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Managing Schools

How to add, edit, and manage schools in your Aprenta account

R
Written by Ron Sloop
Updated today

Managing Schools

Schools in Aprenta represent the buildings, campuses, or administrative units in your district. Each school has its own staff assignments, observation data, and reporting. The Schools tab in Settings lets you create, rename, and delete schools. Only the account Owner can manage schools.

Accessing School Settings

  1. Click your profile icon in the top-right corner

  2. Select Settings

  3. Click the Schools tab

The page heading reads Manage Schools with the subtitle "Manage your schools and their members."

Viewing Schools

The Schools tab displays a list of all schools in your account. Each school entry shows:

  • The school name

  • The number of users assigned to that school (excluding users who only have the Observee role)

Click on a school name to expand it and see its member list. Each member shows their name, avatar, and job title. This gives you a quick overview of the coaches, principals, and administrators assigned to a school without leaving Settings.

Adding a School

  1. Click the + School button in the top-right corner

  2. A dialog titled Create New School appears

  3. Enter the School Name (required, up to 255 characters)

  4. Click Create School

The new school appears in your list and is immediately available for assigning users. For example, if your district opens a new elementary school, you can add it here and then assign staff through the Users tab.

Editing a School

To rename a school:

  1. Click the three-dot menu on the right side of the school entry

  2. Select Edit

  3. A dialog titled Edit School appears with the current name pre-filled

  4. Update the School Name

  5. Click Save Changes

Deleting a School

Deleting a school is a permanent action. To delete:

  1. Click the three-dot menu on the school entry

  2. Select Delete (shown in red)

  3. A confirmation dialog appears warning that "This action cannot be undone. This will permanently delete the school and all associated data."

  4. Type the exact school name in the confirmation field to proceed

  5. Click Delete School

The name-confirmation step prevents accidental deletions. You must type the school name exactly as it appears -- if it does not match, the Delete School button remains disabled.

Be cautious when deleting a school. Deleting removes all associated data, including member assignments and observation records linked to that school.

How Schools Are Used Across Aprenta

Schools are a core organizing concept in Aprenta. Here is where they appear:

  • School Switcher -- Many pages include a school selector in the header, letting you filter data by school. Coaches working across multiple schools use this to focus on one building at a time.

  • User Assignments -- When adding a user in the Users tab, you assign them to a school and job title. A user can belong to multiple schools with different roles at each.

  • People Page -- Member Managers use the People page to view and manage staff at their school.

  • Observations -- Observations are associated with a school, and filtering by school helps administrators review data building by building.

  • Schedules and Reports -- Observation schedules and results can be filtered by school to focus on a specific building's data.

Planning Your School Structure

When setting up your Aprenta account, create a school entry for each building or administrative unit where observations will happen. A typical district setup might include:

  • One entry per school building (e.g., "Rivendell Elementary", "Hobbiton Middle School")

  • A district-level entry for central office staff who oversee observations across buildings

You can always add more schools later as your district grows or as new buildings come online.

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