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Chapter 1: Admin Menu and First Accounts

Edumaps

Overview

The first steps.
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Welcome to the Admin Area

  • This pinboard shows the first important steps for school admins in Edumaps.
  • After this pinboard, you will know where to find the most important admin functions, why data processing agreements are important, how to prepare the letterhead, and how to issue first accounts with login cards and QR codes.
    • Manage users and classes
    • Prepare accounts for teachers and students
    • Issue login cards with QR codes
    • Check school-wide basic settings
    • Set up data processing agreement and letterhead
  • ⚙ start
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What is Edumaps from an Admin Perspective?

  • For schools, Edumaps is a visual workspace for teaching, organization, and collaboration.
  • Admins ensure that the school can get started in an organized way. This includes user accounts, school-wide settings, folder structures, and access for teachers and students.
  • Typical admin tasks:
    • Create teachers and students
    • Prepare classes and groups
    • Provide materials for the teaching staff
    • Structure subject department or project folders
    • Support users with problems
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The Most Important Areas in the Menu

  • After logging in, you will find the central navigation on the left.
    1. Dashboard: recently visited maps, your own maps, and quick access.
    2. Maps and Folders: management of your own and shared folder structure.
    3. Uploads: your own uploads, uploads from others, and deleted files.
    4. My Area: personal functions such as calendar, bookings, and tasks.
    5. User Management: accounts, classes, invitations, and admin actions.
    6. My Account: account data, school assignment, storage space, and admin functions.
  • Tip: If you are starting fresh, first check My Account and then User Management.
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Admin Menu and Account

Central settings.
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Open My Account

  • In the My Account area, you will find important information about your own account.
  • There you can see, for example:
    • your username
    • your role
    • the name of your school or institution
    • the available storage space
    • the number of your own maps
    • additional admin functions
  • For admins, functions appear there that normal teachers or students cannot see.
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Additional Admin Functions

  • Admin accounts receive additional management functions in Edumaps.
  • Depending on the license and role, these include:
    • Open user management
    • Confirm data processing agreement / DPA
    • Edit letterhead
    • Invite users
    • Create accounts
    • Merge accounts
    • Delete multiple users
  • Note: If these functions are missing, you are probably not logged in as an admin or the account has not yet been activated as a school admin.
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Check School Assignment

  • At the beginning, check whether your account is assigned correctly.
  • Pay particular attention to these points:
    • Is the correct school name displayed?
    • Is the account activated as an admin?
    • Is there enough storage space available?
    • Are there already maps, folders, or uploads?
    • Is a real email address stored, or is there still a technical dummy email address?
  • If something is wrong: Contact Edumaps support or your responsible media center.
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Store a Real Email Address

  • Admin accounts can also initially be created with a technical dummy email address.
  • Therefore, check at the beginning in My Account whether a real email address is stored for your account.
  • A real email address is important for:
    • resetting passwords via "Forgot password"
    • important system notices
    • notifications from Edumaps
    • clear assignment of the admin account
    • later communication with the school or support
  • Recommendation: Always store a real official email address for admin accounts so that password reset, notifications, and support assignment work reliably. – Do not store private email addresses!
  • For student accounts, a dummy email address may be useful. For admins and teachers, a real email address should be used whenever possible.
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DPA and Letterhead

Prepare data protection and official documents.
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Fill Out Data Processing Agreement / DPA

  • The data processing agreement, often abbreviated as DPA, is an important data protection step.
  • With it, the school confirms that Edumaps may process personal data on behalf of the school.
  • Steps:
    1. Open My Account.
    2. Select Data Processing Agreement.
    3. Enter the school's data.
    4. Check the information carefully.
    5. Confirm and save the data processing agreement.
  • Recommendation: Complete this step early, before Edumaps is used on a larger scale with teachers and students.
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Why is the DPA Important?

