Account & Settings

Account Settings

Account Settings The Account tab in Settings lets you manage your organization's core details and, if needed, cancel your account. Only the account Owner can access Settings. Accessing Account Settings 1. Click your profile icon in the top-right corner to open the user menu 2. Select Settings 3. You will land on the Account tab by default Settings has four tabs along the top: Account, Users, Billing, and Schools. All four are Owner-only. The Account Settings page showing organization name, profile, and account options Account Details The Account tab displays a Details section with three editable fields. Each field saves automatically when you make a change. - Account Name -- Your organization's display name (for example, "Shire Valley School District"). This is the name other users see when they log in. - State -- Your organization's US state. Select from the dropdown list. - Default Timezone -- The default timezone for your account. New accounts default to America/Chicago. Changing this affects how dates and times are displayed throughout Aprenta for all users who have not set a personal timezone. To edit a field, click on it, make your change, and select a value or press Enter. You will see a confirmation message when the update saves successfully. Danger Zone: Cancelling Your Account At the bottom of the Account tab, a Danger Zone section contains the Cancel Account button. This is a permanent, irreversible action. When you cancel your account: - All data is permanently destroyed -- observations, forms, schedules, users, schools, and results - All team members immediately lose access - You are signed out and redirected to the home page - This action cannot be undone To cancel: 1. Click the red Cancel Account button 2. A confirmation dialog appears asking "Are you sure you want to Cancel Account?" 3. Confirm to proceed, or cancel to go back If your district is winding down a pilot or transitioning to a different tool, consider exporting any observation data you need before cancelling. Who Can Access Settings The Settings link in the user menu is only visible to the account Owner. Non-owners who need to manage staff should use the People page instead, which is available to users with the Member Manager role.

Managing Users

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 1. Click your profile icon in the top-right corner 2. Select Settings 3. Click the Users tab The page heading reads Manage Users with the subtitle "Manage and invite new users to your account." The Users settings page showing all users with their names, emails, and assigned schools 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 1. Click the + User button in the top-right corner of the user list 2. A sliding panel titled New User opens on the right side of the screen 3. 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. | 4. 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: 1. After selecting a job title, click the Advanced Permissions link that appears below it 2. A list of all 8 roles appears with checkboxes 3. Roles that come with the selected job title are checked and locked (marked as "Default") -- you cannot remove them 4. 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: 1. Click the three-dot menu to the right of the user's name 2. Select Edit 3. The Edit User panel opens with the user's current name, email, and mobile number 4. 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: 1. Click the Manage button next to the user's name 2. A sliding panel opens showing Associated Schools -- the schools this user currently belongs to, along with their job title and roles at each school 3. To add the user to another school, use the add school form at the bottom 4. 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: 1. Click the three-dot menu next to the user's name 2. Select Reset Password 3. The user receives an email with instructions to reset their password Deleting a User To permanently remove a user from your account: 1. Click the three-dot menu next to the user's name 2. Select Delete (shown in red) 3. A confirmation dialog appears: "Are you sure you want to delete this user?" 4. 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

