Guide for owners and administrators

Who this guide is for

You run your organisation's workspace. The owner is the person who registered the organisation; admins have the same console, except that only an owner changes the plan and sees invoices. Both can do everything instructors do — see the guide for instructors for the curriculum, classes and sessions.

Before you start

Your organisation is registered through the Akadesk registration form and approved by the Akadesk team. Once it is approved you have your own address, for example your-organisation.<domain>.

1. Open your organisation's address and add /app/console — or select Staff sign-in at the foot of your public page.

2. Owners and staff invited with a Akadesk account select Continue with Akadesk. Anyone invited by email signs in with that email and the password they chose.

3. You arrive on the Dashboard (the Today tab on a phone).

Find your way around

The console works in a web browser on a computer, a tablet or a phone. The pages are the same; only where the menu sits changes.

On a computer, the menu is down the left side: Dashboard, Sessions, Classes, Courses, Curriculum, AI teachers, People, Reports, Sales, Billing and Settings, in your organisation's own words. The bar along the top holds your workspace's name (select it to switch workspace), whether live updates are on, the language (English or French), the theme (System, Light or Dark), and your name. Your name opens Profile & security, Setup guide and Log out. On a tablet, the menu opens from the button at the top left.

The console starts in the same light or dark setting as your device. The language you choose is kept for your account.

Use it on your phone

1. Open your organisation's address followed by /app/console in your phone's browser, and sign in.

2. The browser may offer, once, to put the app on your home screen, with your organisation's name, logo and colour. Select Install app (on an iPhone, the message tells you to use the Share button, then Add to Home Screen), or Not now to skip it. If a message later says A new version is available, select Reload.

3. A bar along the bottom holds four tabs: Today (the Dashboard), Sessions, Classes (in your organisation's words) and People.

4. The fifth tab, More, holds every other page (Courses, Curriculum, AI teachers, Reports, Sales, Billing, Settings), then your Account, Setup guide, the switch to another workspace, whether live updates are on, Appearance, Language and Log out.

On a phone, lists such as People, Sessions, Classes and Reports show one card per row instead of a table, and their filters fold behind one Filters button.

Get oriented: the Dashboard

The Dashboard shows what is live now, what is coming up today, the numbers that matter this month (active classes, learners, lesson plans and sessions) and attendance over the last 30 days. When a session is live, it appears under Live now with a link to watch it.

The menu on the left follows your organisation's own words: a school sees Classes, a training company Cohorts, and so on.

Bring in your people

Open People (a tab of its own on a phone).

• Invite people: enter their email addresses and choose a role — Admin, Instructor or Participant. Each gets an email with a link to join.

• Add learners without email: for pupils too young for an email address. The school creates their accounts; they sign in with a username and password it gives them, and a parent or guardian can be added to receive class emails.

• Import CSV: add many people at once from a spreadsheet.

• Access requests: people who asked for a place from your public page. Approve or decline each one; an approval emails them a link to set up an account.

The members list

Members lists everyone in your organisation, with the count of those the list matches above it. Each row shows the person's photo (or their initials), name, email or username, level and guardians, role, status, when they were last seen and when they joined.

• Search finds a person by name, email or username, or by the name or email of a guardian on their record.

• Narrow the list by Role, Status, Level and Class, and choose Sort by name, recently seen, recently joined or role. On a phone, tap Filters. Clear filters turns them all off.

• The search, filters, sort and page are part of the page's address, so you can bookmark a list or send it to a colleague.

• Export CSV downloads everyone the list currently matches, on every page: name, email, username, role, status, level, guardians, joined and last seen.

Open a person to change their role, see the classes they are in and their attendance, or disable their account. A participant's page opens with their photo, name, email and classes.

To add a photo, open the participant and select Upload photo (or Replace photo), then choose a JPEG, PNG or WebP image of 3 MB or less; any other kind of file, SVG included, is refused. Remove photo, then Remove, takes it off. The photo is private: only your organisation's administrators see it, through a link that expires after a few minutes. It is not the picture a person chooses for their own profile.

Publish your public page

Your organisation's address shows a public page listing the classes you publish, with their upcoming sessions and the way in to each.

1. Open Settings and select Public page.

2. Write a headline and an about text, add a cover picture and your contact details.

3. Under Before you publish, check that you have a headline and at least one published class. To publish a class, open it and turn on Publish on public page, with a short Public summary.

4. Turn the page on.

How each class can be joined depends on Who can join in the class:

Other settings

Under Settings (in More on a phone) you will also find:

• Organisation: your name, logo, colour and timezone, and the Default language for AI teachers. The colour and logo are also what your learners see when they add the app to their home screen.

• Levels: the year groups, grades or levels your classes are sorted by.

• Lobby & reminders: how many minutes before a session its lobby opens, and when reminders are sent.

• Notifications: which emails are sent.

• Join code: the code learners can use to join your organisation from the app.

• Payouts: the account that receives payments for paid courses (see Sell courses, below).

• Grading: the grades a course total earns (each starts at its percentage and runs up to the next one; the lowest starts at 0%), and whether Learners may share their result report by link. Turning sharing off withdraws every shared link.

