.

    Use the checkbox to grant the chosen user super admin permissions

The users who have been granted the super admin permissions will have a yellow key indicator in front of their name, and will be able to see the Device dashboard with both the Content and Permissions tabs.

Users with additional permissions will have icon indicators in front of their username

View Device Info

To view the detailed info of the device where Kolibri is running on, use the Info tab in the Device dashboard (Info icon). This information will be useful in case you need to report an issue with Kolibri on the Learning Equality Community Forums.

  1. Click the Show link to open the Advanced device info.

  2. Make note or copy the following device details to clipboard.

    • Server IP/URL(s)

    • Kolibri version

    • Operating system

    • Installer type

    • Database path

    • Device name

    • Free disk space

    • Server time

    • Server timezone

      Open the Device page and navigate to the Info tab to find out the extended device info.

      Find out the extended device info in the Device > Info tab.

Set Default Language

The language you have chosen during the Initial Setup will be set as the default language for all users who access Kolibri on the server device. You can change the default language for Kolibri from the Settings tab in your Device dashboard (Permissions icon).

  1. Select the desired default language from the drop-down menu. You can set Kolibri to display in the language defined by the browser content settings, or in any of the currently supported languages.

    Open the Device page and navigate to Settings tab to set the default language.

    Manage device language settings.

  2. Click SAVE to apply and finish.

Note

All users will still be able to change to their own language of preference from the user menu options.

Manage Content

Note

To manage Kolibri content channels you must have the appropriate permissions.

Kolibri Content Channel is a collection of educational resources (video, audio, document files or interactive apps) prepared and organized by the content curator for their use in Kolibri. You can import and export content channels in Kolibri from the Channels tab of the Device dashboard (Channels icon).

Open the Device page and Channels tab to see the list of available channels on your device

Kolibri content channels in the Device > Channels tab.

Each Kolibri content channel has its own token/ID in Kolibri Studio. You can freely view and browse content to import from the public channels in Kolibri, but in order to import content from private or unlisted channels, you will need the channel token from the content curator who assembled it.

Note

The term Channel ID was valid for Kolibri versions up to 0.6, while from the Kolibri version 0.7 onward, we started using exclusively the term token to uniquely designate each channel.

Warning

When you use the Terminal or command prompt to import content channels in Kolibri from the command line, you still must use the 32 digit channel ID, as the command will not work with the token. Make sure to receive the correct channel ID from the person who curated the channel you need to import, or refer to Kolibri Studio user guide how to find it in Studio user interface, if you have channel editor access.

Import Content into Kolibri

Warning

Important: You cannot import your own files (videos, documents, etc.) as learning resources directly into Kolibri from your computer. Kolibri can only import content from:

  • already curated content channels on Kolibri Studio, if the computer running Kolibri is connected to internet

OR

  • an external storage drive (USB or hard drive) where content channels have been previously exported to from another Kolibri installation, if the computer running Kolibri is not connected to internet

To import your own files for use in Kolibri, you need to register at Kolibri Studio site (it’s free), and build your own content channel that you can subsequently import into Kolibri. Read more about how to do this in our Kolibri Studio user guide.

Warning

Kolibri database and content may become temporarily unavailable while importing or updating large content channels. Therefore, as a precaution, we recommend you:

  • avoid other interactions with Kolibri (view learner pages or manage users, for example) while content import is in progress
  • perform these maintenance operations outside the periods when system is being used by learners

To import content into Kolibri, follow these steps.

  1. Click IMPORT in the Channels tab on the Device page.
  2. Choose the source option: Kolibri Studio, Local network or internet, or Attached drive or memory card.
Use the radio buttons to select source for importing content

Select a source to import Kolibri content channels.

Import Content from Kolibri Studio

If the computer where Kolibri is running has an Internet connection with the sufficient bandwidth, follow these steps to import content channels.

  1. Choose option Kolibri Studio, click CONTINUE and you will be able to see all the available public content channels.

    Available Channels on Kolibri Studio page where you can select which public channel you want to import content from.

    Select which public channel on Kolibri Studio you want to import content from.

    Channels from which you have already imported some or all content onto your device will have the On your device icon.

  1. Click SELECT for the desired channel, and wait for Kolibri to load the channel information and the topic tree.

    Warning

    This could take some time for big channels. Please be patient, as Kolibri needs to retrieve a lot of information to display.

