DropSpot User Guide – Android

Contents

• Hei Tīmatanga | Getting started
• Takiuru ki DropSpot | Log in to DropSpot
• Paemahi Kaiaromatawai | Assessor Dashboard
• Tuku Kōnae Hou | Upload a New File
• Tips to Scan More than One Photo/Document
• Tirohia Ngā Kōnae Kua Tukua | View Uploaded Files
• Tāpirihia Ngā Tūtohu Ritenga (Kōwhiringa) | Custom Tags
• Motuhēhēnga Āhuatanga Maha | Multi-Factor Authentication (MFA)
• Takiputa | Sign Out

He aha a DropSpot?
What Is DropSpot?

DropSpot is an evidence repository used by Te Mahi Ako to securely store completed paper-based assessment evidence. It provides a single, secure and trusted place for Assessors to upload and store ākonga evidence as part of their assessment storage and moderation requirements.

He aha āna whakamahinga?
What is DropSpot used for?

• Upload completed paper-based assessment materials
• Store assessment evidence to support reported credits
• Maintain clear, auditable assessment records
• Support quality assurance and moderation processes

Āhea me tuku ake?
When should Assessors upload?

Assessors are expected to upload evidence to Dropspot after reporting credits. This supports a clear assessment trail and ensures evidence is available at the point credits are reported. Assessors are expected to:

• mark the work in the workbook
• report the credit via their Assessor portal
• log into DropSpot and upload the scanned assessment workbook and any accompanying evidence

Mā wai a DropSpot?
Who is DropSpot for?

• Assessors – to upload and store completed assessment evidence
• Internal staff – to support moderation, review, and quality processes
• Te Mahi Ako – as a central evidence record linked to credit reporting

He aha ai a DropSpot
Why we use DropSpot

• Keep assessment evidence centralised and secure
• Support timely credit reporting with appropriate evidence
• Reduce risk by maintaining a clear audit trail
• Enable effective moderation and quality assurance

Hei Timatanga
Getting Started

• Download the DropSpot Android App – https://play.google.com/store/apps/details?id=com.dropspotmobile
• You will need a Multifactor-Authentication App
  • If you haven't already got one, you will need to download and install one from the Play Store.
  • We recommend the Microsoft Authenticator App: https://play.google.com/store/apps/details?id=com.azure.authenticator
  • If you need instructions please head to the Multi-Factor Authentication (MFA) section of this guide.
• Check your email
  • DropSpot accounts will be created by Te Mahi Ako.
  • You will receive an email from Te Mahi Ako which will contain your email address and password required for DropSpot login access.

Takiuru ki DropSpot
Log in to DropSpot

Takiuru ki DropSpot

• Your welcome email will provide a link to our web version
• You may wish to save the web location to your favourites: http://tmadropspot.org.nz/
• If you would like to use the Web Version, check out our DropSpot Web Guide
• For this Guide, please use the Android App Version of DropSpot

Open the DropSpot App

• Enter your email address
• Enter your password (Your password will be emailed to you from Te Mahi Ako who will create your DropSpot account)
• Select Log in

Motuhēhēnga Āhuatanga Maha
Multi Factor Authentication
The first time you log in you will need to set up Multi Factor Authentication

1. Scroll down on your screen and copy the Unique Code below the QR Code
2. Open your Authentication App
   • It will ask you what type of Account you are adding — School/Work etc. Select personal.
     • Name the account DropSpot
   • It will provide you with the option to use QR Code or Unique Code
   • Enter/Paste in your Unique Code
   • DropSpot will now appear in your MFA App
     • Copy the 6-Digit Generated Code
3. Go back to the DropSpot App
   • Add the 6-Digit Generated Code
   • Your MFA will now be complete (You will need this code each time you login)
      

Paemahi Kaiaromatawai
Assessor Dashboard

1. You will land on the Assessor Dashboard
   • From here you can Upload, View, Create Custom Tags and view your MFA. We will explore these in more detail soon. For now;
2. Select the Settings Cog on the top right

Arataki Whārangi (Kōwhiringa)
Page Tour

There are a variety of Tools to support your experience:

• Enable Dark Mode
• Update your preferred Language
• View your Profile details
• Update your Account Security
  • Change your Password
  • Check MFA is enabled
• View FAQs
• Read our Privacy Policy
• Logout of the App
• Click the Back Arrow on the top left of the screen to go back to the Assessor Dashboard
  
  
  

Tuku Kōnae Hou
Upload a New File

Select Upload a New File from the Assessor Dashboard

Select File Source

You can choose to take a photo or upload from a file on your device. (Note that only one photo or file per upload)

1. Chose File Type
   • Select Take Photo (use camera)
     • take photo (can only do one photo at a time)
   • Select Choose File (Browse Files)
     • locate your file on your device
   • Once loaded
     • Confirm the correct file is selected
2. Add "Tags"
   
   
   • Complete all required tags:
     • Ākonga/Learner Name
     • Industry
     • Programme
     • Evidence type
3. Upload the File
   1. Select Upload File
      • Wait for the progress bar to complete
   2. Upload Success Banner will populate – click OK
      
      
      

Tips to Scan More than One Photo/Document

Organise your files and photos beforehand.Save multiple document pages/photos as one file.Save with easy to locate file names.

• Here are some tools that can help you collate documents/pages: 
  • Split and merge PDF files. Free and open source – PDFsam
  • Scan to PDF: Scan documents with a free scanner app | Adobe Acrobat
  • Use Google Drive – Scan/Upload Feature
  • Use Apple – Scan/Upload Feature
  • Using a physical scanner
    
    
    

Tirohia Ngā Kōnae Kua Tukua
View Uploaded Files

1. Select View previously uploaded files
2. Select or use the Search Field to locate the file you are looking for
   • From here you can:
     • Check date and time uploaded
     • Check your tags
     • Preview, Download or Delete the File

Tāpirihia Ngā Tūtohu Ritenga (Kōwhiringa)
Custom Tags

• Why create a Custom Tag?
  • You can create personalised custom tags to help you locate and search for specific uploaded items.
• Select Custom Tags from the Assessor Dashboard
• How to Create a Custom Tag
  1. Select the + button at the bottom right of your screen
     
     
  2. Enter a Tag Name — here are some examples you may wish to create:
     • Workplace
     • Known as name
     • Role
     • Business Unit/Department
  3. Choose your Custom Tag Type:
     • Aa Free Text – This allows you to type as you wish for your naming conventions
     • Select – This creates Options that you can list
       
  4. Required
     • You can choose to turn ON or leave OFF Make this tag required for file uploads
  5. Once all fields have been entered you can press Create
  6. A Success Banner will appear — click OK
• Viewing & Editing Custom Tags
  • Any created Custom Tags will appear within the Custom Tags section
  • You can Delete using the Bin Icon or Edit using the Pencil Icon

Mōtuhēhēnga Āhuatanga Maha
Multi-Factor Authentication (MFA)

• Here you can confirm your MFA is enabled
• You also have the option to Disable MFA

How to Install MFA

1. Open the App Store/Google Play on your device
2. Search Microsoft Authenticator App
   • Check that this is the genuine version published by Microsoft Corporation
   • Alternatively you can download from the Microsoft Official download page here: https://support.microsoft.com/authenticator
3. Select Install
4. Once installed head back to Getting Started in the guide
   
   

Takiputa
Log Out

1. Select Settings/Cog Icon located top right of the screen
2. Click Logout