Getting Started

Creating Your Account

Create Your Aprenta Account Getting started with Aprenta takes just a few minutes. The person who creates the account becomes the Owner and has full control over billing, account settings, and user management for the district or school. Visit the sign-up page to begin. If you already have an account on the login page, click Sign up to get started. The Aprenta registration page with fields for name, email, and password The sign-up process has three steps, shown in the stepper at the top of the page: Personal information, Choose a plan, and Payment details. Step 1: Personal Information Enter the following details: 1. Name -- Your full name 2. Email -- Your school or district email address 3. Password -- Choose a secure password 4. Confirm Password -- Re-enter your password to verify it matches Click Proceed to payment to continue. Step 2: Choose a Plan Select the subscription plan that fits your organization: - Monthly -- Billed on a monthly basis - Yearly -- Billed annually at a reduced rate The Monthly plan is selected by default. Click on a plan card to select it, then click Continue to proceed. You can also click Back to return to the previous step and update your information. Step 3: Payment Details Enter your card and billing information to complete registration. Aprenta uses Stripe for secure payment processing. You will need to provide: - Card number - Expiration date - CVC - Billing information -- Your name and billing address Once everything is filled in, click Sign up to create your account. Aprenta includes a 14-day free trial, so you will not be charged immediately. After Sign-Up After your account is created, you are automatically signed in and taken to your dashboard. A confirmation email is sent to the address you provided -- click the link in that email to verify your email address. If you do not see the confirmation email, check your spam folder. You can request a new one from the login page by clicking Didn't receive confirmation instructions? What Happens Next As the account Owner, your first steps will typically be: - Set up your profile -- Add a photo and confirm your details - Create schools -- Add the schools in your district under Settings - Invite your team -- Add principals, coaches, and teachers to each school - Build observation forms -- Create the forms your observers will use during observations - Start observing -- Schedule and conduct classroom observations If you were invited to join an existing Aprenta organization instead of creating a new account, see Accepting an Invitation. Already Have an Account? If you already have an Aprenta account, click Sign In at the bottom of the sign-up page to go to the login page. Enter your email and password to sign in.

Accepting an Invitation

Accepting an Invitation If a principal, district administrator, or another team member has added you to Aprenta, you will receive an email with a link to join the organization. How Invitations Work When someone adds you as a member of a school or district in Aprenta, an invitation email is sent to the address they provided. The email contains a link to accept the invitation and get started. What happens when you click the link depends on whether you already have an Aprenta account. If You Are New to Aprenta If you do not have an existing Aprenta account, clicking the invitation link takes you to the Set Your Password page: 1. Open the invitation email from Aprenta 2. Click the invitation link 3. On the Set Your Password page, enter a password (at least 8 characters) 4. Confirm your password by entering it again 5. You can check Show password to see what you typed 6. Click Set Password After your password is set, you will see a confirmation message: "Password set successfully! Please log in with your new credentials." You are then redirected to the sign-in page where you can log in with your email and the password you just created. If You Already Have an Aprenta Account If you already have an account with the same email address, clicking the invitation link accepts it automatically. You will see a success message -- "You've successfully accepted the invite!" -- and be redirected to the sign-in page after a moment. After signing in, you can switch between your organizations using the school switcher in the navigation bar. If You Are Already Logged In If you click an invitation link while logged into Aprenta, a Please Log Out First dialog appears. It shows which account you are currently signed in as and asks you to log out before proceeding: - Log Out Now -- Signs you out so you can proceed with accepting the invitation. After logging out, click the invitation link again. - Cancel -- Returns you to your current session without accepting the invitation. Troubleshooting I did not receive an invitation email Check your spam or junk folder. If you still cannot find it, ask your administrator to resend the invitation from the People page. The link says the invitation is invalid or expired Invitation links can only be used once. If the link is not working, ask the person who invited you to send a new invitation. The link says the invitation has already been used This means the invitation was already accepted. Try signing in with the email address the invitation was sent to. If you need help, contact the person who invited you.