  2. In the Select content from… page you will see all the details for the selected channel: description, version, total size and number of learning resources, with the information weather you have some of the resources from that channel already imported on the local device.

  3. Under Choose content to import click the topics links to browse through the channel contents. Use the Select all checkbox to import the content channel in full, or select only certain topics or resources. As you keep selecting, you will see the total number and size on disk under Content selected:, and the remaining space on your device.

  4. Click IMPORT once you finish selecting all the desired content.

  5. Wait for the content to be downloaded and click CLOSE for the new channel to appear under the Channel heading.

    Content import progress bar will display the percentage of the download, and the Close button once it's finished
  1. If you need to import content from a private/unlisted channel, click on Try adding the token link above the channel list.

  2. Enter the channel token received from the channel curator on Kolibri Studio.

    Use the text input field to enter channel token in order to import from an unlisted channel
  3. Click CONFIRM to unlock the channel, or CANCEL to exit.

  4. Proceed to select and import channel topics and resources as for the public channels.

    Unlisted or private channels in the list are indicated with the Unlisted channel icon.

  5. To add more learning resources from a channel that you previously imported content from, click OPTIONS, select Import more, and repeat the selection procedure from step 3.

Import Content from a Local Network or Internet

You can also import content from a different device running Kolibri in your same local network, or even from a Kolibri server hosted outside your LAN, provided you know its exact IP address. This feature is useful for when you have:

  • a larger country- or region level Kolibri content server outside your LAN, but with resources specific to your implementation requirements
  • various instances of Kolibri servers in your local network, in order to support a high number of client (learner) devices

Follow these steps to import content channels.

  1. Choose option Local network or internet, and click CONTINUE.
  2. Click New address link to add a new network address.
  3. Input the full network address, and assign a name for this network. Don’t forget to add the correct port if different from the default one 8080. You can use either the IP address or the domain name.
Use the text input fields to add the new address and the name for the local network import
  1. Click ADD to save this address to your device settings. If you later decide to delete it, use the link Forget.
  2. Click CONTINUE and follow the same steps for selecting topics and resources as for the import from Kolibri Studio.

Warning

This feature was introduced in Kolibri version 0.11, and all the server devices to be used for this type of content import must have the Kolibri version 0.11 or later running.

Import Content from a Local Drive

If the computer where Kolibri server is running does not have access to Internet or has insufficient bandwidth, you have the option to receive content channels stored on an external drive (USB stick or hard disk). Follow these steps to import content channels.

  1. Connect the external USB drive to your computer.
  2. Choose option for Attached drive or memory card, and click CONTINUE.
  3. Kolibri will automatically detect and display the drive(s) with available Kolibri content files.
  4. Select the drive where the desired channel is stored, and click CONTINUE.
  5. Click SELECT for the desired channel, and follow the same steps for selecting topics and resources as for the import from Kolibri Studio.
Importing content from a local drive presents the same interface options as importing from Kolibri Studio.
Workaround for import from external drive on older devices

If Kolibri is installed on an older or a low-resource device, you can try the following procedure for importing content channels for faster results.

  1. Stop Kolibri.
  2. Browse the local drive with the file explorer of your operating system.
  3. Copy the content folder located inside the KOLIBRI_DATA folder on the local drive.
  4. Paste the copied content folder inside the .kolibri folder on your hard disk. The location of the .kolibri folder will depend on your operating system (see the table below).
  5. Confirm the merge of the two folders.
  6. Restart Kolibri, and the new channels should now be available.

Beware that the restart might take longer after these steps, as Kolibri needs to map all the new content in the database.

Operating system Location
Windows C:/Users/<your_username>/.kolibri/
OSX HD/Users/<your_username>/.kolibri/
Linux /home/<your_username>/.kolibri/

On Linux and OSX you will need to enable the Show hidden folders option in order to view the .kolibri folder.

Update Content Channels

Public channels on Kolibri Studio are periodically updated from their original sources. Private and unlisted channels that you have on your local Kolibri device may also have changed since you first imported them. You can update your local channels from Kolibri Studio from online sources, from another updated device in your local network or from an external drive where the latest version of the channels has been previously exported.