• Profile & security: your own name, password and sign-in code.

• Audit log: who changed what, and when.

• Danger zone (owners only): deleting the workspace.

Assessment and results

Instructors set quizzes, assignments and exams in each course, mark them, and keep its gradebook; the guide for instructors describes this. As an admin you can do all of it, in every course. Marking, releasing results and exporting a gradebook are recorded in the Audit log.

When a learner completes a course, their result (completed, with the course total and grade) is also sent to Akadesk when your organisation is linked to it, and updated if it changes. Their marks stay in AI Learning.

Sell courses

A course is an ordered set of approved lesson plans, run as classes with a start date; learners who attend enough of it complete it and can get a certificate. The guide for instructors describes building one. A course can be free or paid.

1. To charge for courses, open Settings, then Payouts, and connect your organisation's payout account. Payments go straight to it.

2. In the course, under Enrolment and price, choose Paid and set the Price. The page shows what you receive per learner.

3. Open Sales for every order: the learner, the course, the amount, the fees and the status, with totals per currency and Export CSV.

To refund a learner, select Refund on their order, choose a full or Partial refund, with the Refund amount for a partial one and, if you like, a reason, which they see on their receipt. Tick the box to also withdraw them from the course; otherwise they keep their place. The money goes back the way they paid, and the order shows Refunded or Part refunded. The platform fee is not returned.

A course paid through 9PSB cannot be refunded the way it was paid: 9PSB has no refund call. Refund then asks How the money goes back:

• Send by bank transfer sends it to the learner's own bank account, not the one they paid into. Choose the Learner's bank, enter the Learner's account number and select Check the name with 9PSB. The page shows the name 9PSB gives the account; if it is not the learner, do not send. Then select Send and the amount. The refund is filed with the platform, and one of its operators approves it before 9PSB sends it. Until it is paid, the order shows Refund of … by transfer on its way, and it cannot be refunded again. It becomes Refunded or Part refunded once the money is paid. If the transfer fails, the order says so, with the reason, and you can refund it again.

• Already sent by hand records a refund you have already made. Nothing is sent.

Withdrawing a learner from a course's Learners tab does not refund them: refund from Sales.

Payouts to your bank

Settings, then Payouts, also lists Payouts to your bank: each time the platform pays your course sales balance out. A payout is filed, approved by the platform, then sent by 9PSB transfer, and shows On its way, Paid or Failed, with the account it went to. Your balance moves only once a payout is Paid.

Teaching hours and your plan

Your plan includes a monthly pool of live teaching hours. Only the time a session is live counts: lobby time and sessions nobody joined are free. Open Billing (in More on a phone) to see the hours used this month and your plan.

Admins see a read-only summary there. Everything below is the owner's: only an owner changes the plan, buys hours and sees invoices.

• When the hours run out: under Beyond your hours, choose a Hard cap (new sessions wait until the pool resets) or let classes keep running with extra time on your next invoice, with an optional Limit extra spend per month.

• Hour packs: add hours with Buy, followed by the number of hours, on a pack. Hour packs are available once you are on a paid plan.

• Invoices: each invoice is listed with its number, period, amount and status, with Pay on one that is due and a PDF to download.

• You are warned as the pool runs low and when it is used up. A session already live is never cut off.

Change your plan

1. On Billing, go to Compare plans and choose Monthly or Yearly · 2 months free.

2. Select Switch to followed by the plan's name.

3. In the middle of a paid period, a box headed Change to followed by the plan's name shows What the change costs: the new plan for the days left in this period, the unused days of your current plan, any Credit carried forward, and what is Due now or goes as Credit to your next invoice.

4. Select Continue to pay followed by the amount to pay for an upgrade, or Change to followed by the plan's name when there is nothing to pay. Keep my plan closes the box without changing anything.

An upgrade starts as soon as its payment is confirmed. A downgrade starts at once, and the value of its unused days comes off your next invoice; the plan card shows it as Credit carried forward.

Refunds

If the platform refunds one of your invoices, it shows as Refunded in the invoice list. What that invoice paid for is withdrawn: the hours of a refunded hour pack, or the plan period it paid for. Refunds are issued by the platform team; ask support if you think one is due. An invoice you paid through 9PSB is refunded by bank transfer to an account you name, which the platform checks with 9PSB before sending.

Cancel

Cancel subscription ends your plan at the end of the period you have paid for. Everything keeps working until then; after that, scheduled sessions do not start and new classes cannot be created, but your data is kept and you can subscribe again.

Plans and what they include are on the pricing page.

Tips and common questions

• A session did not start. Sessions start when the first participant arrives in the lobby. If nobody came, the session is marked missed and uses no hours.

• Someone cannot find the class. Check Who can join and that they are enrolled, or share the class's join link.

• Watch a class live. Open Sessions, select the live session and open its Live monitor: the room, the questions and the transcript as they happen. On a phone, a bar at the top of the monitor jumps between its parts.

Getting help

Email the Akadesk support address on the contact page, with your organisation's address and what you were trying to do.