Managing your school's digital ecosystem just got easier. With our latest update, Super-Admins can now streamline the onboarding process for teacher and admin staff. Instead of manual data entry, you can now send a secure invitation that lets your team members set up their own profiles.
How It Works: The Invitation Process
The onboarding process is designed to be secure, straightforward, and efficient. Here is the step-by-step workflow:
1. Sending the Invite
To initiate the process, the Super-Admin simply enters the staff member’s email address and assigns their role (Teacher or Admin Staff).
Go to Modules > Teachers/Admin Staff > Invites > 📧 Invite User
Select the role followed by the email address, and click on "Invite" button.
Note: The system performs a real-time check. An invitation will only be sent if there is no existing user account currently associated with that email address.
2. Secure Setup Link
Once the invite is sent, the recipient receives an email containing a secure account setup link.
Validity: Each link is active for 24 hours.
Resending: If the recipient misses the window, Admins can resend the invitation to the same email address up to 3 times.
Security: Each time you resend an invite, a new link is generated, and all previously sent links for that user are automatically invalidated.
3. User Onboarding Form
When the staff member clicks their unique link, they are directed to a dedicated setup form. To complete their profile, they must provide:
Full Name
Contact Information
Unique Username (The system will verify availability)
Password
Monitoring Invitation States
You can track the progress of your invites directly through the administrative dashboard. Each invitation will fall into one of three categories:
Status | Definition |
Pending | The invitation has been sent, but the user has not yet completed the setup. |
Accepted | The user has successfully submitted the form and their account is now active. |
Expired | The 24-hour window has passed without the user clicking the link. |
Security and Validation Logic
To protect your institution’s data, we have implemented strict validation rules for the setup links:
One-Time Use: A link is only usable while the invitation is in a Pending state.
Instant Invalidation: As soon as a user submits their setup form, the link is permanently killed to prevent unauthorized reuse.
Error Handling: If a user attempts to use an invalid, expired, or already-used link, they will be met with a clear error message and blocked from proceeding.
By shifting the data entry to the users themselves, Classe365 ensures that contact details are accurate from day one while saving your administrative team valuable time.
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