Create and manage educator accounts
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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, you can create accounts for your school. If you’re a district administrator, you can create accounts for your district or any of the schools within it.

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, Change an educator's access level, Assign a student, Transfer a student account between districts, or Transfer a student account within a district, and access all features and student profiles. Each site should only have 2-3 administrators.

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, grade, student number) for all students; they can only access the full profiles of students for which they have an approved educator assignment.

Add 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-based learning enabled at your school, you can assign roles to educators based on their responsibilities. If you have transcripts and recommendation letters, you might need to adjust notification settings for the educator.

FYINote: If your school is set up with the enhanced data integration subscription service, then your school's user accounts are automatically added and routinely updated. Accounts you manually add will be overwritten by the data integration. If your school does not have this service, or you'd like to learn more, reach out to your Xello Success Manager.

To add an educator account: 

  1. In the left menu, click Educators to open the list of all educators.
    Left menu in Xello. Educators is highlighted with cursor hovering over
    Click to enlarge
    Left menu in Xello. Educators is highlighted with cursor hovering over
  2. From the top right corner, click Add educator.
    Click to enlarge
    noteNote: If you don't have administrator access, you won't see this option.
  3. Enter the educator's email address and click Next.
    • If you're in a regional/district 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.
  4. Fill out their name, job title, and how they're known to students, then click Next.
  5. 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.
  6. Click Add educator.
FYIFYI: 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

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Change an educator's access level

If an educator's role or tasks have changed, you may need to change their permission level. For example, from User to Administrator.

To change an educator's access level:

  1. In the left menu, click Educators to open the list of all educators.
    Left menu in Xello. Educators is highlighted with cursor hovering over
    Click to enlarge
    Left menu in Xello. Educators is highlighted with cursor hovering over
    • Alternatively, you can search for a specific educator. If you're in a regional/district 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.
  2. Click the educator's name to open their profile. Scroll to the bottom.
  3. Next to Permissions, click the pencil icon.
  4. Apply your changes and click Save.

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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-based learning enabled and you have an educator with additional responsibilities, you'll need to update their Work-based learning role. Or if your school works with transcripts and letters of recommendation in Xello, you can adjust the notifications an educator gets.

To assign further permissions to an educator: 

  1. In the left menu, click Educators to open the list of all educators.
    Left menu in Xello. Educators is highlighted with cursor hovering over
    Click to enlarge
    Left menu in Xello. Educators is highlighted with cursor hovering over
    • Alternatively, you can search for a specific educator. If you're in a regional/district 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.
  2. Click the educator's name to open their profile. Scroll to the bottom.
    Educator profile page scrolled down to the Permissions section. This person has a Work-based learning role of WBL Administrator
    Click to enlarge
    Educator profile page scrolled down to the Permissions section. This person has a Work-based learning role of WBL Administrator
  3. Next to the setting you want to change, click the pencil icon.
  4. Apply your changes and click Save.

To learn more about assigning the different roles in WBL and college planning notifications, check out the below resources geared to Xello admin.

  • pdfPDF
    PDFSet Work-based learning rolesNew

    This quick guide will help Xello Administrators understand and assign WBL roles to educators.

  • pdfPDF
    PDFAdmin guide to educator transcript notifications

    Use this quick guide as a Xello admin to learn about the different transcript notifications and how to adjust the settings for educators.

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Access multiple institutions

Educators who work with more than one school can easily access all of their institutions in their account.

When you add an educator to a school who already has an account at another school (using the same email address), you’ll just need to select the permission level for the new school.

TipTip: Educators can have different permission levels at different schools.

In your educator account, view and focus on one school or institution at a time. If you're an educator or counselor at multiple schools, you can switch between the different institutions as needed.

To view a different institution:

  1. In your educator account, from the top right of any page, click your name and select Change institution.
  2. View the list of institutions you have access to and click the one you'd like to view.
    • Your account with that institution will open.
How to view a different institution in your Xello account

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