Guide for the librarian

Who this guide is for

You run the school library. By default your role can view the student list and each student's record, and this session's classes, so you can check who a borrower is and which class they are in. You can also see the courses teachers have set up with their materials.

Library, under ACADEMIC, is your desk: lend a book by its accession number and receive it back, keep the catalogue, handle reservations and fines, see the borrowing history and send overdue reminders. Your school's administrator can give your role more permissions on the Roles & Permissions page.

Before you start

Your school's administrator creates your sign-in account and gives you a temporary password.

1. Open your school's portal and go to the sign-in page. It shows your school's name.

2. Enter your Email Address and Password, then select Sign In. You arrive on the Dashboard, which points you to the menu.

If you would rather not use a password, select Sign in with an email code. If you have forgotten your password, select Forgot password?.

Find your way around on a computer

1. The menu is down the left side, in groups: Students under OVERVIEW, Classes under ACADEMIC, Courses under COMMUNICATION and My Payslips under FINANCE.

2. Select a group's name to fold it away. On a tablet, the same menu opens from the menu button at the top left.

3. At the top, EN and FR switch between English and French wherever a page has been translated, and the sun or moon button switches between light and dark. Until you choose, the app follows your device's setting.

4. To sign out, select your picture at the top right and then Sign out, or the sign-out icon beside your name at the bottom of the menu.

Use it on your phone

1. Open your school's address in your phone's browser and sign in as above.

2. The first time, a message may offer to install the school's app: select Install app, or Not now to carry on in the browser. On an iPhone or iPad it tells you to tap the Share button, then Add to Home Screen. The message is shown only once. The installed app opens from your home screen with your school's name and icon.

3. Use the bar along the bottom of the screen: Today (the Dashboard), Students and Classes.

4. Select More for every other page, such as Courses and My Payslips. At the bottom of it are Appearance (System, Light or Dark), Language (English or Français) and Sign out.

Change your own name, phone or photo

1. Select your picture at the top right, then My profile. On a phone, select More, then your name at the top.

2. Change your First name, Last name or Phone number, and select Save changes. The name and phone number on your staff record change with it, so colleagues see the same name.

3. To add a photo, select Add a photo (or Change photo) and choose a JPEG, PNG or WebP image of up to 3 MB. Remove photo takes it off. If there is no photo button, photo uploads are not set up for your school.

Your email address and password are how you sign in, so they are not changed on this page. Under Email and password, Change password opens the page where you set a new one. To change the email address you sign in with, ask your school's administrator.

Look up a student

1. Open Students, under OVERVIEW on a computer or as a tab on a phone. Every student is listed with their photo (or initials), admission number, class, status and guardian. On a phone each student is a card.

2. Type in Name, admission number or guardian phone…, or narrow the list with the filters, such as Class or Section. On a phone the filters are behind the Filters button.

3. Select a student to open their page. Profile shows their details and every guardian's name, phone and email.

Adding and archiving students is for administrators, so Add Student and the archive icon are not on your list.

See the classes

1. Open Classes under ACADEMIC, or the Classes tab on a phone.

2. This session's classes are listed by level. Select a level to show or hide its classes.

3. Each class shows its name and combination. Creating classes is for administrators.

See course materials

1. Open Courses under COMMUNICATION (under More on a phone). Every course is listed with its subject and class.

2. Select a course to see its materials, and select Open on one to open it.

3. Assignments lists each course's assignments.

Adding courses and materials is for subject teachers.

See your payslips

1. Open My Payslips under FINANCE (under More on a phone).

2. Every month you have been paid for is listed with its net pay.

3. Select Breakdown on a month to see the detail.

A payslip appears once that month's payroll has been approved.

Tips and common questions

• The Dashboard has no figures. Its school-wide figures need a reporting permission your role does not hold by default.

• A menu item is missing. The side menu shows only what your role's permissions allow. Ask your school's administrator.

Getting help

Open a support ticket

1. Open My Support under COMMUNICATION (under More on a phone) and select Open Ticket.

2. Enter a subject, describe your issue and select Open Ticket.

3. Replies from the support team appear in the ticket.

Ask the AI Chat

1. Select the support button at the bottom of any page. On a phone it sits above the tab bar.

2. Ask the AI Chat assistant a question about using the portal.

3. Or open a Support Ticket from the same panel.

Watch the help videos

1. Open Help videos. On a phone it is under More.

2. The videos for your role are in three groups: Start here, Every day and Now and then, each with its length.

3. Select one to play it. Where there is a phone version and a computer version, you can switch between them. A line marked Coming soon is not recorded yet.