People

Managing Staff

Managing Staff The People page is your central roster for managing every staff member in your school or district. From here you can add new people, update job titles and permissions, resend invitations, and export your staff list. Principals and assistant principals typically manage staff (Member Manager or Organization Manager role). Account owners also have full access. The People page showing staff members with their roles, schools, and frequency levels Accessing the People Page Click People in the top navigation bar. You need the Member Manager, Organization Manager, or Owner role to access this page. The People Table The People page displays a searchable, sortable table of all staff members in the currently selected school. The table has three columns: | Column | Description | |--------|-------------| | Name | The staff member's full name (sortable) | | Email | Their email address | | Job Title | Their position in the school (e.g., Teacher, Instructional Coach, Principal) | Click the Name column header to sort the table alphabetically. Use the search bar at the top left to filter by name, email, or school name. You can also filter by role using the filter icon next to the search bar -- this opens a checklist of all eight functional roles so you can quickly find, for example, all Observers or all Observees in your school. Viewing a Staff Member's Details Click any row in the table to open the detail panel on the right side of the page. The detail panel shows: - Profile header -- The person's name, initials avatar, and email address, with a menu (three-dot icon) offering Edit and Delete options - Invitation status -- If the person has been invited but hasn't accepted yet, you'll see when the invitation was sent and a Resend Invitation button - Total Number of Times Observed -- A clickable count that takes you to the Observations page filtered to that person - Creation Date/Time and Last Login Date/Time -- When the member was created and when they last logged in - Email Address -- Their email, displayed as a read-only field - Job Title -- A dropdown you can change directly from the detail panel, with an Advanced Permissions link for fine-grained role control - Assigned Schools -- The school(s) this person belongs to, shown as badges Adding a New Staff Member 1. Click the + Person button in the top right of the People page 2. The Add new person panel slides open from the right 3. Fill in the following fields: - Full Name -- Start typing to search for existing users in your account. If a match is found, Aprenta will offer to load their existing information - Email Address -- Also supports autocomplete against existing users - Mobile Number -- Optional phone number - Job Title -- Select from the grouped dropdown (School-Level or District-Level titles). Choosing a job title automatically assigns default roles - Observation Frequency Level -- How often this person should be observed (defaults to Rarely). See Setting Observation Frequency for details 4. Click Save When you select a job title, Aprenta automatically assigns the standard roles for that position. For example, choosing "Teacher" assigns the Observee role, while "Instructional Coach" assigns Observer, Scheduler, Reporter, and Form Manager. You can customize these defaults using Advanced Permissions (see below). If you type a name or email that matches an existing user in your account, Aprenta will detect this. If the person is already a member of the current school, you'll be offered the option to load their data for editing. If they exist in the account but aren't yet a member of this school, you can load their information and add them. Editing a Staff Member There are two ways to edit: 1. From the detail panel -- Click a person in the table, then use the three-dot menu in the profile header and select Edit. This opens the full edit panel with all fields. 2. Quick edit from the detail panel -- Change the Job Title dropdown or use Advanced Permissions directly in the detail panel without opening the full edit form. Click Save to confirm, or Cancel to revert. The edit panel shows the same fields as the add form, pre-populated with the person's current information. The title changes to Edit person and the save button reads Update. Advanced Permissions Each job title comes with default roles that are automatically assigned and locked. To customize a person's permissions beyond their job title defaults: 1. Select a Job Title (either in the add/edit panel or the detail panel) 2. Click Advanced Permissions below the job title dropdown 3. A checklist of all eight roles appears: - Locked roles (shown with a "Default" badge) are determined by the job title and cannot be removed - Additional roles can be toggled on or off 4. Click Save to apply changes The eight roles and their descriptions: | Role | Description | |------|-------------| | Organization Manager | Full organization access | | Member Manager | Manage organization members | | Form Manager | Create and manage observation forms | | Observation Manager | Full CRUD on all observations | | Observer | Conduct observations and record answers | | Scheduler | Schedule observations | | Reporter | View and export observation results | | Observee | Can be tagged/observed | For example, if you have a teacher who also helps coach new staff, you could set their job title to Teacher (which locks the Observee role as default) and then add the Observer role via Advanced Permissions. When roles have been customized beyond the defaults, a summary like "+1 (Observer)" appears below the job title dropdown to indicate the extra permissions. Removing a Staff Member 1. Select the person in the table 2. In the detail panel, either: - Click the three-dot menu and select Delete, or - Click the Delete button at the bottom of the detail panel 3. Confirm the removal in the dialog. The confirmation message reads: "Are you sure you want to remove this person from the organization? They can be added back later." Removing a person removes their membership in the school. Their user account and data are preserved, and they can be re-added later. Exporting Staff Data Click Export CSV in the top right to download your staff list as a CSV file. The export includes the currently filtered view based on your search and role filter settings. Sending Bulk Invitations To invite multiple staff members at once who haven't yet accepted their invitations: 1. Click the three-dot menu in the top right of the People page and select Send Invite 2. The table enters selection mode with checkboxes appearing next to each row 3. Select the people you want to invite (up to 500 at a time). Staff members who have already accepted their invitations cannot be selected 4. Click Send Invites to confirm 5. A progress modal shows the status of each batch as invitations are sent You can cancel the bulk invite process mid-way if needed. The counter at the top shows how many people you've selected out of the maximum. Job Titles Aprenta supports the following job titles, grouped by level: School-Level: | 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: | Job Title | Default Roles | |-----------|--------------| | Superintendent | Organization Manager | | District Administrator | Observation Manager, Scheduler, Reporter, Member Manager, Form Manager | | District Coach | Observer, Scheduler, Reporter, Form Manager | Job titles are separate from roles -- they describe a person's position but don't directly control permissions. Roles control what a person can do in Aprenta. However, selecting a job title automatically suggests the appropriate default roles, which you can then customize via Advanced Permissions. For a complete guide to roles, see Understanding Roles & Permissions.

