Instruction for Admins

Chapter 1: Navigating Instruction Admin

Chalk Instruction connects you and your colleagues, allowing you to share lessons, assessments, and other resources. Create sharing groups and share across a department, grade level, or your entire school.

This learning guide will help familiarize you with the features of Chalk's Instruction solution for users with Administrator privileges. If you want to learn how to take advantage of this solution as a teacher, please see our Instruction for Teachers guide.

While this guide will cover many of the features available, please refer to our extensive support articles for specific questions or reach out to us at support@chalk.com or through our in-app Live Chat service (available Monday through Friday, 8am-4pm EST).

The following chapter of our learning guide will go over how to:

  • Log into and navigate Admin
  • Set user permissions
  • Manage accounts in your institution
  • Set off-days for your institution

How do I log into and navigate Admin?

This is part of our Chalk Solutions. You will not have this option if you are a free user.

Once one of Chalk's Solutions (Instruction, Curriculum or Assessment) has been purchased you gain access to Chalk's Admin app. While each Solution does have its unique advantages, there are some features within Admin that are universal to all. Here we'll go through these general features that would be helpful regardless of which solution has been purchased.

Logging into Admin

Step 1: 

Visit the Chalk log-in page! You can find the log in button on the Chalk website in the top right-hand corner.

Note: After signing-up for an Admin account you may also receive an email titled "Welcome to Chalk!" from support@chalk.com. You may use this email to log-in your first time.

Step 2: 

Use your email and your password to log into your account. If you haven't setup a password yet, go ahead and leave that spot blank and simply click login to get into your account.

Note: If you have any trouble, you can use the "I forgot my password!" link and enter the email associated with your account. This will send you an email with a link to get your password set and give you access to your account.

Note: Check the Stay Logged In check box to prevent having to log in every time you need to access Chalk. 

Admin is not yet available on mobile.

Admin is not yet available on mobile.

In the Admin app

Once in your Admin app you can see all the options available to you on the left hand side.

Each Chalk Solution (InstructionCurriculum and Assessment) enables different options here. For example in the above screenshot you can see Off-Days and Templates which are part of the Instruction Solution. This means that if you don't have the Instruction Solution purchased you won't have access to these features.

Regardless of what Chalk Solution purchased you'll have at minimum the following two options:

Admin is not yet available on mobile.

Admin is not yet available on mobile.

How do I set user permissions for the Instruction Solution?

This is part of our Instruction Solution. You will not have this option if you are a free user.

This article is a quick guide on how to change the Roles and Permissions of a user. This article provides a step by step guide on how to set permissions and roles both Institution-wide and School or Group-wide. 

Institution-wide Permissions

Step 1: 

If you’re looking to give other users permissions within your Institution select the Users option in the side Admin menu.

Note: Institution-wide permissions means that they will have Admin or Insight access to all of the schools and groups within the entire Institution.

Step 2: 

Click the name of the user you're looking to assign permissions for. 

Step 3: 

In the Roles & Permissions option box you can select Admin and/or Insight. 

  • Admin:  This permission will enable the Admin app for this account allowing this user to see and access Admin from both the Dashboard and the main navigation menu for the entire institution.
  • Insight: This setting will allow admins to leave feedback, monitor lesson activity and view teacher accounts.

School or Group-wide Permissions

Step 1: 

If you’re looking to give other users permissions within a School or Group select the Users option in the side Admin menu.

Note: School or Group-wide permissions means that they will have Admin or Insight access to only the school or group that the permissions are given for.

Step 2:

Select the name of the user you would like to set school or group permissions for.

Step 3: 

On the user profile page, scroll down to see the School and Group option boxes. Here you will be able to set the permissions and roles for those individual school and groups. 

  • Admin:  This permission will enable the Admin app for this account allowing this user to see and access Admin from both the Dashboard and the main navigation menu.
  • Insight: This setting will allow admins to leave feedback, monitor lesson activity and view teacher accounts.

Note: As you can see in the screenshot above, this user is able to view Insights for Chalk High School, but does not have Admin permissions. They belong to Chalk Elementary School, as well as the group Kindergarten within Chalk Elementary, but only as a teacher. 

This feature is not yet available on mobile.

This feature is not yet available on mobile.

How do I manage the members of my school?

This only applies to users who have signed up for a Chalk Instruction trial on their own. If your school or district has a paid subscription with Chalk, please contact us at support@chalk.com with a list of the teachers you want added, along with their emails and any necessary account permissions.

