Create and manage educator accounts

Xello Admin

4 minutes

In this article

As a Xello Administrator, one of the critical things you’ll do is create and update educator accounts so that the right people have access to the right tools and information. If you’re a Xello administrator at a school or college, you can create accounts for your school or college. If you're a regional or multi-site administrator, you can create educator accounts both for your centralised site or for your schools and colleges within that group. Example: a Xello administrator at a MAT headquarters could create educator accounts for all relevant colleagues at school or college sites within the MAT.

Create an educator account

Educator accounts are manually added to Xello. Only educators with administrator access can add and deactivate educator accounts.

When setting up an educator's account, be sure to apply any additional necessary permissions. For example, if you have Work-related learning enabled at your school, you can assign roles to educators based on their responsibilities.

Add an educator account

To add an educator account:

In the left menu, click Educators to open the list of all educators.
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From the top right corner, click Add educator.
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Note: If you don't have administrator access, you won't see this option.
Enter the educator's email address and click Next.
- If you're in a regional account and adding educators, you'll need to select the school the educator will be added to. If the educator is in more than one school, you'll need to add them as an educator to each school.
Fill out their name, job title, and how they're known to students, then click Next.
Select their permissions for that school. The available options are:
- Administrator - They make sure the program is configured to meet student and educator needs. Administrators can change system settings, create new educator accounts, approve educator assignments, complete student transfer requests, and access all features and student profiles. Each site should only have 2-3 administrators.
- User - They work with students or other educators. Users cannot change system settings or create new educator accounts. These users can access full profile details for all students at their institution. This is the most common access type.
- Limited access - These educators work with small groups of students and require access to only those student profiles. These users can see directory information (name, grade, student number) for all students; they can only access the full profiles of students for which they have an approved educator assignment.
Click Add educator.

FYI: Even if an educator already has an account, they can be added to another institution. You can access all of your associated sites under the same login.

How to add an educator account

Assign further permissions

Once you've added an educator, depending on their role at the school, you may need to assign further permissions. For example, if you have Work-related learning enabled and you have an educator with additional responsibilities, you'll need to update their Work-related learning role.

To assign further permissions to an educator:

In the left menu, click Educators to open the list of all educators.
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Alternatively, you can search for a specific educator. If you're in a regional account and the educator is in more than one school, their name will populate separately for each school they're in. You'll need to update their permissions per school.

Click the educator's name to open their profile. Scroll to the bottom.
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Next to the setting you want to change, click the pencil icon.
Apply your changes and click Save.

To learn more about assigning the different roles in WRL, check out the below resource geared to Xello admin.

PDF

PDFSet Work-related learning rolesNew
This quick guide will help Xello Administrators understand and assign WRL roles to educators.

Educator permissions

Xello has three main educator access types, each providing a different level of access to program settings and student information.

If you have Work-related learning enabled at your school, there are additional educator permissions, depending on your role.

Find out your permissions

To check your own permissions, click your name in the top right corner of your educator account, select Profile, and view the Permissions section.

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Xello's educator access types

The three permission levels for Xello are:

Administrator access

Administrators make sure the program is configured to meet student and educator needs. Administrators can change system settings, Add an educator account , Assign a student, and access all features and student profiles.

User level access

Users work with students or other educators. Users cannot change system settings or create new educator accounts. These users can access full profile details for all students at their institution. This is the most common access type.

Limited access

Limited access educators work with small groups of students and require access to only those student profiles. These users can see directory information (name, year, student number) for all students; they can only access the full profiles of students for which they have an approved educator assignment.

Work-related learning roles

Work-related learning (WRL) in Xello has different roles for educators and admin, each with specific permissions and abilities to help manage student work. These roles provide a streamlined way to handle WRL activities, such as student requests and opportunities, or adding companies and contacts.

WRL role	Visibility and capabilities
No WRL role (Assigned by default) No specific Work-related learning responsibilities.	Users with No WRL role have limited access to the system. Can see student requests and opportunities but cannot manage them. Can export and filter WRL tables.
WRL Coordinator (School or region level) Work with students to manage their Work-related learning activities.	Has all the capabilities of an educator with No WRL role assigned. Coordinators work with students to manage their Work-related learning activities. Can manage student requests, which includes changing their status and adding information, files, or hours on behalf of students. Can approve or decline student-added opportunities. Is the minimum role required to review and confirm student hours.
WRL Administrator (School level) Manage companies, contacts, and opportunities relevant to their school.	Has all the capabilities of a WRL Coordinator. Can add companies and contacts. Can create opportunities limited to their specific school and by year. Can approve and publish opportunities posted by employers. Can set e-verification requirements for opportunities they create. Can access and manage WRL settings. Can filter data to see information relevant to their school.
WRL Administrator (Regional level) Manage companies, contacts, and opportunities relevant to all schools/institutions within the region.	Has all the capabilities of a WRL Coordinator. Has comprehensive visibility into all WRL data for students across all schools in their region. Can filter student opportunities and requests by school. Can add companies and contacts at the region level. Can create opportunities available to students in their district and limit them to specific schools. Can change e-verification requirements for opportunities in bulk. Can access and manage WRL settings.

To learn which role you've been assigned:

From the top right corner of your educator account, click your name and select Profile to open your profile page.
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Scroll down to the Permissions section.
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