  • When using Edumaps, personal data may be processed.
  • Examples:
    • names of teachers
    • names of students
    • email addresses
    • class assignments
    • user activities within the platform
  • The DPA regulates that Edumaps processes this data on behalf of the school.
  • Key point: The DPA is not a teaching topic, but an organizational mandatory step for school use.
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Edit Letterhead

  • The letterhead is used for automatically generated documents, for example for certificates of participation after training sessions or courses.
  • Steps:
    1. Open My Account.
    2. Click Edit Letterhead.
    3. Enter the desired information.
    4. Check the name, address, and contact details.
    5. Save the letterhead.
  • Typical information: school name, address, telephone number, email address, website, and other official details.
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When Do I Need the Letterhead?

  • The letterhead is especially helpful when Edumaps is used for events, training sessions, or bookings.
  • Example:
    • A training course is booked via Edumaps.
    • Participants register online.
    • After completion of the course, a certificate of participation is created.
    • This certificate uses the stored letterhead.
  • Tip: Set up the letterhead before using the booking system for training sessions.
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User Management

Central management of teachers, students, classes, and access.
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Open User Management

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List of All Accounts

  • In the user list, you can see your school's accounts.
  • There you can check:
    • which teachers already exist
    • which student accounts have been created
    • what role a user has
    • whether an account belongs to the correct school
    • whether a user needs to be edited or removed
  • Typical tasks: search for users, check roles, check classes, edit account data.
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Create Accounts – Three Ways

  • In Edumaps, admins can create accounts in several ways.
    1. List of names: suitable if you want to enter several people directly.
    2. CSV file: suitable for larger student lists or entire classes.
    3. Without names: suitable for quick test accounts, prepared access, or anonymous starter accounts.
  • In this chapter, the focus is first on getting started quickly with accounts without names.
  • Note: CSV import is covered in a separate tutorial, because school year changes, class changes, and update imports are important there.
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Accounts Without Names

Prepare access quickly without importing complete name lists first.
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When Are Accounts Without Names Useful?

  • Accounts without names are useful when you want to prepare access quickly.
  • Typical situations:
    • test access for teachers
    • prepared student accounts
    • accounts for a training session
    • accounts where names will be added later
    • neutral access for an initial start
  • Example: You want to prepare 10 teacher accounts for a short introduction. Then you can create 10 accounts without names and issue the login cards directly.
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Create Accounts Without Names

  • Steps:
    1. Open User Management.
    2. Click Create Accounts.
    3. Select Without names.
    4. Enter the number of desired accounts.
    5. Select the user type, for example teacher or student.
    6. Specify whether all should receive the same initial password or individual passwords.
    7. Create the accounts.
  • Result: Edumaps creates new accounts with usernames, technical email addresses, and initial passwords.
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Accounts via a List of Names

  • If you already have the names, the list of names is the fastest way for small groups.
    1. Open User Management
    2. Select Create Accounts
    3. Choose the List of names method
    4. Enter one name per line (optionally with email and class)
    5. Set user type and initial password
    6. Create the accounts
  • Good for: individual teachers or small groups. For entire classes, CSV import (Chapter 2) is usually faster.
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Same Password or Individual Passwords?

  • When creating the accounts, you can decide whether all users receive the same initial password or whether Edumaps generates individual passwords.
  • Same initial password:
    • easier for getting started
    • practical for short tests
    • less secure
  • Individual passwords:
    • more secure
    • each account has its own password
    • recommended for teachers and older students
  • Recommendation: For real use, individual passwords are better. For short tests, a shared initial password can be more practical.
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Understanding Dummy Email Addresses

  • Each account technically requires an email address.
  • If no real email address is available, Edumaps creates a technical dummy email address.
  • Important:
    • The dummy email is not a real personal email address.
    • It serves only to create the account technically.
    • A real email address can be added later.
    • The user can still log in with username and password.
  • For students, dummy email addresses are often practical if no school email addresses are available.
  • Warning: Passwords cannot be reset via "Forgot password" as long as only a dummy email is available. In this case, the admin must set a new password.
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Login Cards and QR Codes

Secure access data, distribute it, and simplify the first login.
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Result After Creating the Accounts

  • Important: Passwords and QR codes are shown only directly after creation and are no longer stored on the server afterward.