After completing setup for Chalk Instruction, you’ll need to invite your colleagues to join your institution!

Hint: You will only have access to this feature if you are an Admin. The Admin role is given to the teacher or colleague who initially set up the team or has been given the Admin role.

Step 1:

Click the Admin button in the menu at the top of the page.

Step 2: 

On the Admin page, make sure that you are on the Users tab. This will give you a list of the teachers in your team.

On this page, you will see a list of the members in your team. (If this is the first time you've done this you may only see your own name on the list.) In the top right corner, you'll see the option to Invite Teacher. Select this.

Step 3:

Complete the form by entering the First Name, Last Name, School Email, and Role of the teachers you wish to invite.

If you wish to invite more than one teacher, click on the Add Teacher button and fill out their information as well.

NOTE: Users with an Admin role will have full administrative abilities, including the ability to manage user accounts, leave feedback, and view billing information. We recommend only giving select users the Admin role.

A couple things to note in this form:

  • A) To expand the list select the + Add Teacher Button for the option to add more than one teacher.
  • B) If you've expanded the list too far, or if you added someone by mistake, clicking the x Button will remove them.

Step 4:

Click Invite Teachers to invite all of the teachers on your list via email. They will receive an email in their inbox inviting them to your team.

The email will have a link that they can click on that connects them to your team.

How do I respond to email requests to join?

When a user sends a request to join your team, you will need to send them an invite. Follow the steps here for more details.

How do I remove members from my school?

To learn how to remove an account from your school or institution, click here.

What is the difference between removing an account and deactivating an account?

This is part of our Chalk Solutions. You will not have this option if you are a free user.

When a teacher or staff member no longer works in the Institution, admin have two options: removing or deactivating an account. This article will review the difference between the two.

Removing an account from your Institution

Removing a user account from an Institution will shift the user permissions to a free Chalk account. The teacher will still be able to access their lesson plans and any data entered from Planboard, Markboard or Attendance, but the Institution will not have access, and the account will no longer count towards billing. 

There are a few things to be aware of when removing an account from your Institution:

  • The user will be removed from all Schools and Groups they were added too.
  • Any resources that have been shared will be deleted from the Institution.
  • Any student grades they have entered will be deleted from the Institution.
  • Any attachments that the account has added to curriculum maps will be removed. 

Deactivating an account in your Institution

Deactivating an account will save the data entered by the teacher, but will no longer allow the user to log into or use their account. This means your Institution will not be invoiced for the deactivated account, but no data will be lost. 

The key things to remember when deactivating an account in your Institution are:

  • The user will be immediately locked out of their Chalk account.
  • Any data the user has shared or inputed will still be accessible by the Institution Admin.

How do I set off-days for my institution?

This is part of our Chalk Solutions. You will not have this option if you are a free user.

Off-Days block out a day in Chalk's Planboard lesson planner so lessons can't be created that day. These are to reflect days such as PD-Days, Holidays, unexpected days off due to weather, etc.

Note: As an individual teacher it is possible to create these for their own Planboard account. To see how Teachers can edit their own off-days, click here. However, an administrator can make teacher's lives even easier by setting up Off-Days for them!

Step 1:

Start by selecting the Off-Days option from the Admin app.

Step 2:

From here you have two different options to create Off-Days:

Option 1: Add Holidays

This option lets you select from pre-existing national holidays by Country for a specific date range:

Option 2: Add Off-Day

This option lets you create an Off-Day with a custom reason (for example, Professional Development), start date and end date:

How to Edit Off-Days

Once an Off-Day has been created, whether it was created using Add Off-Days OR Add Holidays, you can edit it by selecting it from the list:

After clicking on an Off-Day you can edit the Reason, Start Day, and End Day as needed:

Example: after adding all national holidays select Christmas Day to edit. Then, adjust the Reason to Winter Break and change the start and end dates to reflect the whole break. This will ensure this time is blocked out for teachers automatically.

How to Remove Off-Days

To remove an Off-Day, hover over it from the list and select the Remove action:

Note: Removing Off-Days directly impacts Planboard accounts for the institution. It can cause lessons to move back to this date if lessons have been planned ahead. Be aware of this before you make any major changes to Off-Days.

Admin is not yet available for mobile.

Admin is not yet available for mobile.