Setting Up Your Profile

Setting Up Your Profile Your profile contains the information that other members of your organization see when they interact with you in Aprenta. Keeping it up to date helps your team identify you during observations, scheduling, and reporting. The My Profile page showing avatar, full name, email address, title, and change password section Accessing Your Profile 1. Click your avatar (or initials) in the top-right corner of any page 2. Select My Profile from the dropdown menu Updating Your Avatar At the top of your profile page, you will see your current avatar or your initials displayed in a circle. To upload a profile photo: 1. Click Change Avatar 2. In the Upload Avatar dialog, select an image file from your device 3. Preview the image to make sure it looks right 4. Click Save Accepted formats are JPG, GIF, or PNG. The maximum file size is 2 MB. Editing Your Information Below the avatar, your profile displays three fields in an inline format: - Full Name -- Your display name visible to others in your organization. Click the field, update your name, and click Update to save. - Email Address -- The email you use to sign in and receive notifications. Click the field, enter a new email, and click Update to save. - Title -- Your job title (such as Principal, Instructional Coach, or Teacher). This field is display-only -- it is set based on the job title selected when you were added to the organization and cannot be edited from your profile. When you save a change, you will see a confirmation message: "Your profile has been successfully updated." Changing Your Password The Change password section appears below your profile information. To update your password: 1. Click Update next to the password field 2. Enter your new password in the New Password field 3. Confirm it in the Confirm New Password field 4. Press Enter to save your new password You will see a confirmation message: "Password changed successfully." Click Cancel if you decide not to change your password.

Navigating the App

Navigating the App Aprenta's interface is organized around a top navigation bar that adapts to your role. The pages you see, the actions available to you, and the data you can access all depend on your assigned permissions. The Home page showing the top navigation bar with menu items for Home, Observations, Results, Forms, People, and Scheduler Top Navigation Bar The navigation bar runs across the top of every page. It contains the Aprenta logo, your main menu items, quick-action buttons, and your user menu. Depending on your role, you may see some or all of these menu items: - Home — Your personalized dashboard with prioritized staff, upcoming schedules, and recent observations. Visible to all roles except Member Manager. - Observations — A filterable list of all observations in your schools. Visible to principals and assistant principals (Organization Manager or Observation Manager role). - Results — Analytics and reporting with summary reports, form totals, and staff results. Visible to principals, assistant principals, and coaches (Reporter, Observation Manager, or Organization Manager role). - Forms — Browse, create, and manage observation forms. Visible to coaches and principals (Form Manager or Organization Manager role). - People — View and manage staff in your schools. Visible to principals and assistant principals (Member Manager or Organization Manager role). - Scheduler — A calendar view for scheduling and tracking upcoming observations. Visible to coaches, principals, and assistant principals (Scheduler, Observer, Observation Manager, or Organization Manager role). If you can't see a page listed above, you don't have the required role. See Understanding Roles & Permissions for details on which roles unlock each page. Quick-Action Buttons The right side of the navigation bar includes quick-action buttons that let you start common tasks without navigating away from your current page: - + Form — Create a new observation form. Visible to coaches and principals (Form Manager role). - Start Observation — Begin a new observation. Opens a menu where you select a form and school. Visible to coaches (Observer role). User Menu Click your profile avatar in the top-right corner to open the user menu. From here you can: - My Profile — View and edit your own profile - Settings — Access account, user, billing, and school settings (Owner only) - Sign Out — Log out of Aprenta Organization Switcher If you belong to multiple organizations, use the organization switcher to move between them. Your navigation items, data, and permissions will update to reflect the selected organization. You may have different roles in different organizations. Settings Pages The Settings area is accessible to the account Owner through the user menu. It contains four tabs: Settings page showing the four tabs: Account, Users, Billing, and Schools | Tab | What It Contains | |-----|-----------------| | Account | Organization name, timezone, and account cancellation | | Users | Manage and invite users, assign roles | | Billing | Subscription plan and payment method | | Schools | Add, edit, and manage schools | Non-owners who need to manage staff do so through the People page, not through Settings. Page Layouts Most pages in Aprenta follow a consistent layout: 1. Header area — Page title and action buttons (e.g., "New Schedule," "Export") 2. Filters — School selector, date range, status filters, or search 3. Content area — Tables, cards, calendars, or forms depending on the page The Home page is unique — it uses a tabbed layout with up to three tabs depending on your role (Admin, Performed Observations, My Observations). Mobile Navigation On smaller screens, the navigation bar collapses into a hamburger menu. Tap the menu icon to expand the full navigation. All the same pages and quick actions are available in the mobile menu.

