School Management

The School Management feature in EduDesk allows administrators to configure and manage school profiles, departments, and organization-wide settings.

Overview

Available in all subscription tiers (with enhanced capabilities in Pro and Premium), the School Management system provides:

  • Centralized school profile administration

  • Department and location management

  • School-specific branding and customization

  • Multi-school management for districts (Premium tier)

  • Integration with school information systems

Accessing School Management

  1. Log in with school administrator or super administrator privileges

  2. Click "Administration" in the main navigation

  3. Select "School Management"

School Profile Management

Viewing School Profile

  1. Go to School Management

  2. Select "School Profile"

  3. View current school information:

    • Name and contact details

    • Address and location

    • Administrator contacts

    • Subscription information

    • System usage statistics

Updating School Information

  1. Go to School Management > School Profile

  2. Click "Edit Profile"

  3. Update school details:

    • School name

    • Address

    • Phone number

    • Website

    • District affiliation

    • School type (Public, Private, Charter, etc.)

    • Grade levels

    • Student population

  4. Click "Save Changes"

Department Management

Creating Departments

Organize your school into logical departments:

  1. Go to School Management

  2. Select "Departments"

  3. Click "Add Department"

  4. Enter department details:

    • Department name

    • Description

    • Location/Building

    • Department head

  5. Click "Create Department"

Managing Departments

  1. Go to School Management > Departments

  2. View the list of existing departments

  3. Click on a department to:

    • Edit department details

    • Assign users to the department

    • View department-specific tickets

    • Configure department-specific settings

Department Hierarchy

For larger schools with complex structures:

  1. Go to School Management > Departments

  2. Click "Manage Hierarchy"

  3. Create parent-child relationships between departments

  4. Arrange departments in the organizational chart

  5. Click "Save Hierarchy"

Location Management

Adding Locations

Track physical locations within your school:

  1. Go to School Management

  2. Select "Locations"

  3. Click "Add Location"

  4. Enter location details:

    • Building name

    • Floor/Wing

    • Room numbers

    • Purpose (Classroom, Lab, Office, etc.)

  5. Click "Create Location"

Managing Assets by Location

Link IT assets to specific locations:

  1. Go to School Management > Locations

  2. Select a location

  3. Click "Manage Assets"

  4. Add or remove equipment assigned to this location

  5. View location-specific tickets and issues

School Branding (Pro & Premium)

Customizing School Branding

Personalize the EduDesk interface with your school's identity:

  1. Go to School Management

  2. Select "Branding"

  3. Customize elements:

    • Upload school logo

    • Set primary and secondary colors

    • Add custom welcome message

    • Configure email templates

  4. Click "Save Branding"

White-Labeling (Premium Only)

For a fully branded experience:

  1. Go to School Management > Branding

  2. Click "White-Label Settings"

  3. Configure advanced options:

    • Custom domain setup

    • Remove EduDesk branding

    • Custom login page

    • Personalized help resources

  4. Click "Save White-Label Settings"

Multi-School Management (Premium)

For districts or organizations with multiple schools:

Adding Schools

  1. Log in as a super administrator

  2. Go to Administration > Multi-School Management

  3. Click "Add School"

  4. Enter school details

  5. Assign school administrators

  6. Set up subscription allocation

  7. Click "Create School"

Managing Multiple Schools

  1. Go to Administration > Multi-School Management

  2. View all schools in your organization

  3. Click on a school to:

    • View school details

    • Manage school administrators

    • Configure school-specific settings

    • View usage statistics

Shared Resources

Configure resources shared across schools:

  1. Go to Administration > Multi-School Management

  2. Select "Shared Resources"

  3. Configure sharing options:

    • Knowledge base articles

    • IT staff allocation

    • Asset inventory

    • Report templates

  4. Click "Save Sharing Configuration"

System Integration

SIS Integration

Connect with Student Information Systems:

  1. Go to School Management

  2. Select "Integrations"

  3. Click "Configure SIS Integration"

  4. Select your SIS provider

  5. Enter API credentials

  6. Configure data mapping

  7. Set synchronization schedule

  8. Click "Save Integration"

Directory Services

Link with school directory services:

  1. Go to School Management > Integrations

  2. Select "Directory Services"

  3. Choose your directory type (Google, Microsoft, LDAP)

  4. Configure connection settings

  5. Map user attributes

  6. Set up synchronization options

  7. Click "Save Configuration"

School Year Management

Configuring School Year

Set up your academic calendar:

  1. Go to School Management

  2. Select "School Year"

  3. Define school year parameters:

    • Start and end dates

    • Term/semester divisions

    • Holidays and breaks

    • Non-instructional days

  4. Click "Save School Year"

Year-End Procedures

Prepare for the new school year:

  1. Go to School Management > School Year

  2. Click "Year-End Procedures"

  3. Select actions to perform:

    • Archive old tickets

    • Reset usage statistics

    • Update grade levels

    • Prepare for staff changes

  4. Click "Execute Procedures"

Storage Management

Monitor and manage your school's storage allocation:

  1. Go to School Management

  2. Select "Storage Management"

  3. View current usage:

    • Total storage used

    • Storage by category (attachments, knowledge base, etc.)

    • Available storage

  4. Manage storage:

    • Archive old attachments

    • Compress images

    • Set attachment size limits

    • Request storage upgrade

Best Practices

Organization

  • Create a logical department structure that matches your school's organization

  • Use consistent naming conventions for locations and departments

  • Regularly update school profile information

  • Document your school structure and settings

Administration

  • Limit the number of school administrators to maintain security

  • Create a schedule for regular profile reviews and updates

  • Establish clear procedures for department changes

  • Maintain an up-to-date asset-to-location mapping

Multi-School Management

  • Standardize naming conventions across schools

  • Create templates for new school setup

  • Establish clear policies for shared resources

  • Schedule regular multi-school administrator meetings

Troubleshooting

Common Issues

Integration Problems

  1. Verify API credentials

  2. Check connection settings

  3. Review data mapping configuration

  4. Test the connection manually

Storage Issues

  1. Check attachment size limits

  2. Review large attachments that can be archived

  3. Verify subscription tier storage allocation

  4. Contact support for temporary storage extensions

Department Management

  1. Ensure departments have assigned heads

  2. Check for duplicate department names

  3. Verify user-to-department assignments

  4. Review department hierarchy for errors

Getting Help

For assistance with school management:

  • Review the detailed school management guide in the Knowledge Base

  • Contact support at support@edudesk.org

  • Schedule a consultation with our implementation team (Premium tier)

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