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Organisation Service Manager Guide

The Organisation Service Manager is a key role within ClassCraft AI, designated by the organisation's IT Administrator. This role is critical for managing user licences, monitoring organisational usage, and promoting effective use of the platform. This guide explains your responsibilities, the tools at your disposal, and how to navigate the Organisation Service Manager Dashboard.

Your Role as an Organisation Service Manager​

Primary Responsibilities:​

  1. Manage User Licences:

    • Add, remove, and reallocate licences to ensure all educators have access to ClassCraft AI.
    • Maintain up-to-date licence usage records.

  2. Compile Organisational Usage Statistics:

    • Track usage trends across the organisation.
    • Measure overall engagement, including total hours saved and content generated.

  3. Assess User Engagement:

    • Identify heavily used and underused tools.
    • Use this data to inform internal training or promotional strategies.

  4. Identify Power-Users and Low-Engagement Users:

    • Recognise users making the most of the service (power-users).
    • Provide targeted support for users with low engagement to encourage adoption.

The Organisation Service Manager Dashboard is your central hub for managing users and analysing organisational performance. Here’s how to use its key features:

1. Overview Metrics​

At the top of the dashboard, you’ll find high-level statistics summarising your organisation’s usage:

  • Users: Total users and active users.
  • Time Saved: Total hours saved by using ClassCraft AI.
  • Generations: Total resources generated by users.
  • Feedback: Average satisfaction rate based on user feedback.

2. Licence Usage​

  • Displays the total number of licences allocated and the number still available.
  • Use this section to monitor licence distribution and plan reallocations.

3. Performance Insights​

The dashboard provides detailed analytics to help you assess engagement and performance:

Daily Usage​

  • A line graph showing the number of content generations per day.
  • Use this data to spot trends in activity and peak usage periods.

Usage by Hour​

  • A bar chart showing activity levels by time of day.
  • Identify when users are most active to optimise support or training schedules.

Generator Distribution​

  • A pie chart showing the percentage usage of each tool.
  • Assess which tools are most and least popular to inform internal promotion or additional training needs.

User Growth​

  • A graph tracking the growth of users over time.
  • Monitor onboarding success and service adoption rates.

4. User Engagement​

Top Users​

  • Lists the users with the highest number of content generations.
  • Recognise power-users for their contributions and leverage their success to encourage others.

Generator Feedback​

  • Shows user satisfaction rates for individual tools based on feedback.
  • Use this data to identify tools with high satisfaction or areas needing improvement.

Most Favourited Generators​

  • Displays the tools most frequently favourited by users.
  • Highlight these tools in internal promotions or training.

Using This Data Effectively​

Promoting Engagement​

  • Use generator distribution data to promote underutilised tools through internal communication or training sessions.
  • Highlight success stories from power-users to inspire others.

Supporting Users​

  • Reach out to low-engagement users to provide assistance or training.
  • Share resources and examples of how tools can save time and improve teaching workflows.

Planning Licence Allocations​

  • Ensure unused licences are reallocated to maximise organisational benefit.
  • Monitor growth to plan for future licence needs.

Tips for Success as a Service Manager​

  1. Regularly Review Dashboard Metrics:

    • Schedule weekly or monthly reviews of the dashboard to stay on top of user engagement and organisational trends.

  2. Encourage Feedback:

    • Ask users to provide feedback on tools they use. This helps in identifying satisfaction levels and potential areas for improvement.

  3. Promote Popular Tools:

    • Highlight heavily used tools within your organisation and encourage their use in training sessions or team meetings.

  4. Support New Users:

    • Keep track of recently onboarded users and provide resources or guidance to help them get started effectively.

  5. Optimise Licence Allocation:

    • Reallocate unused licences to ensure all educators who need access can benefit from ClassCraft AI.

FAQs for Service Managers​

How can I identify underused tools?​

Check the Generator Distribution pie chart and Daily Usage graph in the dashboard. Tools with minimal usage might benefit from additional promotion or training within your organisation.

What should I do if licences are over-allocated?​

Use the Manage Users button to reallocate licences from inactive or low-engagement users to those who need them.

How can I support low-engagement users?​

Reach out directly to low-engagement users using the insights from the Top Users section. Provide resources like the 5-Minute Tutorial or schedule a quick walkthrough session to demonstrate key features.

Can I export this data for reporting?​

At the moment, the dashboard does not include an export feature. You can manually capture data for reporting by taking screenshots or creating summaries based on the dashboard metrics.

By staying proactive and leveraging the insights available on the Organisation Service Manager Dashboard, you can ensure that your organisation maximises the potential of ClassCraft AI, supporting educators and improving learning outcomes.

Next Steps​

Ready to dive deeper into user management? Check out the Managing User Licences Guide for step-by-step instructions on adding, removing, and reallocating licences.

By leveraging the Organisation Service Manager Dashboard, you can ensure your organisation gets the most out of ClassCraft AI, driving both engagement and efficiency.