Warning

Use caution when updating channels that have been used to make currently-active lessons and quizzes. The structure and location of some resources inside the channel may have changed in the updated version, which can cause lessons and quizzes to not load correctly.

Warning

It is recommended to schedule and perform channel updates only during periods of low activity on the server. Updating content while people are using the server may cause errors or performance issues..

To update a channel to its latest version and import new content into Kolibri, follow these steps.

  1. Click OPTIONS for the channel you want to update, and select Import more.

  2. Choose the source option: Kolibri Studio, Local network or internet or Attached drive or memory card.

  3. If there is a new channel version available, you will see the notification.

    Notification for the new version of the content channel.

  1. Click the UPDATE button and wait for the updated topic tree to load.
  2. You will see empty check boxes for any new content added to the channel since your last import. Select and import content by following the steps from Kolibri Studio, local network, or attached drive.

Export from Kolibri to Local Drive

If you have imported content on one Kolibri device, and want to make it available on another computer where Kolibri is installed, follow these steps to export your content channels.

Note

You must have an external drive (SD card, USB stick or hard disk) attached to your device.

  1. Click EXPORT in the Channels tab on the Device page.

  2. Select the local drive (destination for the export) where you wish to export Kolibri content, and click CONTINUE.

  3. In the Export to <name-of-your-drive> page you will be able to see all the available content channels on your device.

    Select from which channel you want to export to local drive.
  4. Click SELECT for the desired channel, and wait for Kolibri to display the channel information and the topic tree.

  5. In the Select content from… page you will see all the details of the selected channel: description, version, total size and number of learning resources.

  6. Under Choose content to export you can browse the channel topics and individual resources. Use the Select all checkbox to import the content channel in full, or select only certain topics or resources. As you keep selecting, you will see the total number and size on disk under Resources selected:, and the remaining space on the destination drive.

  7. Click EXPORT once you finish selecting all the desired content.

  8. Wait for Kolibri to export the selected content and click CLOSE.

  9. Once the export is finished, safely disconnect the drive according to the recommended procedure for your operating system, and proceed to import channels on other devices.

    Note

    This procedure makes a copy of the content folder located inside the .kolibri folder on your hard disk, and places it in the KOLIBRI_DATA folder on the selected local drive. This structure is recognized by the Import from local drive command.

    structure of the local drive folders with exported content channels

Delete Channel

To delete a content channel from your device, follow these steps.

  1. Click OPTIONS for the channel you want to delete.

  2. Select Delete option.

  3. Click DELETE to proceed, or CANCEL to exit without deleting the channel.

Manage Facility

You can edit facility configuration settings in Kolibri from the Settings tab in your Facility dashboard (Settings icon).

  1. Activate the options you want to make available for the users of your facility. You have the possibility to allow users to:

    • edit their full names and usernames
    • sign in without password (except Admin users)
    • download content items (videos, documents, etc.) on their own devices
    • browse content without signing in
    • create accounts on your facility
  2. Click SAVE CHANGES to apply and finish.

    Open Facility page, navigate to Settings tab, and use the checkboxes to activate or deactivate the available options.

    Manage facility configuration settings.

Note

To manage facility settings in Kolibri you must sign in as admin or super admin.

Manage Users

You can search for, filter, add, and edit user accounts in Kolibri from the Users tab in your Facility dashboard (Users icon).

Open Facility page and navigate to Users tab to see the the list of all the users, and access the options to manage them.

Note

To manage Kolibri users you must sign in as admin or super admin.

Create a New User Account

To create a new user account, follow these steps.

  1. Click NEW USER button.

  2. Fill in the required information (name, username, password).

  3. Select the user type (Admin, Coach or Learner).

  4. Click SAVE to add the new user.

Coach Type

When you create a new Coach user account, or change the type (role) to Coach for an existing user, you can choose between:

  • Class coach, that will have access to the coach dashboard and permissions to instruct ONLY the learners in the classes they are assigned to.

  • Facility coach, that will have access to the coach dashboard and permissions to instruct ALL the classes and the learners in the facility.

    Use the radio buttons to choose between class coach and facility coach.

Select Users by Type

  1. Click to open the selector under User type to see filtering options. All users are displayed by default.

  2. Toggle between options (learners, coaches, admins) to display the users according to type.

Edit User’s Account

To edit username, full name or account type, follow these steps.