Inviting Team Members

Inviting Team Members When you add a new user in Aprenta, they automatically receive an invitation email with a link to set up their account. This article explains the invitation process and what new team members can expect. The Users tab in Settings showing the list of team members and the + User button How Invitations Work Invitations are sent automatically when the account Owner creates a new user through the Users tab in Settings. There is no separate "invite" step -- creating a user and inviting them is a single action. Sending an Invitation 1. Click your profile icon in the top-right corner, then select Settings 2. Go to the Users tab 3. Click the + User button 4. Fill in the user's details: - Full Name (required) - Email Address (required) -- the invitation is sent to this address - Mobile Number (optional) - School -- select a school to assign them to - Job Title -- select their position (required when a school is selected) 5. Click Save An invitation email is sent to the email address you entered. Choosing the Right Job Title The job title you select determines which default roles the new user receives. Choosing the correct title ensures they have the right access from day one: | Job Title | What They Can Do | |-----------|-----------------| | Principal or Superintendent | Full access to manage everything in their school (Organization Manager) | | Assistant Principal or District Administrator | Manage observations, schedules, reports, staff, and forms | | Instructional Coach or District Coach | Conduct observations, manage schedules, view reports, create forms | | Teacher, Paraprofessional, or Counselor | Be observed and view their own observation results (Observee) | If someone's responsibilities do not match the defaults, you can expand Advanced Permissions before saving to add or customize roles. See Managing Users for details. What the Invited Person Receives The invited person receives an email with a link to accept the invitation. When they click the link, they are prompted to: 1. Set a password for their account 2. Accept the terms of service 3. Complete their account setup Once they finish, they can sign in and start using Aprenta immediately with the roles you assigned. Tips for a Smooth Onboarding - Double-check the email address before saving. The invitation goes to the exact address you enter, and email addresses must be unique across all Aprenta accounts. - Invite people with the correct job title so they get the right default roles. It is easier to set this up correctly at invitation time than to fix permissions afterward. - Assign a school during creation when possible. This ensures the user lands in the right school context and has the appropriate roles immediately. - Let your team know to check their inbox. A quick heads-up -- "You will get an email from Aprenta to set up your account" -- helps prevent invitations from being missed or filtered to spam. After the Invitation Once someone has accepted their invitation and signed in: - They appear in your user list on the Users tab with their name, email, and assigned role - You can use the Manage button to assign them to additional schools or adjust their roles - You can use the three-dot menu to edit their information, reset their password, or remove them from the account For the full walkthrough of what new users see when they accept an invitation, see Accepting an Invitation.

Managing Schools

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." The Schools settings page showing a list of schools with member counts and expandable details 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.

Billing & Subscription Plans

Billing & Subscription Plans The Billing tab in Settings lets you choose a subscription plan and manage your payment method. Only the account Owner can access billing settings. The Billing page showing current plan details and subscription management options Accessing Billing 1. Click your profile icon in the top-right corner 2. Select Settings 3. Click the Billing tab The Billing page has two sections: Plan at the top and Payment below. Subscription Plans Aprenta offers two subscription options: - Monthly -- Billed on a monthly cycle. Provides flexibility if your district needs to evaluate the tool before committing long-term. - Yearly -- Billed annually. A good fit for districts that have adopted Aprenta as part of their ongoing professional development program. Both plans include full access to all Aprenta features -- observations, forms, scheduling, reporting, and user management. There are no feature differences between plans. Your Current Plan The Billing page shows which plan you are currently on. If you are on a monthly plan, you will see: "Your current plan is monthly. You can switch to yearly at any time and you'll be prorated for the remainder of the year." If you are on a yearly plan, you will see: "Your current plan is yearly. You can switch to monthly at any time, and at the end of your yearly billing cycle, you'll be switched to monthly billing." Changing Your Plan To switch between Monthly and Yearly: 1. Click the plan card you want to switch to 2. A confirmation modal appears with the title "Confirm Change Plan" explaining how the change will be applied: - Switching to yearly: You will be prorated for the remainder of the year - Switching to monthly: You will be switched to monthly billing at the end of your current yearly billing cycle 3. Click to confirm the change You will see a success message when the subscription updates. Payment Method The Payment section below the plan cards displays your current payment card on file, including the card brand, last four digits, and expiration date. If no payment method has been added yet, you will see a + Add button to enter your card details. Adding or Updating a Payment Method 1. Click + Add (if no card is on file) or Update (if you already have a card) 2. Enter your card details: - Card Number - Expiry Date - CVC 3. Enter your Billing Info: - Full Name (defaults to the account owner's name) - Billing Address (street address, city, state, country, and ZIP/postal code) 4. Click Save Aprenta uses Stripe for secure payment processing. Your card information is handled directly by Stripe and is never stored on Aprenta's servers. To cancel the form without saving, click Cancel to return to the card details view. Free Trial New Aprenta accounts start with a free trial period. During the trial, you have full access to all features so your district can evaluate the tool with real observations. When the trial ends, you need an active subscription and payment method to continue using the service. Account Status and Billing Your account status reflects your billing standing: | Status | What It Means | |--------|--------------| | Active | Your subscription is current and everything is working normally | | Past Due | A payment has failed -- update your payment method to resolve this | | Cancelled | The account has been cancelled by the Owner | | Suspended | The account has been suspended due to unresolved payment issues | If your account enters a Past Due state, go to the Billing tab and update your payment method to restore access. Need Help? If you have questions about billing, charges, or plan changes that are not addressed here, contact our support team for assistance.