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Organization Setup for Administrators

Last updated Oct 28, 2025

Organization Setup for Administrators

Overview

This comprehensive guide helps administrators set up and configure organizations within the Preparebuddy.com platform efficiently and securely.

Prerequisites

Before beginning organization setup: - Administrative access to Preparebuddy.com platform - Organization's basic information and documentation - Understanding of organizational structure and user roles - Access to organization's email systems for user notifications

Step 1: Creating a New Organization

Initial Organization Creation

  1. Access Admin Dashboard → Organizations → Create New Organization
  2. Complete the organization profile:
  3. Organization Name: Official legal name
  4. Display Name: Name shown to users
  5. Organization Type: Educational institution, Corporate, Government
  6. Primary Domain: Email domain for user authentication
  7. Contact Information: Primary administrative contact
  • License Information: Educational vs Commercial licensing
  • Data Residency: Choose appropriate data storage region
  • Compliance Requirements: FERPA, GDPR, COPPA settings
  • Privacy Settings: Data sharing and retention policies

Step 2: Organizational Structure Configuration

Department Setup

  1. Navigate to Organization Settings → Departments
  2. Create department hierarchy:
  3. Academic departments (by subject area)
  4. Administrative departments
  5. Support departments
  6. External partnerships

Campus/Location Management

For multi-campus organizations: - Add campus locations - Configure location-specific settings - Set up inter-campus data sharing - Manage location-based user access

Academic Year Configuration

  • Define academic calendar
  • Set assessment periods
  • Configure grading cycles
  • Establish deadline schedules

Step 3: User Role Management

Standard Role Configuration

  • Super Administrator: Full organizational control
  • Academic Administrator: Academic policy and curriculum
  • Department Head: Department-level management
  • Faculty/Teacher: Instruction and assessment
  • Support Staff: Technical and administrative support

Custom Role Creation

  1. Access Roles & Permissions → Create Custom Role
  2. Define role parameters:
  3. Role name and description
  4. Permission matrix
  5. Access level restrictions
  6. Reporting relationships

Permission Matrix Setup

Configure granular permissions for: - User management - Assessment creation and modification - Analytics and reporting access - System configuration - Data export capabilities

Step 4: Assessment System Configuration

Rubric Templates

  1. Create organization-wide rubric templates
  2. Set default assessment criteria
  3. Configure scoring scales and standards
  4. Establish quality thresholds

Batch Processing Settings

  • Processing Limits: Maximum assessments per batch
  • Queue Management: Processing priority settings
  • Notification Preferences: When to notify users
  • Auto-assignment Rules: Automatic evaluator assignment

AI Configuration

  • AI Model Selection: Choose appropriate models for your domain
  • Training Data: Upload organization-specific training examples
  • Quality Calibration: Set quality standards and thresholds
  • Bias Detection: Configure fairness and bias monitoring

Step 5: Integration and Connectivity

Learning Management System Integration

Supported LMS platforms: - Canvas: OAuth configuration and course synchronization - Moodle: Plugin installation and API setup - Blackboard: REST API integration - Google Classroom: Service account configuration - Microsoft Teams for Education: Graph API integration

Student Information System Integration

  • PowerSchool: Student roster synchronization
  • Infinite Campus: Gradebook integration
  • Skyward: Attendance and enrollment data
  • Custom APIs: RESTful integration for proprietary systems

Single Sign-On Configuration

  1. SAML 2.0 Setup:
  2. Identity provider configuration
  3. Certificate management
  4. Attribute mapping

  5. User provisioning rules

  6. OAuth 2.0/OpenID Connect:

  7. Client registration
  8. Scope configuration
  9. Token management
  10. User consent handling

Step 6: Security and Compliance Setup

Data Security Configuration

  • Encryption Settings: Data at rest and in transit
  • Access Controls: Multi-factor authentication requirements
  • Network Security: IP allowlisting and VPN requirements
  • Session Management: Timeout and concurrent session limits

Compliance Configuration

  • FERPA Compliance: Educational record protection
  • GDPR Settings: Data subject rights and consent management
  • COPPA Compliance: Child privacy protection (under 13)
  • Audit Logging: Comprehensive activity tracking

Privacy Settings

  • Data Retention: Automatic data deletion schedules
  • Anonymization: Remove personally identifiable information
  • Consent Management: Track and manage user consent
  • Right to be Forgotten: Data deletion request processing

