System Configuration

System administrators can configure various system-wide settings, organizational subdivisions, and administrative preferences to customize the platform for their district’s needs.

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Managing Content Areas and Grade Levels

Content areas and grade levels serve as organizational subdivisions that can be assigned to users and used throughout the system for filtering and reporting.

Content Areas

Content areas represent subject matter specializations (e.g., Mathematics, English Language Arts, Science, Social Studies).

To manage content areas (system_administrator role):

1. Navigate to System Admin → Content Areas
2. Click New Content Area to add a subject area
3. Enter the content area name
4. Click Save

Content areas can be:

• Assigned to users during account creation or editing
• Used to filter observations and reports by subject matter
• Referenced in rubrics and evaluation forms

Grade Levels

Grade levels define the academic levels served by your organization (e.g., Kindergarten, 1st Grade, 2nd Grade, High School).

To manage grade levels (system_administrator role):

1. Navigate to System Admin → Grade Levels
2. Click New Grade Level to add an academic level
3. Enter the grade level name
4. Set the display order
5. Click Save

Grade levels can be:

• Assigned to users to indicate their teaching assignments
• Used for filtering and organizing data
• Referenced in reporting and analytics

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Setting Up Class Periods and Evaluation Periods

Class Periods

Class periods define the daily schedule structure for observations and data collection.

To configure class periods (system_administrator role):

1. Go to System Admin → Class Periods
2. Click New Class Period
3. Enter period name (e.g., “1st Period”, “Morning Block”)
4. Set start and end times
5. Click Save

Class periods help organize:

• Scheduled observations by time of day
• Reporting data by instructional periods
• Dashboard summaries by period

Evaluation Periods

Evaluation periods establish the assessment cycles for formal observations and professional development tracking.

To set up evaluation periods (system_administrator role):

1. Navigate to System Admin → Evaluation Periods
2. Click New Evaluation Period
3. Enter period name (e.g., “Fall 2023”, “Q1 Observations”)
4. Set start and end dates
5. Configure any period-specific settings
6. Click Save

Evaluation periods enable:

• Formal observation cycles
• Progress tracking over time
• Annual or semester-based reporting
• Performance review scheduling

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Configuring System Settings

User Account Settings

System administrators can configure default behaviors for new user accounts:

Auto Finalize Settings: Determine whether observations are automatically finalized when submitted, making them immediately available to observed users and preventing further edits.

Message Notifications: Set default email notification preferences for internal messaging and communication features.

Time Zone Configuration: Establish system-wide time zone defaults while allowing individual users to override based on their location.

Invitation and Access Management

Configure how new users are onboarded and granted access:

Send Invitation Options:

• Send immediately upon account creation
• Schedule invitations for future delivery
• Require manual invitation sending

Role Assignment Defaults: Set automatic role assignments based on job titles or organizational positions.

Organization Access: Define which organizational units new users can access by default.

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Organization-Specific Configurations

Organizational Hierarchies

Configure the structure of your district, schools, and departments to reflect your actual organizational chart:

1. Define parent-child relationships between organizational units
2. Set access permissions that flow through the hierarchy
3. Configure reporting rollups from schools to district level
4. Establish data sharing policies between units

Module Activation

Enable or disable specific modules based on your organization’s needs:

Observe Module: Classroom observation and evaluation tools Learn Module: Professional development and learning management system

Module activation affects:

• Available dashboard tabs and navigation
• User role options and permissions
• Reporting and analytics features
• Data collection and storage

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Administrative Preferences

Dashboard Configuration

Customize what information appears on user dashboards:

• Required content notifications and counts
• Continuing education progress tracking
• Content library access and recommendations
• Learning path enrollment status
• Observation activity summaries

Notification Settings

Configure system-wide communication preferences:

• Email delivery schedules for invitations
• Automatic notifications for completed observations
• Reminder schedules for pending activities
• Escalation rules for overdue items

Data Retention Policies

Establish policies for data management and archival:

• User account archival vs. deletion
• Historical data retention periods
• Observation record preservation
• Learning progress data storage

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Best Practices

Initial Setup

1. Plan your organizational structure before creating users and assigning roles
2. Define content areas and grade levels that match your curriculum standards
3. Configure evaluation periods to align with your assessment calendar
4. Test invitation workflows with a small group before full deployment

Ongoing Maintenance

1. Review user role assignments quarterly to ensure appropriate access
2. Update organizational structures when leadership or reporting changes occur
3. Archive inactive users rather than deleting to preserve historical data
4. Monitor system usage through built-in analytics and reporting tools

Security Considerations

1. Limit system administrator roles to essential personnel only
2. Regularly audit user permissions and organizational access
3. Use scheduled invitations for better onboarding control
4. Implement consistent naming conventions for organizational clarity