    Save the data as a CSV file (blinking button).

    Print the data as a PDF.
  • If you do not save the data now, you will have to assign a new password later for each account.
  • After creating the accounts, Edumaps displays the results table. This typically contains:
    • username
    • technical or real email address
    • initial password
    • role
    • QR code for the first login
  • Important: Save or print the access data immediately. Initial passwords should not be shared unprotected or stored openly.
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Download CSV File with Access Data

  • After creating the accounts, you can download a CSV file.
  • Why is this important?
    • The access data is saved.
    • You have an overview of username and initial password.
    • You can open the downloaded file again later.
    • A new download from Edumaps is not possible – the data is only issued once.
    • You avoid having to reset passwords.
  • Warning: The file contains access data. Store it only in a protected location.
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Display and Print Login Cards

  • Login cards are small access cards for users.
  • They typically contain:
    • username
    • initial password
    • QR code
    • short login notice
  • Steps:
    1. After creating the accounts, click Show login cards.
    2. Check the displayed cards.
    3. Print the login cards or save them as a PDF.
    4. Give each user the matching login card.
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QR Code for the First Login

  • The QR code on the login card makes getting started easier.
  • How it works:
    1. The user scans the QR code.
    2. Edumaps opens the prepared login.
    3. The user logs in.
    4. Then the user sets their own personal password.
    5. The account is activated.
  • Note: The QR code is intended for the first login and should be distributed carefully.
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If Access Data Is Lost

  • If access data was not saved or printed after creation, passwords may have to be reset.
  • Therefore, the rule is:
    • download the CSV file immediately
    • print the login cards immediately or save them as PDF
    • store access data securely
    • do not leave login cards lying around openly
  • Key point: After creation, save first, then distribute.
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Checklist and FAQ

Typical questions and next step.
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Checklist for Getting Started

  • Complete these points at the beginning:
    • Check: Am I logged in as an admin?
    • Check: Is the correct school displayed?
    • Fill out data processing agreement / DPA
    • Check or complete the letterhead
    • Open User Management
    • Create a few accounts without names as a test
    • Download the CSV file with access data
    • Display and print login cards
    • Test QR code login with a test account
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FAQ: Why Can't I See the Admin Functions?

  • Possible causes:
    • You are not logged in with the correct account.
    • Your account has not yet been activated as an admin.
    • You are in a normal teacher or student account.
    • The school assignment is still missing.
  • Solution: First check My Account. If no admin functions appear there, contact Edumaps support or the responsible office at your school.
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FAQ: Do I Have to Enter Real Email Addresses?

  • No, not always.
  • If no real email addresses are available, Edumaps can generate technical dummy email addresses.
  • This is especially practical for:
    • students without their own school email address
    • test accounts
    • neutral starter accounts
    • prepared access
  • If real email addresses are available, they can of course be used.
  • Important for admins:
    Whenever possible, admin accounts should always have a real official email address. Dummy email addresses are primarily intended for students, test accounts, or prepared access.
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FAQ: What Is Better – Login Card or Manual Distribution?

  • Login cards are usually the easiest way if many users are supposed to start at the same time.
  • Advantages:
    • each user receives their own access data
    • QR code makes getting started easier
    • fewer typing errors
    • suitable for classes and training sessions
    • quickly printable
  • Recommendation: Use login cards whenever a group starts using Edumaps together.
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Next Step: CSV Import

  • Once the first admin functions are understood, the next step is CSV import.
  • It covers:
    • importing student lists
    • creating classes automatically
    • adding new students
    • updating data during the school year change
    • handling identical names and changed email addresses correctly
  • Tutorial: Edumaps for Admins – Chapter 2: CSV Import and School Year Change
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