Role Guides
Org Admin Guide
A plain-language guide for running the school workspace, reviewing setup, and protecting academic records.
What org admins own
Org admins manage the school workspace. They set up the academic structure, control sensitive settings, review finance activity, and make sure official records are ready before teachers and students rely on them.
| Area | Admin responsibility | Why it matters |
|---|---|---|
| Settings | Keep school identity, contact email, logo, and appearance accurate. | Users trust records more when the workspace clearly belongs to the school. |
| Academic setup | Create departments, cycles, courses, optional programs, mapped delivery, and GPA policies in the right order. | Bad setup causes invalid mappings, wrong majors, missing options, and transcript mistakes. |
| Evaluation windows | Open and manage teacher/course feedback periods. | Feedback should be collected only after enough academic activity has happened. |
| People | Create teacher and student accounts and place them correctly. | Portal views depend on correct assignments and placement. |
| Account recovery | Help organization users with password-reset links or two-step verification when they are locked out. | Only change security after confirming which user is asking for help. |
| Finance | Review structures, payment claims, and confirmed transactions. | Fee balances should only change after staff verification. |
Help a user regain access
- 1Open the relevant user list and find the correct account.
- 2Choose the shield action to open Account recovery. Password and two-step verification help are grouped in this one window.
- 3Use Copy Password Reset Link if the user has forgotten the password.
- 4Use Reset two-step verification only if the user cannot complete the extra sign-in check. Admins cannot use this action to turn it on.
- 5Share password-reset links directly with the intended user. Do not post them in a group chat or shared document.
- 6Ask the user to review Settings > Security after signing in and set up verification options they can keep access to.
Admin boundary
Org admins can help every user in their organization, including sub-admins. Sub-admins cannot change the password or two-step verification of the org admin or another sub-admin.
Daily workflow
- Review dashboard alerts for missing schedules, attendance gaps, or unverified payments
- Check new student or teacher records for correct placement
- Confirm payment claims only after reviewing proof
- Watch for incomplete academic setup before a new cycle starts
- Use docs links from pages when a setting has consequences
Sensitive actions
| Action | Why it is sensitive | Before confirming |
|---|---|---|
| Changing a cycle GPA policy | It affects transcript results for that cycle until grades are finalized. | Confirm the policy matches school rules before teachers finalize grades. |
| Finalizing grades | Finalized grades are treated as official for transcripts. | Review marks, weightage, student names, and feedback. |
| Opening evaluation windows | Students can submit evaluations only while a matching window is active. | Confirm grades have been finalized and the window scope is correct. |
| Changing activated program structure | It creates a future configuration and must not rewrite admitted students. | Provide a clear reason and prepare a complete replacement curriculum. |
| Archiving a cycle | It freezes academic records and referenced files into Past Records. | Resolve student progression, verify files, then check the completed archive. |
| Deleting or archiving records | Old records may explain historical transcripts, payments, or enrollments. | Archive when history still needs to remain understandable. |
| Confirming payments | Balances and transaction history change after confirmation. | Check receipt, reference, amount, and student before accepting. |
Use caution with academic history
If an action explains a past transcript, enrollment, or payment, avoid removing it just to clean up a current screen. Historical clarity is usually more important.