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Organisation IT Administrator Guide

The IT Administrator plays a crucial role in setting up and maintaining ClassCraft AI for your organisation. This guide outlines the key responsibilities and features available to IT Administrators, ensuring smooth onboarding and effective management.

Responsibilities of the IT Administrator​

  1. Granting Application Access for Users:

    • Assign the user.basic.read (delegated permission) on behalf of your organisation’s users.
    • This allows users to skip granting access individually during their first sign-in, improving efficiency.

  2. Assigning Organisation Service Managers:

    • Assign up to two Organisation Service Managers:
      • Both have equal roles and responsibilities.
      • Assign two managers to ensure continuity during absences or provide additional support.
    • These managers handle:
      • User and licence management.
      • Service usage monitoring.
      • Analytics and reporting.

  3. Overseeing Organisational Information:

    • View licence details, including:
      • Total licences.
      • Start and renewal dates.
      • Support level.
    • Access compliance-related documents such as:
      • Data Processing Agreements (DPA).
      • Risk Assessments.
      • Equality Impact Assessments (EIA).

  4. Managing the Service Manager Role:

    • Add, replace, or unassign Service Managers using the User Management Form.
    • When removing a Service Manager, you must:
      • Convert them to a regular user (consuming a licence, if available).
      • Remove them entirely, which deletes their account, history, and files immediately.

Dashboard Overview​

The IT Administrator dashboard provides oversight and tools for managing your organisation’s usage and security:

1. Licence Information​

  • View details about your organisation’s licence:
    • Licence tier and type (e.g., Fixed Number).
    • Total, used, and available licences.
    • Renewal and support information.

2. Assigning Service Managers​

  • Navigate to the Service Managers section.
  • Click Assign Service Manager.
  • Enter the email addresses of up to two users within the organisation’s domain.
  • Confirm the selection.
    • If a user is already active, they will be promoted to Service Manager (releases one licence).

⚠️ Note: The IT Admin cannot assign themselves as a Service Manager.

3. Compliance and Security​

  • Access pre-filled agreements and risk assessments for organisational data protection and compliance:
    • Data Processing Agreement (DPA).
    • Equality Impact Assessment (EIA).
    • Service Level Agreement (SLA).
  • Check the Azure Integration Status:
    • Confirm tenant connection and admin consent.
  • Monitor security settings:
    • Single Sign-On (SSO).
    • Multi-Factor Authentication (MFA).
    • Session timeout policies.

4. Data Protection & GDPR​

  • View data retention policies and generate Data Protection Reports for internal compliance checks.

5. Security Activity Logs​

  • Track login events, including:
    • Timestamps.
    • User details.
    • IP addresses.
    • Status (e.g., success, failure).

Managing Service Managers​

As an IT Administrator, you can add or replace Service Managers:

Adding or Replacing Service Managers​

  1. Go to Service Managers on the Admin Dashboard.
  2. Click Assign Service Manager.
  3. Enter the email addresses of up to two qualified users within the organisation.
  4. Confirm the assignment.

Unassigning a Service Manager​

When removing a Service Manager, you must decide what happens to their account:

  1. Choose one of the following:
    • Convert to Regular User: This consumes one licence and retains their account and history.
    • Delete User Account: This permanently deletes the account, including all history and generated files.
  2. Confirm the action.

Compliance and Risk Management​

Accessing Pre-Filled Agreements​

  1. Navigate to the Compliance Center.
  2. View or download the following documents:
    • Data Processing Agreement (DPA).
    • Equality Impact Assessment (EIA).
    • Service Level Agreement (SLA).

Sharing with Your Data Protection Team​

  • Download and share these agreements with your organisation’s Data Protection Officer or compliance team to expedite internal reviews.

Getting Help​

Technical Support​

  • Contact the ClassCraft AI Priority Support Channel for assistance:

By following this guide, you can effectively set up and maintain ClassCraft AI for your organisation, ensuring secure and efficient use for all users.