Process LENA Start devices with LENA Hub (transfer, upload, process)

This article offers a few ways to learn about device processing, for which you will need:

  • Windows computer with LENA Hub installed
  • LENA Online username and password
  • Assigned LENA devices with data
  • Multi Dock with power cord, cable to computer, and USB cable for each LENA device
  • Time: about 5 minutes of active time per set of 10 devices for assignment confirmation and data transfer. After transfer, uploads will take 5 to 30 minutes per file, depending on Internet speed. The computer must remain powered on and connected to the Internet, but the user does not have to do anything.

Printable PDF of the basic processing steps

Click here for simplified processing instructions to print and keep with your Hub computer.

 Click to open this PDF. Print it to keep it with your Hub computer for reference.

How_to_Process_LENA_Devices_with_LENA_Hub.pdf - Google Chrome

Click each step for specifics. These steps match the PDF and video, but they include suggestions for when things don't go according to plan.

1. Open LENA Hub.
  1. Click the LENA Hub icon on your computer's desktop.
  2. Log in with the same username and password you use for LENA Online.
  3. The main LENA Hub screen opens.
Open LENA Hub
What if Hub does not prompt me to log in?

If there's no login prompt, your Hub is configured so that a person without a LENA account can use it.

In this configuration, each device will transfer and process automatically for the child to whom it is currently assigned. You will not have the option to check and confirm that it is going to the right child. In most cases, requiring a log in and displaying assignment information is preferred. This setting can be adjusted using the wrench icon.

Help! Could not connect to the LENA Device Service

Something went wrong with Hub's helper program. Learn how to fix the device service error.

2. Set up the Multi Dock.
  1. Start with one empty Multi Dock and USB cables - no LENA devices attached.
  2. Connect the Multi Dock to a power outlet.
  3. Connect the one Multi Dock to the LENA Hub computer.
3. Turn on all LENA devices and check contents.

Look for Memory Full or the expected amount of recording time.

Recorder check

If any device is unexpectedly empty or contains too little data, set it aside to handle later.

4. Connect one, confirm, repeat.
  1. Connect one LENA device to the Multi Dock. (Just one!)
    • A device icon will appear on the Hub screen, followed by a confirmation window.
    • The device's LCD screen will now say Charging or Charged instead of Memory Full or Paused.
  2. Confirm the transfer if the name shown onscreen matches the name label on the device. What if the names don't match?
    • The data will be processed for that child.
    • The device icon will show Transferring or Waiting status.
  3. Repeat steps 1 and 2 until Multi Dock is full.
    • No need to wait for each transfer, just keep connecting and confirming.
    • Do not connect another Multi Dock...yet.
Help! The screen says my device has an Error!

Click on the Error notification to see more information. The most common situations are:

For other errors, see the chapter on troubleshooting LENA Hub.

Help! The screen is showing the wrong child's name.
  1. Click Cancel.  
  2. Disconnect the device.
  3. In LENA Online, assign the recorder to the correct child.
  4. Reconnect the device to LENA Hub.
  5. Confirm audio transfer to the correct participant.
5. Let all confirmed devices transfer.

Hub displays each device's status. Devices must remain connected to Hub until they transfer their data to the computer.

Status Meaning
Transferring
  • Device is actively transferring data to the computer. 
  • Do NOT disconnect.
Waiting
  • Device is waiting in line to be transferred. 
  • Do NOT disconnect.
Battery icon
  • Contents have been transferred or error has been cleared, and device is charging. 
  • OK to disconnect from Hub, but must continue charging from a power source for at least an hour and until a green check mark indicates sufficient charge to make a valid LENA Day.
Error
  • Something unexpected has occurred. Click the error for more information.
  • OK to disconnect from Hub.

Hub automatically begins uploading / processing each file after transfer, unless deferred processing is enabled.

Devices do not need to remain connected to Hub after transfer, but they do need to keep charging.

Special instructions for more than 10 devices

If you have more than 10 devices to transfer:

  1. Let first set of 10 transfer over to the Hub.
  2. Disconnect first Multi Dock from Hub computer, but leave it plugged in to power outlet so devices continue to charge.
  3. Set up second empty Multi Dock, plugging in to Hub and power source.
  4. Connect and confirm LENA devices, following the same steps as above.

Do not connect more than one Multi Dock to the computer at a time. This can prevent Windows from recognizing any recorders, including the ones you've already confirmed. You'll have to restart your computer and start all over again. This is not fun. Don't do it.

6. Leave Hub running until files finish uploading.

The rest is automatic, so you can walk away, BUT...

  • Leave the LENA Hub program open until the status area shows 0 Uploading (or 0 Processing if configured for local processing)
  • Keep the computer:
    • plugged in
    • powered on
    • awake (make sure it has been set to never sleep, and if it's a laptop don't close the lid)
    • connected to the internet
  • Stay signed in to Windows. You can lock the computer if needed (Windows key + L)
What to do if uploads do not complete during the session

Slower internet and/or larger class size may result in a total upload time of more than one hour. If this is your situation, and you need to pack up your Hub laptop to leave before the files complete, then you should:

  1. Turn on deferred processing.
  2. Close the Hub (click through the warning).
  3. Reopen Hub at your earliest convenience to allow it to complete the files.

At your next session, all files will be held so that you won't have to interrupt uploads (which sometimes causes hiccups). Click on the special instructions below to learn how deferred processing works.

Special instructions for "Held" files (deferred processing)

Your LENA Hub software may be configured to hold files for later handling. If so, you will see a blue arrow and the number of "Held" files. These LENA Days will be held unprocessed until a user manually initiates the upload or processing.

As long as you see 0 Uploading or 0 Processing, you can safely close LENA Hub and shut down the computer. The recording files will still be there the next time the program is opened. It is also safe to transfer more recorders before processing the held items.

When the computer can be connected to high speed internet for sufficient time, click the blue arrow to initiate uploads/processing for all held files.

Don't forget to click the blue arrow! No reports will be created until the files are processed.

Reports will be available the day after the files finish uploading.

End of session: Check charge levels and re-distribute devices.

At the end of the session, check the battery icons. Devices that have been charged for the full hour every week should now show a green check mark, indicating they are sufficiently charged to make a valid LENA Day. Devices that have received less than the full hour during one or more sessions may take longer to charge. Use the charge indicators to determine whether a substitute device is needed.

  • Green check mark at end of session: return to family
  • Estimated time remaining: wait or substitute with a spare device depending on family's needs
  • Low charge level: substitute, and charge fully before next session

Remember to assign any substitute devices you send home.