Instruction for Admins

Chapter 1: Navigating Instruction Admin

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 the 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 Lesson Planner 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 manage accounts in my institution as an admin for the Instruction solution?

These instructions are for the Instruction solution. You can find instructions on how to manage accounts for Curriculum in this support article. For the Assessment Solution, account creation is done through CSV uploads.

If your Chalk account has an Admin role, you can invite teachers and add new accounts to your school or institution. You can only add accounts up to the user limit according to your current subscription. The following article will show you how to add or manage accounts from your Admin panel with the proper roles, set up Schools and Groups, and set the default roles for members of your institution.

If you receive any error messages or encounter issues when adding accounts, please reach out to us at support@chalk.com.

How to manage users

Step 1:

Open the Admin menu at the top of the page, then click Organization Settings.

Step 2:

You will automatically be taken to the Users tab. Click the Add Users button in the top-right corner.

Note: If your institution uses Schools or Groups, you can navigate to the School or Group you would like to add users to and use the Add Users button you see to add the users directly there. You can find more information about this below.

Step 3:

In the box that appears, enter the emails of the accounts you would like to add, with each email on a separate line. For example:

Step 4:

Click Add to add the accounts with the default roles set for your institution.

If you would like to add different roles for these accounts, click the Assign New Roles text at the bottom of the window.

Next, select the roles you would like to assign to all of the accounts being added. If you are adding users to a School or Group, you will see information regarding roles for the specific School or Group as well. Click Save to apply these changes.

Click Add when you are ready.

For more information about the available roles, see the "What are the different account roles?" section below.

Note: If you need to add accounts with different roles, you will need to do so in separate actions. For example, if you need to add some accounts with Admin access and some without, add all the Admin accounts at once and then click the Add Users button again to add the remaining accounts.

Step 5:

The accounts have been added to your institution, and the teachers will receive invitation emails within the next hour with instructions on how to access their accounts.

Step 6 (Optional):

Once a user has been added to your institution, you can click the Expand icon to the left of their email to manually edit the roles for the account, add the account to a School or Group, or view the account if you have the Lesson Reviewer role.

You can also select multiple accounts using the checkboxes on the left-hand side, then choose from one of the following bulk actions at the top of the user list:

How to edit Schools and Groups

Within Admin, you can create and edit two types of smaller sub-groups within your institution called Schools and Groups. Having a School or Group allows you to set roles and content specific to selected people within your institution, such as having school or department-specific off-days and lesson templates.

For more information about Schools and Groups, see this support article. To create and edit Schools and Groups, follow these instructions:

Step 1:

Click on the Schools or Groups tab in the top-left of the Admin view, depending on your need. For this example, we'll create a School.

Step 2:

To create a new School, click Add School in the top-right corner.

Step 3:

Enter a name for the School. If you need to change the default role for its members, click the Edit button and select a new default role. Click Add School when finished.

Step 4:

You'll see the newly-created School appear in the list. Click on its name to view and manage its users.

You can click the back arrow at the top of the page to return to viewing users for your institution, or to select another School or Group to view.

How to set the default role

The default role determines the role that applies to all users within the institution, and can be also be set for particular Schools or Groups. You will still be able to manually edit roles for specific accounts to levels of access above or below the default role, but setting the default role can save time when adding accounts.

To edit the default role for your institution, follow these instructions:

Step 1:

Click the Edit button in the top-right corner, to the right of the current default role for the institution.

To edit the default role for a specific School or Group, first navigate to the School or Group you want to edit and then click the Edit button in the top-right corner.

Step 2:

In the window that appears, click the checkboxes to set the default role that will apply to the institution, school or group that you are viewing. For more information about the different roles and what they have access to, keep reading below.

Step 3:

Click Save to apply the changes.

What are the different account roles?

Assigning roles within a school or district can ensure that users have access to the appropriate features for their roles. As an Admin, you can assign roles when bulk adding accounts or by managing roles through your Admin Users panel.

  • Admin: This role will enable Admin for these accounts, allowing users to see and access Admin from both the Dashboard and the main navigation menu for the entire institution. A user with the Admin role can add and remove accounts for the institution, manage role for existing accounts, create Schools and Groups, and manage off-days and lesson templates.
  • Lesson Feedback: This role will allow admins to leave feedback, monitor lesson activity and view teacher accounts.

If your institution uses Schools or Groups, you may see an option to add roles specific to that School or Group, as shown below:

A user with Admin for a School or Group will only have those roles within that particular School or Group, and will not be able to manage or view accounts for the entire institution.

If you have any questions regarding roles or how to set up your necessary accounts, please reach out to us by emailing support@chalk.com.

How do I set user roles as an admin?

This is part of our Instruction and Curriculum solutions for users with the Admin role. You will not have this option if you are a free user.

This article is a quick guide on how to change the roles of an individual user or multiple users through your Admin panel.

Step 1:

Open the Admin menu at the top of the page, then click Organization Settings.

Step 2:

You will automatically be taken to the Users tab.

Option 1: Editing Roles for an Individual Account

Click the Expand icon to the left of the email of the account you wish to edit.

Here you will see the details of the roles assigned to this account and can add the account to a School or Group. You can click the roles to edit them for this particular account either at the institution level or within any Schools or Groups they are a part of. Changes take effect instantly.

Option 2: Editing Roles for Multiple Accounts

Click the toggles on the left-hand side of the page to select multiple accounts you wish to assign roles to.

Click the Assign Role button in the area above the list of users.

Here you can click the boxes to apply a role in bulk to the selected accounts. Please note that some of the options in the screenshot may not be available, depending on your subscription type.

Click Save to apply the roles to the selected accounts.

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 account. The teacher will still be able to access their lesson plans and any data entered from their lesson planner or gradebook, but the Institution will not have access to the account, 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 to, but they will still have access to their account.
  • If the account is deleted by the user, any resources that have been shared will be deleted from the institution.
  • If the account is deleted by the user, any student grades they have entered will be deleted from the institution.
  • If the account is deleted by the user, 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 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 the 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 account. To see how teachers can edit their own off-days, click here. An administrator can make teacher's lives even easier by setting up off-days for them.

Step 1:

Open the Admin menu at the top of the page, then click Organization Settings.

Step 2:

Click the Off-Days tab.

Step 3:

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 and date range as needed.

For 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 Delete action:

Note: Removing off-days directly impacts teacher 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.

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