Understanding Roles & Permissions

Understanding Roles & Permissions Aprenta uses two layers of access control: user-level roles (Owner or Member) and functional roles assigned per organization. Together, they determine which pages you see, which actions you can take, and which data you can access. The People page showing team members with their assigned roles and permissions User-Level Roles Every person in Aprenta has one user-level role: - Owner — The person who created the Aprenta account. Owners have full access to everything: billing, account settings, all schools, and all organizations. There is one Owner per account. - Member — Everyone else. Members get their capabilities through functional roles assigned within each organization they belong to. Functional Roles Functional roles are assigned per organization. If you belong to multiple organizations, you can have different roles in each one. A single person can hold multiple roles — for example, a coach who also manages schedules would have both the Observer and Scheduler roles. There are 8 functional roles: Organization Manager Full administrative access within the organization. Can manage observations, forms, schedules, people, and results. Can invite and manage members up to their own role level. Typically assigned to principals and superintendents. - Sees: Home, Observations, Results, Forms, People, Scheduler - Can also: Start observations, create forms, export data, manage members through the People page Observation Manager Full control over all observations in their schools. Can view, edit, reassign, close, reopen, and delete any observation — not just their own. Also has access to results and the scheduler. Typically part of the assistant principal role. - Sees: Home, Observations, Results, Scheduler - Can also: Start observations, change observation status, export observations Form Manager Can create, edit, duplicate, publish, and delete observation forms. Focused specifically on building and maintaining the forms that observers use. Typically part of the coach and assistant principal roles. - Sees: Home, Forms - Can also: Create new forms from the top navigation bar Member Manager Can manage staff in the People page. Can add, edit, and remove members and assign roles. Typically part of the assistant principal role. - Sees: People - Can also: Invite new members, assign and edit roles through the People page Observer The primary role for anyone conducting classroom observations. Can start new observations, fill out forms during observations, and manage their own observations. Typically assigned to coaches. - Sees: Home, Scheduler - Can also: Start observations from the top navigation bar, edit and delete own observations Scheduler Can create and manage observation schedules for all members in their schools. Has access to the full Scheduler calendar. Typically part of the coach and assistant principal roles. - Sees: Home, Scheduler - Can also: Schedule observations for others, edit and delete schedules Reporter Read-only access to observation results and analytics. Can view the Results page with summary reports, form totals, and staff results. Typically part of the coach and assistant principal roles. - Sees: Home, Results - Can also: Export results data Observee The person being observed — typically a teacher, paraprofessional, or counselor. Observees can view their own observation feedback on the Home page. - Sees: Home (My Observations tab) - Cannot: Access Observations, Results, Forms, People, or Scheduler pages Job Titles and Default Roles When you add a new member, you select their job title. Aprenta automatically suggests default roles based on that title. These defaults match how most K-12 schools are organized, but you can customize roles for any individual under Advanced Permissions. School-Level Titles | 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 | District-Level Titles | Job Title | Default Roles | |-----------|--------------| | Superintendent | Organization Manager | | District Administrator | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager | | District Coach | Observer, Scheduler, Reporter, Form Manager | What Each Role Can See The navigation bar at the top of Aprenta only shows pages you have permission to access. Here is a summary of which roles unlock each page: The navigation bar showing menu options available based on role permissions | Page | Required Role | |------|--------------| | Home | All roles except Member Manager | | Observations | Organization Manager, Observation Manager, or Owner | | Results | Reporter, Observation Manager, Organization Manager, or Owner | | Forms | Form Manager, Organization Manager, or Owner | | People | Member Manager, Organization Manager, or Owner | | Scheduler | Scheduler, Observer, Observation Manager, Organization Manager, or Owner | The Settings area is accessible to the account Owner only, through the user menu. It contains four tabs: Account, Users, Billing, and Schools. Non-owners who need to manage staff do so through the People page. How Roles Combine Roles are additive — each role adds permissions on top of any others you already have. For example: - A coach with Observer + Scheduler + Reporter + Form Manager roles can conduct observations, create schedules, view results, and build forms. - An assistant principal with Observation Manager + Scheduler + Reporter + Member Manager + Form Manager roles can do everything a coach can, plus manage all observations and staff. - A principal with Organization Manager gets the equivalent of all roles combined (except billing and account settings, which are Owner only). If you need access to a page or feature you can't currently see, ask your principal or administrator to update your roles. They can adjust your permissions under Advanced Permissions when editing your profile in the People page.

