SchoolOps by ChalkChest · For the school’s system administrator
Accounts, passwords and the record of changes
Create accounts, invite staff, reset a password, deal with a lost phone, switch off a leaver’s account and see who changed what.
The pictures and clips show the real product with a made-up school, staff and classes. Fictional demo data.
On the web
The pictures in this guide leave out every sign-in name and password.
Where accounts are kept
Open People and choose Accounts. Each account is listed with its role, the staff record it belongs to, whether it is active, and whether the person is signed in on the phone app.
The Accounts list on the People pageFictional demo data
One account
Choose Add account. Pick the Role. For a teacher, pick the Staff record the account belongs to. Type the Sign-in name, which is the email address the person will sign in with, and choose Create account.
The Add account windowFictional demo data The new account gets a one-time password. It is shown to you once. Choose Copy password and hand it over privately before you choose Done.
The window that shows a new account’s one-time password onceFictional demo data
Accounts for all staff at once
Choose Create accounts for all staff without one. Type the School email domain and choose Show what will be created.
Typing the school’s email domainFictional demo data You are shown who will get an account before anything is made. Each sign-in name is the person’s staff ID at that domain. Choose the Create button to go ahead, or Change the domain.
The list of staff who will get an accountFictional demo data Every new account has its own one-time password. Choose Download as CSV or Copy all before you choose Done, because the passwords cannot be shown again.
The list of new accounts, with Download as CSV and Copy allFictional demo data
Invite by email instead
Invite staff by email sends each person a link to choose their own password, so nobody else sees a password. It reaches staff whose email address is in the staff file, and you are shown who will be invited before anything is sent. If no address has been loaded yet, the window says so.
The Invite staff by email windowFictional demo data
Looking after an account
Beside each account are Edit account, Sign out everywhere, Reset password and Disable account. Use the search box to find a person.
One account and the buttons beside itFictional demo data Sign out everywhere ends every sign-in of that person at once, in the web portal and in the phone app on every phone. The account stays as it is and the same password signs in again. Use it when a phone is lost.
The question asked before signing a person out everywhereFictional demo data Reset password signs the person out and gives you a one-time password to hand to them. They choose their own when they next sign in.
The question asked before resetting a passwordFictional demo data Disable account signs the person out and stops them signing in, for example when someone leaves the school. Nothing they have recorded is removed, and Enable account switches it back on.
The question asked before disabling an accountFictional demo data
The first sign-in
The person opens the school’s SchoolOps page, types their sign-in name and the one-time password, and chooses Sign in.
The sign-in pageFictional demo data Before anything else they are asked to choose a password of their own. The page says what the new password needs.
Choosing your own password at the first sign-inFictional demo data
The record of changes
Open Audit to see who did what and when: sign-ins, changes to records and changes to settings, newest first. Only an administrator has this page.
The Audit page with the record of sign-ins and changesFictional demo data