Setting Observation Frequency

Setting Observation Frequency Every staff member in Aprenta has an observation frequency level that indicates how often they should be observed. Frequency levels are a planning tool -- they don't automatically create or schedule observations, but they drive the Prioritized List on the Home page to help you decide who to observe next. The Home page showing the Prioritized List with staff members and their color-coded frequency levels Frequency Levels Aprenta provides five frequency levels, listed from highest to lowest priority: | Level | Weight | When to Use | |-------|--------|-------------| | Consistently | Highest | New teachers, teachers on improvement plans, or anyone who needs intensive coaching support | | Often | High | Teachers working on specific instructional goals or transitioning to a new grade/subject | | Occasionally | Medium | Solid teachers who benefit from periodic check-ins and feedback | | Rarely | Low (default) | Experienced, high-performing teachers who need minimal observation | | Never | Excluded | Staff who should not appear on the prioritized list at all (e.g., administrative-only roles, staff on leave) | New staff members default to Rarely when they are first added. How Frequency Affects Prioritization Aprenta uses frequency levels as a key input to the Prioritized List on the Home page. Each frequency level carries a different weight in the prioritization formula: - Consistently carries the highest base weight - Often and Occasionally carry progressively lower weights - Rarely carries a negative base weight, pushing those staff members toward the bottom - Never excludes the person from the prioritized list entirely The prioritization algorithm also factors in how long it has been since each person was last observed. A teacher set to "Consistently" who hasn't been observed in several weeks will rise higher in the list than one who was just observed yesterday. See Prioritizing Staff for Observations for full details. Where to Set Frequency You can set or change a person's observation frequency level in two places: From the Add/Edit Person Panel 1. Go to the People page 2. Click + Person to add a new member, or click an existing member and choose Edit from the three-dot menu 3. In the panel, find the Observation Frequency Level dropdown at the bottom of the form 4. Select the desired level 5. Click Save or Update From the Prioritized List on the Home Page 1. Go to the Home page (the Administrator tab) 2. In the Prioritized List on the left side, find the staff member 3. Click the frequency level dropdown next to their name -- it's color-coded by level 4. Select the new frequency level -- the change saves automatically The color coding on the Prioritized List makes it easy to scan your staff at a glance: | Level | Color | |-------|-------| | Consistently | Red | | Often | Orange | | Occasionally | Yellow | | Rarely | Gray | | Never | Light gray | Tips for Setting Frequency - Start of school year -- Review and set frequency levels for all staff. New teachers and those with new assignments typically warrant "Consistently" or "Often." - After a coaching cycle -- Adjust frequency down for teachers who have met their goals and up for those who need continued support. - Mid-year check -- Use the Prioritized List to see if your actual observation patterns match your intended frequencies. If teachers set to "Consistently" haven't been observed recently, they'll appear at the top of the list. - Staff on leave or in non-teaching roles -- Set to "Never" so they don't appear in your prioritized list and distract from active planning. - Paraprofessionals and counselors -- Consider whether classroom observations apply. Some districts observe all instructional staff; others focus only on lead teachers. Filtering the Prioritized List by Frequency On the Home page's Prioritized List, you can filter to show only staff at a specific frequency level. Use the frequency dropdown in the header area (to the right of the search bar) to select a level like "Consistently" or "Often." Select "All" to see every frequency level. This is useful when you want to focus your planning on a specific tier -- for example, reviewing just your "Consistently" teachers to make sure they're being observed frequently enough.