Your Home Dashboard

Your Home Dashboard The Home page is the first thing you see when you sign in to Aprenta. It is personalized based on your roles — you only see the tabs and content relevant to your responsibilities. The Home dashboard showing all three tabs for a principal with Organization Manager role Three Tabs, Based on Your Role The Home page can display up to three tabs across the top: | Tab | Who Sees It | Purpose | |-----|------------|---------| | Admin | Principals, assistant principals, and observation managers (roles with frequency-level or teacher-management permissions) | Prioritize staff for observations and manage a to-do list of upcoming scheduled observations | | Performed Observations | Coaches and anyone who conducts observations (Observer role) | View your upcoming scheduled observations, observation stats, and recent observations | | My Observations | Teachers, paraprofessionals, counselors, and anyone who is observed (Observee role) | See upcoming observations where you will be observed and review past observation feedback | You only see tabs for the roles you hold. If you have multiple roles, you see multiple tabs. For example, a coach who is also an observee sees both Performed Observations and My Observations. A principal with the Organization Manager role sees all three tabs. The first visible tab is selected by default. If none of your roles map to any tab, you see a message that says "No content available for your role." Admin Tab The Admin tab is designed for principals, assistant principals, and observation managers who need to plan and prioritize their school's observation activity. It displays two side-by-side panels: the Prioritized List on the left and the To-Do List on the right. Prioritized List The Prioritized List shows staff members in your school who are eligible to be observed but do not currently have an upcoming scheduled observation. This helps you identify which teachers need attention and plan your next observations. Each row in the list displays: | Column | Description | |--------|-------------| | Name | The staff member's name | | Last Observed | How long ago the person was last observed (e.g., "3 days ago"). Hover over the value to see the exact date and time. A dash (-) means the person has never been observed. | | Observation Frequency Level | A dropdown showing the person's assigned frequency level: Consistently, Often, Occasionally, Rarely, or Never. You can change this directly from the list. | | (Action) | A + To-Do button that adds the person to the To-Do List as a new scheduled observation | At the top of the Prioritized List, you can: - Search by name using the search field - Filter by frequency level using the dropdown, which includes options for All, Consistently, Often, Occasionally, Rarely, and Never Teachers disappear from the Prioritized List once they have an upcoming scheduled observation (either because you added them to the to-do list or they were scheduled through the Scheduler page). To-Do List The To-Do List shows scheduled observations for your school. Each row represents an observation that needs to happen and can be fully configured right from this table — no need to navigate elsewhere. Each row displays: | Column | Description | |--------|-------------| | Observee | The teacher being observed, with a bell icon below for setting an observee reminder | | Observer | A dropdown to assign or change the observer, with a bell icon below for setting an observer reminder | | Form Name | A dropdown to select which observation form to use (only published forms appear) | | Schedule | A date/time picker to set when the observation should take place | | (Action) | A menu with a Delete option to remove the scheduled observation | Reminders: Both the Observee and Observer columns include a reminder bell icon. Click it to schedule an email reminder before the observation date. You can choose from preset offsets (relative to the scheduled date), set a custom date and time, or send a reminder immediately. Once a reminder has been sent, the bell icon turns green and shows the sent timestamp. Drag to reorder: You can drag rows in the To-Do List to reorder them, helping you prioritize which observations should happen first. At the top of the To-Do List, you can search by name to quickly find a specific scheduled observation. Performed Observations Tab The