  1. Click on the OPTIONS button for the desired user and select the Edit details option.

  2. Edit Full name, Username or User type in the Edit user details window.

  3. Click SAVE to update the edited information, or CANCEL to exit without saving.

Reset User’s Password

  1. Click on the OPTIONS for the desired user and select the Reset password option.

  2. Enter the new password in both fields in the Reset user password window.

  3. Click SAVE to confirm, or CANCEL to exit without changing the password.

Delete User’s Account

  1. Click on the OPTIONS for the desired user and select the Delete option.

  2. Click DELETE to confirm, or CANCEL to exit without deleting the account.

Warning

When you delete a user, all their learning records will be erased from the database.

Manage Classes

You can view, create and delete classes, as well as search, filter and enroll Kolibri users in them, using the Classes tab in your Facility dashboard (Classes icon). Default view displays the list of all classes in your facility, with the number of enrolled users for each class.

Open Facility page and navigate to Classes tab to see the the list of all the classes, and access the options to manage them.

Note

To manage Kolibri classes you must sign in as admin or super admin.

Add New Class

To add a new class, follow these steps.

  1. Click NEW CLASS.
  2. Fill in the class name.
  3. Click SAVE to add the new class, or CANCEL to exit.

Delete Class

To delete class, follow these steps.

  1. Click DELETE CLASS for the chosen class from the list.
  2. Click DELETE in the confirmation window to proceed, or CANCEL to exit without deleting the class.

Note

Users enrolled in the class you are deleting will not be removed from the database.

Edit Class, Learners and Coaches

A newly created class does not have any learners or coaches. To edit a class select it from the default view in the Classes tab. In this view, you can change class name, add or remove currently enrolled learners and assign or remove coaches from the class.

New class will have no enrolled learners and no assigned coaches.

Enroll Learners in Class

  1. Click the ENROLL LEARNERS button on the class details page.

    • List in this view contains all the learners currently NOT enrolled for the selected class.
    • You can search for a specific learner by name.
    Class details window in this step displays a list of learners you can add to the class.
  2. Use checkboxes to select all the learners in the list, or the search field for specific learners you want to enroll to class.

  3. Click CONFIRM to finish enrolling the selected learners and return to the main class page.

Remove Learners from Class

  1. Click REMOVE for the chosen learner.

  2. Click REMOVE to confirm, or CANCEL to exit without removing the learner.

Note

Learners removed from the class will not be deleted from the database, and you can still access their accounts from the Users tab in the Facility dashboard.

Assign Coaches to Class

  1. Click the ASSIGN COACHES on the class details page.
  • List in this view contains all the users with Coach, Facility coach or Admin roles.
  • You can search for a specific user by name.
Class details window in this step displays a list of coaches you can assign to the class.
  1. Use checkboxes to select all the users in the list, or the search field for specific users you want to assign as a coach to class.
  2. Click CONFIRM to finish.

Remove Coaches from a Class

  1. Click REMOVE for the chosen coach.
  2. Click REMOVE to confirm, or CANCEL to exit without removing the coach.

Note

Coaches removed from the class will not be deleted from the database, and you can still access their accounts from the Users tab in the Facility dashboard.

Rename Class

To edit class name, follow these steps.

  1. Click on the Edit link next to the class’ name.
  2. Write the new name in the Class name field.
  3. Click SAVE to confirm the edited information, or CANCEL to exit without saving.

Manage Data

You can download Kolibri Detail and Summary logs usage data and export in the CSV format from the Data tab in your Facility dashboard (Data icon).

Open Facility page, navigate to Data tab, and use the Download buttons to save the logs on your local drive.

To download session or summary logs, follow these steps.

  1. Click the Generate log file link for the file you require.
  2. Click the DOWNLOAD button.
  3. Save the generated csv file on your local drive.
  4. To download again after more interactions click the Generate a new log file link.

Note

To manage Kolibri users you must sign in as admin or super admin.

Troubleshooting

Troubleshoot Network Issues

  1. Can you access Kolibri when you type http://127.0.0.1:8080 in the address bar of the browser?

  2. Can you access anything from the external IP of the device running Kolibri FROM the device itself? Read more information about IP addresses.

