Managing Users
The Users tab in Settings is where you manage everyone in your Aprenta account -- from principals and coaches to teachers and counselors. You can add new users, edit their information, assign them to schools with the right roles, reset passwords, and remove users who have left. Only the account Owner can access this page.
Accessing the Users Tab
Click your profile icon in the top-right corner
Select Settings
Click the Users tab
The page heading reads Manage Users with the subtitle "Manage and invite new users to your account."
The User List
The Users tab displays a scrollable list of all users in your account. Each entry shows:
The user's avatar (or initials if no avatar is set)
Their name and email address
A Manage button to assign them to schools, or an Owner badge for the account owner
A three-dot menu with additional actions (for non-owner users)
You can search for users by name or email using the search field at the top of the list.
Adding a New User
Click the + User button in the top-right corner of the user list
A sliding panel titled New User opens on the right side of the screen
Fill in the required and optional fields:
Field | Required | Description |
Full Name | Yes | The user's full name (minimum 2 characters) |
Email Address | Yes | Must be a valid email address. An invitation email is sent to this address. |
Mobile Number | No | Mobile phone number (minimum 10 digits if provided) |
School | No | Select a school to assign the user to. When selected, additional fields appear. |
Job Title | Yes (when school is selected) | The user's position. See the job title table below. |
Click Save to create the user
When a school is selected, you must choose a Job Title. Job titles are grouped into two categories:
School-Level:
- Principal
- Assistant Principal
- Instructional Coach
- Teacher
- Paraprofessional
- Counselor
District-Level:
- Superintendent
- District Administrator
- District Coach
Automatic Role Assignment
When you select a job title, Aprenta automatically assigns default roles based on what that person typically needs to do:
Job Title | Default Roles |
Principal | Organization Manager |
Assistant Principal | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager |
Instructional Coach | Observer, Scheduler, Reporter, Form Manager |
Teacher | Observee |
Paraprofessional | Observee |
Counselor | Observee |
Superintendent | Organization Manager |
District Administrator | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager |
District Coach | Observer, Scheduler, Reporter, Form Manager |
For example, selecting "Instructional Coach" automatically grants the Observer, Scheduler, Reporter, and Form Manager roles -- everything a coach needs to create forms, conduct observations, manage their schedule, and view results.
Advanced Permissions
If the default roles for a job title do not fit a specific user's responsibilities, you can customize their permissions:
After selecting a job title, click the Advanced Permissions link that appears below it
A list of all 8 roles appears with checkboxes
Roles that come with the selected job title are checked and locked (marked as "Default") -- you cannot remove them
Check additional roles to grant more access, or leave them unchecked
The 8 functional roles are:
Role | Description |
Organization Manager | Full organization access |
Member Manager | Manage organization members |
Form Manager | Create and manage observation forms |
Observation Manager | Full access to all observations |
Observer | Conduct observations and record answers |
Scheduler | Schedule observations |
Reporter | View and export observation results |
Observee | Can be tagged and observed |
For example, you might add the Reporter role to a teacher who also serves as a department chair and needs to view observation data.
Editing a User
To update a user's basic information:
Click the three-dot menu to the right of the user's name
Select Edit
The Edit User panel opens with the user's current name, email, and mobile number
Make your changes and click Update
Note: When editing an existing user, the School and Job Title fields are not shown. To change a user's school assignment or roles, use the Manage button instead.
Managing School Assignments
To assign a user to schools and configure their roles per school:
Click the Manage button next to the user's name
A sliding panel opens showing Associated Schools -- the schools this user currently belongs to, along with their job title and roles at each school
To add the user to another school, use the add school form at the bottom
To remove a user from a school, click the delete button on that school's card and confirm
A single user can belong to multiple schools with different roles at each one. For example, a district coach might be assigned to three elementary schools as an Observer at each.
Resetting a User's Password
If a user is locked out or needs a fresh start:
Click the three-dot menu next to the user's name
Select Reset Password
The user receives an email with instructions to reset their password
Deleting a User
To permanently remove a user from your account:
Click the three-dot menu next to the user's name
Select Delete (shown in red)
A confirmation dialog appears: "Are you sure you want to delete this user?"
Click Yes to confirm or No to cancel
Deleting a user removes their access to the account. Consider whether you need to reassign any of their scheduled observations before deleting them.
Important Notes
The account Owner appears in the user list with an "Owner" badge and cannot be edited or deleted through this interface
The three-dot menu with Edit, Reset Password, and Delete options is only visible to the Owner
Non-owners who need to manage staff at their school should use the People page, which is accessible to users with the Member Manager role