Step 7: Communication and Notifications

Email Configuration

  1. SMTP Settings: Configure organizational email server
  2. Template Customization: Branded email templates
  3. Notification Preferences: Set default notification settings
  4. Escalation Rules: Automatic escalation for critical issues

In-Platform Notifications

  • Dashboard Alerts: System status and updates
  • Assessment Notifications: Completion and scoring alerts
  • Administrative Notices: Policy updates and maintenance
  • User Communications: Welcome messages and announcements

Step 8: Analytics and Reporting Setup

Dashboard Configuration

  1. Create organizational dashboards
  2. Configure key performance indicators (KPIs)
  3. Set up automated reporting schedules
  4. Establish data visualization preferences

Custom Reports

  • Assessment Analytics: Performance trends and patterns
  • User Activity Reports: Engagement and usage metrics
  • Compliance Reports: Audit trails and regulatory compliance
  • Financial Reports: Usage-based billing and cost analysis

Data Export Settings

  • Automated Exports: Scheduled data extracts
  • API Access: Programmatic data access for third parties
  • Format Options: CSV, Excel, JSON, XML export formats
  • Security Controls: Encrypted exports and secure transmission

Step 9: Training and Onboarding

Administrator Training

  • Platform Overview: Core functionality and navigation
  • User Management: Adding and managing users
  • Assessment Configuration: Setting up evaluations and rubrics
  • Analytics and Reporting: Understanding data and insights

Faculty Onboarding

  • Welcome Packages: Getting started materials
  • Training Sessions: Live and recorded training sessions
  • Documentation Access: Role-specific documentation
  • Support Channels: Help desk and peer support

Student Orientation

  • Platform Introduction: Basic navigation and features
  • Assessment Process: Understanding evaluations and feedback
  • Privacy and Rights: Data protection and user rights
  • Technical Support: Help resources and contact information

Step 10: Go-Live and Post-Launch

Pre-Launch Checklist

  • [ ] All integrations tested and functional
  • [ ] User accounts created and permissions verified
  • [ ] Assessment templates and rubrics configured
  • [ ] Notification systems tested
  • [ ] Backup and recovery procedures verified
  • [ ] Support team trained and ready

Launch Activities

  1. Pilot Testing: Limited user group testing
  2. Gradual Rollout: Phased user onboarding
  3. Monitoring: Real-time system monitoring
  4. Support: Enhanced support during launch period

Post-Launch Optimization

  • Performance Monitoring: System performance and user experience
  • User Feedback: Collect and analyze user feedback
  • Configuration Refinement: Adjust settings based on usage
  • Feature Adoption: Track feature usage and provide additional training

Ongoing Management

Regular Maintenance Tasks

  • User Account Audits: Review and clean up inactive accounts
  • Permission Reviews: Verify role assignments and access levels
  • Integration Health Checks: Monitor connected systems
  • Performance Optimization: Analyze and improve system performance

Continuous Improvement

  • Feature Updates: Stay current with platform enhancements
  • Training Updates: Refresh training materials and sessions
  • Policy Reviews: Update organizational policies and procedures
  • Stakeholder Feedback: Regular feedback collection and implementation

Troubleshooting Common Setup Issues

Integration Problems

  • Authentication Failures: Check SSO configuration and certificates
  • Data Sync Issues: Verify API credentials and permissions
  • Network Connectivity: Check firewall rules and network access
  • Permission Errors: Review role assignments and access controls

User Management Issues

  • Login Problems: Verify account status and password policies
  • Permission Denials: Check role assignments and custom permissions
  • Notification Failures: Verify email configuration and delivery
  • Data Access Issues: Review organization membership and access rights

Support and Resources

Getting Help

  • Implementation Support: Dedicated implementation specialists
  • Technical Support: 24/7 technical assistance
  • Training Resources: Comprehensive training library
  • Community Forum: Peer support and best practices sharing

Documentation Resources

  • Administrator Guides: Detailed operational documentation
  • API Documentation: Technical integration guides
  • Video Tutorials: Step-by-step visual guides
  • Best Practices: Proven strategies and recommendations

Contact Information

  • Support Email: support@Preparebuddy.com
  • Emergency Support: +1-XXX-XXX-XXXX
  • Implementation Team: implementation@Preparebuddy.com
  • Training Coordinator: training@Preparebuddy.com

This comprehensive setup guide ensures your organization is properly configured for success with Preparebuddy.com. For personalized assistance, contact our implementation team.

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