  3. Can you ping the external IP address from another device on the network? For example, if Kolibri is on a device/computer with IP address 192.168.0.104, type this in the Terminal or Command prompt:

    ping 192.168.0.104
    

Firewalls

If you are having trouble connecting to Kolibri from other computers, your firewall might be blocking access.

Windows systems often come with firewalls bundled and enabled, and this may interfere with running Kolibri. That said, you probably want to keep your firewall enabled for security reasons, especially if the server is connected to the public internet.

You can try temporarily disable your firewall to see if it helps with connecting to Kolibri. If so, you’ll want to turn the firewall back on and then create a exception rule for Kolibri to allow access.

Troubleshoot Database Issues

In case you receive the database disk image is malformed error in Terminal, try running these commands (note that you must have the sqlite3 command available on your system).

mkdir -p malformed
cp -b db.sqlite3* malformed
sqlite3 ~/.kolibri/db.sqlite3 .dump | sqlite3 fixed.db
cp fixed.db ~/.kolibri/db.sqlite3
rm -f db.sqlite3-wal db.sqlite3-shm

For further assistance, please report the issue on our Community Forums, stating the operating system and Kolibri version.

Videos are not playing

Make sure to check the system requirements to see if you can support video playback. Please report any issues on our Community Forums, stating the operating system and browser you are using.

Antivirus

Some overzealous antivirus programs on Windows platform may preventively impede Kolibri or some of its components (for example python.exe) from running correctly. If that happens you need to add them to the antivirus exclusion list. Below steps refer to the program Avast, but should be similar in other antivirus applications.

  1. Open Avast.
  2. Click on Protection in the sidebar.
  3. Click on Virus Chest.
  4. Find the file python.exe in the list.
  5. Right click on the file and select Scan.
  6. If the scan is inconclusive the python.exe file is not infected with a virus.
  7. Right click on the file and select Restore and add to exclusions.

Problems with import and export from USB drives

Kolibri needs read and write access to USB drives in order to import and export content. There are several possibilities why you may encounter issues during this procedure.

  • User account does not have access:
    • you installed Kolibri in your own environment running as a non-desktop user (for instance UWSGI)
    • you have upgraded Kolibri on Debian from a version prior to v0.10. Follow these instructions to change the ownership of Kolibri system service from one user account to another
    • to grant access to USB drives to other accounts, refer to the documentation of your operating system
  • Write access denied: Some USB drives will experience problems when they are unplugged from the computer in an “unclean” way. If you are denied access to write, look for options to “fix” or “repair” the file system.
  • Data failures: Copying the data can take a long time. If you do not see the final success confirmation message after the copy apparently finishes, do not assume that the data has been imported or exported correctly. Restart the process instead, otherwise you risk inconsistent and malfunctioning content data.
  • Hardware life expectancy: SD and flash storage drives can “expire”. Reading and writing large quantities of content data, especially on older or models with smaller capacity, may produce data errors over time.

Locate Kolibri log files

When you report a problem with Kolibri, we may ask you to send us Kolibri log files to help us find out why is it not working or crashing.

Open the .kolibri/ folder inside the Home folder of the Kolibri server and locate the logs/ folder. You will be able to find these two files:

  • kolibri.txt
  • debug.txt

If the problem happened earlier than the dates in the above log, you can open the archive/ folder inside logs/ to find older log files:

  • kolibri-YYYY-MM-DD.txt

Warning

On Linux and MacOS systems you will need to activate the Show Hidden Files option in your file browser, in order to view the .kolibri folder.

About IP addresses

  • 127.0.0.1 IP address, or localhost, is device’s own IP address. You can use it in the browser on the device where Kolibri is running to make sure it is working correctly.
  • Aside from its own localhost address, a device running Kolibri also has an external IP address like 192.*.*.* or 10.*.*.*, under which it is recognized by other devices in the same local network. That is the IP address that you need to use in the browsers on client devices (learner tablets or computers), to connect with Kolibri server.
  • Kolibri by default runs on the port number 8080, but you can change this setting to meet your particular needs.
  • So when you type the full IP address like http://192.168.1.1:8080 in the browser of a client device, you are telling it to: “Connect to IP address 192.168.1.1 on port 8080 with the HTTP protocol, and display its content”.