Chapter 11: Admin FAQ from Training Sessions

This pinboard collects common admin questions from training sessions and school onboarding.

It helps provide quick answers about:

Use: This pinboard can serve as a first support contact point for school admins.

Use this FAQ as:

Tip: Add school-specific answers in your own boxes or copy suitable questions into your school map.

The series “Edumaps for Admins” includes 12 chapters. If needed, open the appropriate one directly:

Possible reasons:

There, the school-related information is completed and the agreement is confirmed.

Important: This step should be completed early, before Edumaps is widely used with teachers and students.

It is especially important for:

Check the name, address, and contact details carefully.

Not always.

For students, accounts can also be created with dummy email addresses if no school email addresses are available.

Real email addresses are useful for:

Dummy addresses are practical for prepared student access.

Accounts without names are prepared access accounts.

Suitable for:

After creation, login passes or the CSV file should be saved immediately.

Initial passwords are not stored visibly for security reasons. The server only stores a long cryptic sequence of numbers and characters using an algorithm. This means the password cannot be recovered.

Therefore:

If access data is lost, new passwords must be set.

Users should only be deleted or removed if it is clear what should happen to their content.

Check beforehand:

If in doubt, remove or deactivate first—do not delete too quickly.

That depends on the goal.

For individual new students, a small CSV with only the new people is sufficient.

For a clean school year transition, a complete current list is often more useful.

Recommendation: Before larger imports, check the existing structure and define a clear import strategy.

If an email address has changed, it must be clearly identifiable which existing account should be updated.

Check especially:

In unclear cases, it is better to check manually.

Identical names can occur in some cases.

Check additional identifiers:

Important: Do not merge blindly if two people have the same name.

If the CSV file contains a class column, classes can be created or updated automatically during import.

Make sure spelling is consistent:

Consistent class names avoid duplicates.

Duplicate accounts often occur when a user was first created manually and later another account is created via SSO.

Typical causes:

When merging, two accounts are combined into one meaningful target account.

The goal is usually to:

Beforehand, it should be checked which account should be used in the future.

No. Before merging, it must be clear that both accounts belong to the same person.

Check:

If unsure, do not merge—clarify first.

Important:

For specific login problems, account data and the login route should be checked.

Note: If two different platforms are used for SSO, multiple duplicate accounts can also occur.

A link is quick, but less targeted.

Sharing with a class/group or user is better if access should be controlled.

Read permission means: users can view content.

Edit permission means: users can change content.

Edit permissions should only be granted if collaborative editing is actually intended.

Tip: If unsure, grant read permission first.

Suitable for:

Always check which users are allowed to see or edit the content. Students and teachers have access to “My School”.

Yes, maps and folders can also be additionally protected if needed.

Password protection is useful for:

For sensitive content, targeted sharing with accounts is usually better than a widely shared password.

The booking system is suitable for:

It automatically creates participant lists and makes organization easier.

Certificates of participation are connected to bookings and completed events.

Important elements are:

Examples:

Each item should be clearly described and provided with rules.

If payments, sales, or PayPal are to be used, the specific use case must be checked.

For schools, the following are usually more important:

Invoice or payment processes should be reviewed separately from an organizational and legal perspective.

The typical process is:

Specific information helps in support cases.

Useful details are:

The more precise the information, the faster help can be provided.

Before contacting support, check: