Create and Manage Educator Accounts

Create and manage educator accounts

Xello Admin Xello product

Xello K-12

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, 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.

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-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.

Note: 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.

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/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.
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-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:

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/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.

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 WBL and college planning notifications, check out the below resources geared to Xello admin.

PDF

PDFSet Work-based learning rolesNew
This quick guide will help WBL admins understand and assign WBL roles to educators.
PDF

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.

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.

Tip: 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:

In your educator account, from the top right of any page, click your name and select Change institution.
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

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-based 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, 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.

Work-based learning roles

Work-based learning (WBL) 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 WBL activities, such as student requests and opportunities, or adding companies and contacts.

WBL role	Visibility and capabilities
No WBL role (Assigned by default) No specific Work-based learning responsibilities.	Users with No WBL role have limited access to the system. Can see student requests and opportunities but cannot manage them. Can export and filter WBL tables.
WBL Coordinator (School or district/region level) Work with students to manage their Work-based learning activities.	Has all the capabilities of an educator with No WBL role assigned. Coordinators work with students to manage their Work-based 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.
WBL Administrator (School level) Manage companies, contacts, and opportunities relevant to their school.	Has all the capabilities of a WBL Coordinator. Can add companies and contacts. Can create opportunities limited to their specific school and by grade. Can approve and publish opportunities posted by employers. Can set e-verification requirements for opportunities they create. Can access and manage WBL settings. Can filter data to see information relevant to their school.
WBL Administrator (District/Regional level) Manage companies, contacts, and opportunities relevant to all schools/institutions within the district/region.	Has all the capabilities of a WBL Coordinator. Has comprehensive visibility into all WBL data for students across all schools in their district. 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 WBL 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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