Performed Observations tab is for coaches and anyone who conducts observations. It gives you a complete picture of your observation activity: what is coming up, how many observations you have performed, and your most recent observations. The tab is organized into two columns. Left Column: Upcoming Scheduled Observations This section shows a table of observations that have been scheduled for you as the observer. The heading reads "Upcoming Scheduled Observations" with the description "A list of your upcoming scheduled observations." Each row displays: | Column | Description | |--------|-------------| | Observee | The teacher you are scheduled to observe | | Form Name | The observation form assigned to this schedule | | Scheduled Date | The date and time of the scheduled observation | | (Action) | A menu with a Delete option | If you also have the Scheduler role, a New button appears at the top right, allowing you to create a new scheduled observation directly from the Home page. The schedule is pre-filled with you as the observer. You can search upcoming schedules using the search field at the top. Right Column: Stats and Recent Observations The right side of the tab displays two stat cards followed by a recent observations table. Stat Cards: | Card | Description | |------|-------------| | Total Observations Performed | "A total count of all your observations." Shows the total number of observations you have conducted across all time. | | Total Open Observations | "A count of your open observations." Shows how many of your observations currently have an "open" status (not yet closed). | Recent Observations: Below the stat cards, the Recent Observations section shows a table of observations you have recently conducted. Each row displays: | Column | Description | |--------|-------------| | Name | The name of the person you observed | | Form Name | The observation form used | | Started | The date the observation was started (formatted as MM/DD/YYYY) | You can search your recent observations using the search field at the top. My Observations Tab The My Observations tab is for teachers and other staff who are observed. It provides visibility into what is coming up and what has already been completed, so you are never caught off guard by an observation. The Home dashboard for a teacher showing upcoming and completed observations The tab is organized into two side-by-side panels. Upcoming Scheduled Observations The left panel, headed "Upcoming Scheduled Observations" with the description "When you will be observed," shows observations that have been scheduled for you as the observee. Each row displays: | Column | Description | |--------|-------------| | Observer | Who will be conducting the observation. Shows "Not Assigned" if an observer has not been assigned yet. | | Form | The observation form that will be used. Shows "Not Assigned" if a form has not been selected yet. | | Scheduled Date | When the observation is scheduled. Shows "Not Scheduled" if a date has not been set. | My Observations The right panel, headed "My Observations" with the description "Observations conducted on you," lists observations that have been performed on you. Each row displays: | Column | Description | |--------|-------------| | Observer | Who conducted the observation | | Form | The observation form that was used | | Observed Date | When the observation took place (formatted as MMM D, YYYY). Shows "Not Recorded" if the date was not captured. | | Status | Whether the observation is open or closed, displayed as a badge | How Tabs Adapt When You Have Multiple Roles Because roles are additive, your Home page grows with your responsibilities: - A teacher with only the Observee role sees just the My Observations tab. - A coach with the Observer role sees the Performed Observations tab. If they are also an observee, they see My Observations too. - An assistant principal with Observation Manager, Scheduler, Reporter, Member Manager, and Form Manager roles sees the Admin and Performed Observations tabs (and My Observations if they are also an observee). - A principal with the Organization Manager role sees all three tabs, since Organization Manager includes the permissions for all of them. The first visible tab is always selected when you arrive at the Home page. You can switch between your available tabs at any time by clicking the tab name at the top.