This document is intended to show how the License Manager for an organization can:
- Organize potential users
- Add users to the organizational license
- Quickly create groups
- Prepare others in the organization for success using our platform
This document provides everything you'll need to successfully set up your organization on Edthena.
Note: This document assumes that you've created a user account and are already using a supported browser.
1. Compile all user emails
For the speediest deployment, we recommend first gathering all user email addresses in a spreadsheet. Make sure to include all teachers, coaches and group admins in your list.
One way to organize your compilation of users is to list them in columns according to the groups of which they'll be a member.
Note: It's best to add users to your license using their university or school-issued email address, rather than a personal address.
2. Add users to the license
There are two types of accounts a user can have:
- Full-access. Full-access users are users who've been added to a license. This means they can upload an unlimited number of videos.
- Collaborator-only. This is the default status of all users. This type of user will only be able to upload two videos. This is typically the status of most coaches and mentors who are providing feedback. This will also be the status of all users who've not been added to a license but have been invited to join a group.
Add the users who need full-access to the license by copying and pasting the email addresses from the spreadsheet. Users will not have full-access until they've been added to the license.
Good news... we'll automatically remove any duplicates if some people are listed in multiple columns.
For more detailed information on adding users an organizational license, click here.
Note: Users will not receive an email to join Edthena when added to the license. Users will receive an email to create their Edthena account once they've been invited to join a group.
3. Create groups
The next step in setting up your users on Edthena is organizing them inside of groups.
For more detailed information on how to create a group, click here.
3.1. Create a group for faculty and coaches
Some organizations find that a good way to integrate their professors and instructors into Edthena is to create a group for faculty only. We recommend making this group for faculty the first group you create.
The fastest way to add members to a group is to copy and paste their emails from the spreadsheet into Edthena.
The system will automatically link the license to the people who are invited to the groups.
Remember to push the "Check emails" button before pressing "Send invites," to let the system know that you're ready for the emails to be checked for errors.
Immediately after pushing the "Send Invitations" button, an email will go out to everyone you just invited to the group.
3.2. Create groups for teachers
To create the rest of the groups with teachers, follow the same steps.
Some organizations create their groups centrally, and others ask faculty members to create their own groups. Faculty members can create groups (using the same process) after creating their account.
Note: Most organizations find that optimizing for a fewer number of groups enhances their experience on Edthena. For more information on why using fewer groups enhances the Edthena experience for all users, click here.
4. You're ready to go! What happens now?
Now that you have your members added to your license and your groups set up, your organization is ready to start collaborating on Edthena!
Just to confirm what happens as part of the process:
- Invitation emails. Everyone invited to a group will receive an email asking them to join Edthena
- Full-access. Everyone who was added to the license will automatically have full-access after joining
- Training emails. All new users will receive a series of training emails.
Moving forward, here are two things you can do to help us help you and your users:
- Support site. Remind users that they each have access to this site for on-demand help and email-based support
- Recommended browser. Remind users to access Edthena using a supported browser.