Administration Guide
Contents
1. Introduction............................................................................................................................ 1
2. Finding administration functionality..................................................................................2
3. Dashboard.............................................................................................................................. 3
4. Organisation Settings.......................................................................................................... 4
Option 1: MFA for Organisation members...............................................................................4
Option 2: Automatic Subscription on Registration.............................................................. 4
Option 3: Automatic Subscription on Login...........................................................................4
Option 4: Ethical Filtering.......................................................................................................... 5
5. Managing Users.....................................................................................................................5
Issuing a license......................................................................................................................... 6
Creating administrators............................................................................................................6
Allocating Licenses in bulk........................................................................................................6
Inviting users............................................................................................................................... 7
Resetting License allocation.................................................................................................... 7
6. Integrations............................................................................................................................8
7. Managing Generators...........................................................................................................8
1. Introduction
At the present time, most administration functionality revolves around license allocation
and member administration. Additional administration functionality will be released over
the coming months and years, and this guide will be updated appropriately.
The focus of this document will be the administration settings and interfaces available to
you, and an overview of the processes involved.
2. Finding administration
functionality
As the administrator of an organisation, you will have access to additional functionality via
your My Account page. This is available from anywhere on the system when logged in via
[Link] (not applicable to users logged in via an LTI connection, or via the app).
2
Once on the My Account page, the tabs relevant to you as an organisation administrator
are:
1. Dashboard
2. Organisation Settings
3. Organisation Members
4. Integrations
We will go through each of these pages in turn and highlight the functionality available.
3. Dashboard
On you’re the dashboard tab, you will see a basic usage report for your organisation,
including total generations per month, most popular generators, and a summary of your
total members, and license allocation.
3
4
4. Organisation Settings
The organisation settings page allows you to change settings for your entire organisation.
It is recommended that all of these settings are turned on.
Option 1: MFA for Organisation members
This setting will override individual user preferences with regard to multi factor
authentication when logging in through [Link] (not relevant to LTI users).
When forced on, users will receive a One Time Password (OTP) via email, which they will
need to input into the login form before being able to access the system.
Option 2: Automatic Subscription on Registration
This setting means that users assigned to your organisation (either by matching the
domain name associated with your organisation, or by being invited) will automatically be
5
allocated a license where a license is available. This will take place when the user
registers, or when this is set to on.
Option 3: Automatic Subscription on Login
This setting means that users assigned to your organisation (either by matching the
domain name associated with your organisation, or by being invited) will automatically be
allocated a license when logging into the system. This is particularly useful when
removing licenses from all members of staff, and wanting those who are actively using the
site to be allocated your available licenses.
Option 4: Ethical Filtering
This setting means that users assigned to your organisation (either by matching the
domain name associated with your organisation, or by being invited) will automatically be
allocated a license when logging into the system. This is particularly useful when
removing licenses from all members of staff, and wanting those who are actively using the
site to be allocated your available licenses.
5. Managing Users
The Organisation members tab is used to manage members of your organisation, and
their license allocations.
Any users who match/use your organisational domain (e.g. ‘@[Link]’) will
appear in your list of accounts:
6
At the top of the page you will see a breakdown of how many licenses your organisation
has been allocated, and how many of those users have been allocated a license (38
subscribed out of 89 organisation members) means that there are 89 users in the
organisation, with 38 having been issued a license. The Organisation has 39 licenses, so
one is unclaimed.
Issuing a license
For users who have not been allocated a license, you can use the subscribe button next to
their details to allocate one (if a license is available). You can also remove them from the
organisation entirely, if they have left their position for example.
Creating administrators
7
Equally, if the user has been allocated a license, you can either remove their license, or if
they require admin capabilities, make them an admin.
Allocating Licenses in bulk
Using the manage menu, you can export your entire user list. This export, in csv format,
will have a column for ‘subscribed’ – this can be adjusted for users in bulk, and the same
csv file can be re-imported to manage the license allocation in bulk.
A Vlookup, or other method could be used here to link this to the active status of
employees from a user management system.
Inviting users
From the same Manage page, you can invite users by email. This functionality allows you
to add users who don’t match domain rules, but you would still like to add to your
organisations.
8
This works for users who have already registered, and users who have not yet registered
to the site.
Resetting License allocation
On the Organisation members tab, you will also find the reset button. This is particularly
useful for removing licenses from non active users (so they can be reallocated to users
who are using the platform).
Once you have clicked this button, and confirmed, all licenses will be removed from your
users. These will then be re-allocated to either the first users to register, or log in (up to
your license allocation) depending on your organisation settings (see above).
6. Integrations
As an administrator, you have access to the LTI credentials for your organisation. These
can be used in conjunction with our guide on setting up TeacherMatic as an LTI tool to set
TeacherMatic up within your VLE/LMS.
9
TeacherMatic also has integrations available for Moodle and Google classrooms. Learn
more about setting these up on the following page:
[Link]
7. Managing Generators
As an administrator you have the ability to both highlight generators which are useful for
your organisation, or remove access to generators from your staff. This can be done by
visiting the generators page and clicking the following button:
This will make 2 icons appear on each generator. The icon to the left hides the generator
from all your staff, while the one on the right adds that generator to a section of the
favourites page called ‘popular in your organisation’.
10
11
