To add new staff for your school, you can load them in advance, or you can simply let staff sign up themselves. Either way, they choose their own usernames and passwords, so you do not need to assign them.

To let them sign up themselves, tell them to go to SnapGrades.net, click the "Sign Up" button, and follow the prompts to choose their own username, password, and other options. It recognizes your school, so everyone is automatically included on your account. Note: For security, you should restrict who can sign up by going to the page and selecting "Let anyone with email @ [example.k12.ca.us] sign up", and restrict the default permissions for new users — otherwise students and others might create fake teacher accounts.

Or, to load staff in advance, go to the page, click the "New Users" button, and enter your staff email addresses. (You can paste a whole document, like your staff directory, and it will find all the email addresses.) Select which permissions apply to them, and check the "Send links..." checkbox. This sends a personal link to each one, which they then click to select choose their own username, password, and other options. You can repeat this for admins, etc., to give them different permissions. Notes:

•  It's okay to list staff who've already signed up; it will just update their permissions if changed.
•  You can always resend the links later by clicking the "Send Links" button. This sends to just those who have not signed up yet. Even if they lose the email, they can still sign up themselves and it will automatically email them another link.
•  If any staff work at multiple schools, you'll need to add them to each school separately, but they can use the same username for all schools.
•  You'll notice the staff list shows just their email address when they have not signed up yet. Once they do sign up, it shows their username, name, and the last date they made any changes.

Alternatively, you can sign up for them, where you choose their username, password, and set all their settings, one at a time. This gives you more control to set all their gradebook options, but it is very time consuming. If you just want to make sure they have the right students loaded, you can do that from the Admin mode by importing all student rosters for them, then let them sign up themselves, which is a lot more efficient.

Tip: The best strategy to get your staff started is to give them half a day of training and have them all sign up together. Otherwise, some may procrastinate, especially if they resist change. Also be sure to import all student rosters and define your grading periods in advance.


Delete Staff

To delete a staff member's account, click their name on the page and select "Delete". This does not delete the account immediately; it just marks the account to be deleted on our next maintenance cycle at least 30 days after they last modified their account, so you have a chance to undo any mistakes. But if it's just an email address, it does delete immediately. Note: If a teacher is actively using SnapGrades for another school, this will not delete their entire account, just their gradebooks and affiliation with your school.

Archive Staff

When a staff account is deleted, so are their gradebooks and all their grades and comments on report cards. If you want to keep old report cards intact, but block the teacher from accessing their gradebooks, select "Archive" instead of "Delete". Note: This affects your school only, so teachers can still have active gradebooks at other schools.

Transferring Gradebooks

If a teacher is being replaced by a new teacher in the middle of the term, you can transfer their account to the new teacher. Go to the page in Admin Mode to access the teacher's account (you don't need their password or username), then go to the page in their account to change their username, password, name, email address, etc., for the new teacher.


See also: Staff Restrictions