Super admin training

Before you start

Only the saMas team makes someone a super admin. If you do not see the Platform menu after you sign in, ask them.

1. Sign in

   High2 min
   1. Open beta.samas.school, the main saMas School site. On production it is admin.samas.school.
   2. Press Continue with Google if your email is a Google account. Otherwise type your Email address and press Continue.
   3. On Check your email, type the 6-digit code we sent you and press Sign in.
   You'll seeYour dashboard, with the Platform menu on the left.
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2. Set up your two-step code

   High3 min
   1. Press your picture at the top right, then Account and security.
   2. Press Set up two-step. You may be asked to confirm it's you first.
   3. Scan the QR code with an authenticator app (Google Authenticator, Microsoft Authenticator or 1Password) and type the 6-digit code it shows. Press Turn on two-step.
   4. Save your backup codes with Copy or Download, then press I have saved them.

   Each backup code works once, for a day your phone is not with you. Office work on the admin site needs this code. If the code does not match, delete older saMas School entries in your app and set your phone's time to automatic.

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3. Check the Platform menu

   High2 min
   1. The left menu should show a Platform group: Schools, Operations, Help health, Help buddy, Reports, samas.school, Platform keys, Internal API docs and Requirements graph.
   2. If it does not, you are not a super admin yet: ask the saMas team.
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Your first week

In this order. High tasks first.

1. Read the reports overview

   High5 min
   1. Open Reports, then the Overview tab.
   2. Pick the window: 7 days, 30 days, 90 days or All.
   3. Read the tiles: open now, cannot carry on, fixed, confirmed by reporters and the median times. Press a tile to open those reports in the Queue.
   4. Look at By school, Needs a person, Aging and Over time.
   You'll seeEvery number opens the reports behind it in the Queue, with a button above the list that says how it was filtered.

   Production, beta and demo keep their own reports. Use the Environment links at the top to see another one.

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2. Work a report in the Queue

   High5 min
   1. Open Reports, then the Queue tab. Narrow it with Kind, School, Status and Age, or press Mine.
   2. Pick a report on the left. Set a priority with P1, P2 or P3 and choose who looks after it under Assign.
   3. Write to the reporter in the thread at the bottom and send it.
   You'll seeThe reporter sees your message under My reports.

   School matters only reach you once the school office passes them on.

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3. Mark a report fixed, with a picture

   High5 min
   1. When the fix is live, open the report in the Queue and press Mark fixed.
   2. Write what was fixed in a sentence, and add 1 to 3 pictures of the fix working under Pictures of the fix.
   3. Press Mark fixed.
   You'll seeThe reporter is emailed with the pictures attached and asked whether it is fixed for them. The email is copied to you and to that school's admins.

   An app problem cannot be marked fixed without a picture. Never email a reporter yourself, around the app or the API.

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4. Send school matters on and link repeats

   Medium3 min
   1. A report the school office should handle: press Send to the school, write why, and press Send it. It leaves your queue.
   2. The same problem reported twice: press Same as another report, paste the first report's reference, and press Link. This reporter gets the fixed email when the first one is fixed.
   3. Nothing to fix: press Close without a fix.
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5. Decide what joins the roadmap

   High5 min
   1. Open Reports, then the Roadmap tab. The fixer's proposals wait under Proposed.
   2. For each one press Confirm, Merge or Decline. Decline asks for a note the reporters read.
   3. To add an item yourself, press New item, write a title and what a school will be able to do, and press Add it.
   4. To put an idea from the Queue on the roadmap, open it there and press Add to roadmap.
   You'll seeEach stage change emails the reporters of the item's ideas once.
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6. Show a roadmap item on samas.school

   Medium3 min
   1. Press an item on the Roadmap to open it. Under Stage, move it to Considering, Planned or Being built.
   2. Tick Show on samas.school.
   You'll see"Shown on samas.school". The public Wishes page shows its stage and how many schools asked, never a school's name. Once released, What's new shows it with its pictures.

   The box shows only from Considering on. Not now and Declined take an item off the site by themselves.

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7. Mark a roadmap item released

   Medium5 min
   1. When the work is live, open the item and press Mark released.
   2. Write what is new, the page to try it on, and add 1 to 3 pictures under Pictures of it working.
   3. Press Mark released.
   You'll see"Released; every school is told." Every open idea on the item is marked fixed with your note and pictures, and every active school gets the update email.

   Released is final. The box says how many people will be emailed before you press it.

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8. Tell every school about a fix

   High5 min
   1. Every fix or new feature people will notice is told to every active school once it is live, reported or not.
   2. There is no screen for this yet. It is sent through the saMas API (the school update email), with what changed, the page to try it on and 1 to 3 pictures of it working. Ask in chat to have it sent.
   3. Mark released on a roadmap item already sends it, so do not send it twice.

   The email goes to the school's admins and principals, with the pictures attached, and is copied to the sender. Anything about finance can also go to the finance in-charge. Update the help guides in the same change.

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9. Check the daily fixer

   Medium3 min
   1. Open Reports, then the Fixer tab. Each run shows what it fixed, replied on, linked or proposed, or why it failed.
   2. Read Waiting for a person: those need you. Press Run now to ask for a run before the next one.

   The fixer never touches money, sign-in, permissions or deletions; those always wait for a person.

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10. Answer requests for a demo school

    High5 min
    1. Open samas.school in the Platform menu. The Requests tab lists requests from the public site, newest first; the filter starts on New.
    2. Press a request to see who asked, the size of the school, how to reach them and their fit quiz answers.
    3. Move it on with Contacted, Demo made, Live or Declined. Write what was agreed in Notes and press Save notes.
    4. Pick the school you made in The school made from it.

    The page promises a demo within a working day. Each new request is also emailed to you.

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11. Add a quote for the home page

    Medium5 min
    1. On samas.school, open the Quotes tab and press Add a quote.
    2. Write a first name and an initial, what they said, who they are and the day they agreed. Anyone under eighteen also needs the day a guardian agreed.
    3. Press Add it. Use Hide to take a quote off the home page, and Show to put it back.

    A quote shows only once consent is complete. The names in the home page's register are set through the API or by asking in chat, never on this screen.

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12. Make a platform key for automation

    Medium5 min
    1. Open Platform keys. Under New key, give it a Name and choose Stops working after.
    2. Tick only what it needs under What it may do. A key that replies on reports or tells schools asks who to copy on what it sends.
    3. Press Create key, then Copy and keep it in a password manager. Press Done.
    You'll seeThe key is shown once. The Keys list shows each key, what it may do and when it was last used; Revoke stops it at once.

    A key that gives school roles must stop within 30 days, works only on beta, and emails the super admins on every use.

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When you have time

1. Look at Help health

   Low3 min
   1. Open Help health: how guides, ? panels and searches do across every school, and which guides need a person.
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2. Answer questions the help buddy could not

   Low5 min
   1. Open Help buddy. On the Overview tab, Questions with no guide lists what people asked that no guide answers.
   2. Press Reply, write the answer and press Send reply. The person sees it on the buddy. Better still, write the guide.
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3. Check Operations

   Low3 min
   1. Open Operations: Health and alerts, API figures and Jobs, with the email and webhook logs and maintenance mode.
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Some platform work has no screen yet and is done through the saMas API or by asking in chat: listing a school on samas.school (only with its admin's written yes), the names in the home page's register, and the school update email. Data fixes and role grants go through the API too, never straight into the database.

When something goes wrong

Check yourself

Three levels of five questions. Pass a level with 4 right to open the next. Your answers stay on this device.