Managing a School-Wide Subscription

The person in charge of a school-wide subscription is called the administrator.  This person can be a lead teacher, media specialist, or anyone else who is based at the school or district office.  The administrator’s job is easy and doesn’t require much time, usually just 10 or 15 minutes at the beginning, when the account is being set up.  The main responsibility is to add teachers, or remove any who have left the school.  For more details, please see our School Subscription Terms.

Note: an administrator can manage more than one school subscription.  This is recommended for small districts.  It’s made easier by the fact that a “deputy” can be appointed at each school to help.  For a large number of schools, there can also be one district-level administrator who oversees them.  Please contact us for more information about this option.

Each school with a Problem-Attic subscription has a license management page.  An example is below.  On the page is a list of authorized users—the teachers who are part of the school-wide subscription  Above the list are buttons for adding and removing teachers, appointing a deputy, sending activation emails, and editing account information.  At first, only the administrator has access to the license management page.  If a deputy is appointed, then he or she will have access to it, also.

As mentioned above, the administrator’s job is easy, because it mostly involves adding teachers.  This is done entirely with email addresses.  Teachers enter their own first and last name (and set a password) when they first log in to Problem-Attic.  On the license management page, their email addresses can be added one at a time or by uploading a list.  After teachers are added, there’s a quick second step, which is sending them an activation email.

To reach the license management page:

  1. Log in to Problem-Attic.

  2. In the upper-right corner, click your user ID (email address), then click Manage in the dropdown menu.

  3. If you are the administrator for a single school, you will now see the license management page.  If you are the administrator for multiple schools, you will see their names in a list.  Select one of them by clicking the info button (circled ‘i’) next to the name.

Whenever we activate a school subscription, we send instructions (similar to what’s here) to the administrator.  Those instructions are available on the license management page.  Look for the tagline on the right, “Need help getting started?”

Details about the License Management Page

At the top of the license management page you’ll see the school name, administrator’s name and email address, and the expiration date of the subscription.  (Normally a subscription expires on June 30th, at the end of the current school year.)  If this information is not correct, please contact EducAide Software, the maker of Problem-Attic, as changes have to made at our end.  The administrator is responsible for the list of authorized users and other information on the page.

License-management
The License Management page

Here is information about the buttons.

  1. Delete.  To delete one or more users, put a checkmark next to their email addresses, then click the Delete button.

    Note:  any user who is deleted from a school account will still have a free (personal) account in Problem-Attic.  The user can log in with the same ID and password and see all previously-created documents.  But the user will no longer have access to for-pay content or other subscription options.

  2. Deputize.  One authorized user at a school can help manage the subscription.  To appoint the user, put a checkmark next to the email address and click the Deputize button.  To revoke the appointment, do this a second time.  (When you put a checkmark next to the current deputy, the button will show a red slash, signaling the change.)

  3. Upload.  Use this button to authorize many users at once.  First, you will need to create a plain text file with teacher’s email addresses, one per line.  Do not include angle brackets or any other information, just their email addresses.  You can name the file anything you like.  After clicking the Upload button, locate the file and click Open in your web browser.  Problem-Attic will put a message at the top of the page showing how many users (teacher licenses) were created.

    Important:  the School Subscription Terms contain rules about who can be an authorized user.  If you need clarification about special job titles, like teacher aide, please contact us.  District administrators may be included in a school subscription, but they are allowed to distribute documents only to teachers and students at that school (or another subscribing school within the district).

  4. Download.  Click this button to get a CSV file with information about authorized users: ID (email address), first and last name, number of documents and logins, and last login date.

  5. Add One.  Use this button to add one teacher to the list of authorized users.  After clicking the button, type or paste in the email address, then click the Submit button.

    Note:  If a teacher already has a free Problem-Attic account,and signed up for it with a school email address, then the teacher’ documents will get preserved when he or she added to the list of authorized users.  If teacher signed up with a personal address, then a second account will get created and the documents won’t transfer automatically.  In that case, the teacher should contact us for assistance.

  6. Activate.  This button sends out an activation email.  (Sometimes, to be friendlier, we call it a “welcome email”.)  Notably, it is not sent automatically when a teacher is added to the list of authorized users.  For reasons given below, it’s a separate step.

    The email serves several purposes.  First, it confirms that the teacher is part of a school-wide subscription.  Second, it includes the name and address of the administrator and a little background information about the program.  Third and most importantly, if a user does not already have a free (personal) account in Problem-Attic, it includes an activation link.  The user needs to click that link to get started.  It will ask the user to enter a first and last name, set a password, and accept the Terms of Service.

    Ordinarily, anyone who is added to the list of authorized users should be sent an activation email.  This is done by putting a checkmark next to one or more email addresses and then clicking the Activate button.  It does no harm to send the email more than once, and the administrator (or deputy) can test the feature by checking his or her own address.  However, we recommend that teachers be notified in advance about the subscription, before they are sent an activation email.  This not only gives them a heads-up about the program, but helps keep the system-generated emails from going into a spam folder.

  7. Edit School Info.  Click this button to change certain account information, such as the school’s time zone, tagline, and description.  The tagline is typically a motto, like “Respect, Responsibility, Resourcefulness”.  The description can be used to pass along information about your school, news about your Problem-Attic subscription, or ways of getting help.  Problem-Attic uses the tagline and description in different places, depending on available space.

Please note that a school with a Problem-Attic subscription can have up to 60 authorized users. This is somewhat arbitrary; it’s mainly to keep the number of teacher licenses from being unlimited.  Most schools, in fact, use only a small portion of the available licenses.  If your school is very large, and you need more, let us know and we’ll increase the number.

If you have questions about license management or need assistance setting up an account, please call or email us.

The Problem-Attic Team at EducAide Software
Phone: 800-669-9405 toll-free / 707-554-6505 local
(phone hours are 8:30 am to 5:30 pm Pacific time)
Email: support@problem-attic.com