Prioritizing Staff for Observations

Prioritizing Staff for Observations The Prioritized List on the Home page helps principals, assistant principals, and coaches decide which teachers to observe next. Instead of manually tracking who's been visited and who hasn't, Aprenta automatically ranks your staff based on their observation frequency level and how recently they were last observed. The Home page Administrator tab showing the Prioritized List on the left and To-Do List on the right Accessing the Prioritized List 1. Navigate to the Home page 2. Select the Administrator tab (visible to users with administrative roles such as Organization Manager, Observation Manager, Scheduler, or Reporter) 3. The Prioritized List appears on the left side of the dashboard 4. The To-Do List of scheduled observations appears on the right side How Prioritization Works Aprenta calculates a priority weight for each staff member using two factors: 1. Frequency level base weight -- Staff members set to higher frequency levels start with a higher base score. "Consistently" has the highest base weight, while "Rarely" has a low weight. 2. Weeks since last observed -- For each week that passes since a person's last observation, their score increases. A teacher set to "Consistently" who hasn't been observed in four weeks will have a much higher priority than one observed yesterday. The list is sorted by this combined weight in descending order, so the person who most urgently needs an observation appears at the top. Key rules: - Staff set to Never are excluded from the list entirely - Staff who already have an upcoming scheduled observation (on the To-Do List) are also excluded, since they're already on your radar - Staff who have never been observed show a dash ("-") in the Last Observed column and are weighted based on their frequency level alone What You'll See The Prioritized List table has four columns: | Column | Description | |--------|-------------| | Name | The staff member's name | | Last Observed | How long ago they were last observed (e.g., "3 weeks ago"). Hover to see the exact date and time. Shows "-" if they've never been observed | | Observation Frequency Level | A color-coded dropdown showing their current frequency level. You can change it directly from here | | + To-Do | A button to add this person to your To-Do List as a scheduled observation | You can search for a specific person using the Search field in the header, and filter by frequency level using the frequency dropdown next to the search field. Changing Frequency from the Prioritized List You can adjust a staff member's frequency level without leaving the Home page: 1. Find the person in the Prioritized List 2. Click the frequency level dropdown next to their name (it's color-coded -- red for Consistently, orange for Often, yellow for Occasionally, gray for Rarely, light gray for Never) 3. Select the new level -- the change saves automatically and the list re-sorts to reflect the updated weight This is convenient for quick adjustments during planning. For example, if you've just completed a coaching cycle with a teacher and want to reduce their observation frequency from "Often" to "Occasionally," you can do it right from the dashboard. Adding Staff to the To-Do List When you've identified who to observe next, click the + To-Do button next to their name. This creates a scheduled observation for that person and: - Removes them from the Prioritized List (since they now have an upcoming observation) - Adds them to the To-Do List on the right side of the Home page, where you can set the date, observer, and observation form This workflow makes it easy to go from "who should I observe?" to "when will I observe them?" in a single step. Using the Prioritized List in Practice Here's how administrators typically use the Prioritized List as part of their observation workflow: 1. Weekly planning -- At the start of each week, open the Home page and review the top of the Prioritized List. The staff members at the top are the ones who most need an observation based on their frequency level and how long it's been. 2. Add to To-Do -- Click + To-Do for each person you plan to observe that week. This moves them to your To-Do List where you can assign dates and times. 3. Adjust frequency as needed -- If a teacher's circumstances have changed (e.g., they've completed a coaching goal, or they're struggling with a new curriculum), adjust their frequency level directly from the list. 4. Monitor coverage -- Check the list periodically to make sure no one set to "Consistently" or "Often" has gone too long without an observation. The algorithm ensures these teachers naturally rise to the top as time passes. Relationship to Other Features The Prioritized List works alongside several other features: - Observation Frequency -- Frequency levels are the primary input to prioritization. See Setting Observation Frequency for how to set them and what each level means. - Scheduling -- Once you add someone to the To-Do List, they become a scheduled observation. See Scheduling Observations for more on managing your schedule. - Staff Results -- Review past observation data to inform your frequency decisions. See Viewing Staff Results to check how many times each person has been observed.