School Administration — Guide for Administrators

When you log in with administrator access, you get a dedicated page under School Administration. There are seven tabs: Overview, New user, Multiple students, Users, Administrators, Activity, and Privacy. If your students log in using the school's Google account, you will also have the Sync student list tab.

How it works

Access is tied to your account, not to a separate login. Two types of people can access it: the primary administrator, whom Språki sets up when the school signs an agreement, and teachers who have been designated as a school administrator from here.

Under Overview, you will see four numbers for licenses: Total licenses, In use, Available, and License orders. "In use" is the number of active users at your school — students and teachers count equally.

If you are approaching the limit, you will be notified before it stops. If you need more seats, the Order more licenses button is located in the same card: quantity, purchaser's name, email, and order reference number, and the invoice is sent via EHF. The pricing can be found on the pricing page.

How to create users

1. Go to New user. Fill in Full name and Username. The school's domain is added automatically — if you have two domains, select which one to use. Below the field, it continuously displays Username will be: …, allowing you to see the result before clicking.
2. Under User type?, select whether it is a Student or a Teacher. This choice determines the password requirements, so select it before filling out the rest.
3. Choose Sign-in method. Send email invitation lets the user set their own password — no one else will know it, not even you. Set password manually is practical when the user does not have an email address; you can then check Require user to change password on first sign-in.
4. Click Create user.
5. If you need to create an entire class, use Multiple students. There you can choose between Fields (max 25) and Text / paste (max 150). The text field takes one user per line in the format Full name, username, password, and you can paste directly from a spreadsheet.
6. After clicking Create all, the list is displayed on the screen with options to Print cards and Print list. Print before leaving the page — passwords are only displayed this one time.

If you select Teachers in bulk, each of them will receive an email invitation instead, and the password column can be left blank.

Usernames with or without @. Preferably write only the part before the "@" sign — the domain is added for you. If you paste full email addresses from a spreadsheet, that is also fine as long as they use the school's own domain: the address will then be used as is, and the domain will not be appended twice. If the domain is different, Språki will notify you about that specific row instead of creating an account that no one can log in to.

How to clean up using the school's own student list

The Sync student list tab is available for schools where the username in Språki is the Google account students use to log in. In this case, the school's own list of active students can be used to identify those who have left.

1. Export the list of active students from the school system — as a CSV file, or simply the addresses.
2. Go to Sync student list, select the file or paste the list, and click Compare with Språki.
3. If the file contains multiple columns, Språki usually detects the email column automatically. If it is not obvious, the first five rows are displayed, and you select the correct column.
4. You will see a list of students who are active in Språki, but not on the list. Those who have the school's domain are pre-checked; others are unchecked with the note "not a @domain account — check manually".
5. Uncheck anyone you know will continue, and click Deactivate selected.

Nothing happens until you click the button, and deactivations can always be undone. Addresses on the list that do not yet have an account with you are simply counted — they will automatically receive an account the first time the student logs in with Google.

Who it is for

This page is for the person responsible for users and licenses at your school: an IT administrator, a department head, or a teacher assigned the task. You do not need to teach languages to use it.

The page manages accounts, roles, and licenses. Teachers can view students' work and results in Groups, and the teaching tools are located in the Teacher Portal.

Suggestions for working with the school administration

1. At the start of the school year: create the entire year group under Multiple students, print cards right away, and hand them out on paper during the first lesson.
2. Add teachers first. They receive an email invitation and set their own password, so they are ready to create groups before the students log in.
3. When someone leaves mid-year: find the user under Users and select Deactivate. The seat is freed up immediately and can be used for someone else.
4. Clean up once a semester. Under Users, you can filter by Never logged in or Not logged in for 6 months, select multiple users, and choose Deactivate selected. If you have Sync student list, it performs the same task against the school's own list instead of relying on login dates.
5. In the autumn: run the import again with the entire class list. Students who were deactivated in June will be reactivated with the name and password provided in your list — and they will still retain everything they did last year.
6. Monitor the numbers before ordering. Compare In use with Total licenses a few weeks into the term, not in August — that way, you know what you actually need.
7. When the Data Protection Officer asks: open the Privacy tab. That is where you will find sub-processors, AI transparency, and deletion routines, along with the documents page.

Good to know

• Multiple people can be administrators. Under Administrators, you can designate up to five active teachers as school administrators, in addition to the primary administrator. This ensures the school does not rely on a single person during holidays or illness.
• Deactivation frees up the license; deletion removes the data. A deactivated account retains its work and can be reactivated later. Delete is permanent and removes everything the user has created.
• Selecting multiple users only shows the relevant buttons. If you have selected active users, Deactivate selected is displayed; if you have selected deactivated users, Activate selected appears. Permanently delete selected is always included and prompts you to enter the number of users before proceeding — it is the only action on the page that cannot be undone.
• An existing user is activated instead of rejected. If you create an account with a username that is currently deactivated in your system, the old account is reactivated. The name, role, and password are set based on the details you entered so the printout is correct — but all of the student's previous work remains intact. If the account is already active, or if it belongs to another school, you will be notified as before.
• Returning students reactivate themselves. If a deactivated student logs back in using the school's Google account, the account is automatically reactivated and all their work remains intact. You therefore do not need to worry about deactivating too many users during a cleanup. If the school has no available licenses, the student will be prompted to contact you instead. This only applies to Google logins — a password set by the student will not work on a deactivated account.
• The activity log is kept for twelve months. The Activity tab shows who created, modified, or deactivated which account — useful when multiple people share the responsibility. The log contains no passwords. An account activated via a Google login will be listed with "Google sign-in" as the actor.
• Invitations can be resent. In the user list, you can see whether an invitation has been sent, opened, or expired, and the envelope icon sends a new link. The previous link will then cease to work.

See also

• How do my students get accounts?
• What do I need for the data protection assessment?
• How does my school get access?