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Managing Teachers

Add, manage, and monitor teacher accounts within your organization in Testify.

Overview​

Teachers are the primary content creators in Testify. They create questions, build exams, grade submissions, and analyze student performance. As an Org Admin, you are responsible for adding teachers to your organization, assigning them to classes and subjects, and monitoring their activity.

Teacher Management

Adding Teachers​

Adding a Single Teacher​

  1. Navigate to "Users" > "Add User"
  2. Fill in the teacher's information:
    • "Email" (required) -- the teacher's email address
    • "Password" (required) -- a temporary password for the account
    • "First Name" (required) -- the teacher's first name
    • "Last Name" -- the teacher's last name
    • "Phone" -- contact phone number (optional)
    • "Role" -- select "Teacher"
  3. Click "Create User"

The teacher account is created immediately. The teacher can log in using the provided email and password.

Tip: Instruct teachers to change their temporary password after their first login via "Settings" > "Change Password".

  1. Go to "Users" > "Invite Links"
  2. Click "Generate Invite"
  3. Set "Role" to "Teacher"
  4. Optionally set an expiration and maximum uses
  5. Click "Generate"
  6. Share the invite URL with teachers

When a teacher opens the invite link:

  1. They see your organization name and the role they are joining as
  2. They fill in their email, password, first name, and last name
  3. Their account is created with the Teacher role
  4. Email verification is automatically completed

Teacher Invite

Bulk Importing Teachers​

Import multiple teachers at once using an Excel or CSV file.

  1. Navigate to "Users" > "Bulk Import"
  2. Click "Download Template" to get the Excel template
  3. Fill in the template with teacher data:
    • Name (required) -- full name (first and last)
    • Email (required) -- unique email address for each teacher
    • Phone -- contact phone number
    • Subjects -- comma-separated list of subjects to assign (e.g., "Mathematics, Physics")
  4. Upload the completed file
  5. Review the preview showing which records will be imported
  6. Click "Import"

The system processes each row and:

  • Creates the user account
  • Assigns the Teacher role
  • Matches and assigns subjects (by name, case-insensitive)
  • Generates a temporary password
  • Sends a welcome email with login credentials and a verification link

Import Results​

After the import completes, the results show:

  • Total -- number of rows processed
  • Success -- number of teachers created
  • Failed -- number of rows that failed
  • Errors -- detailed error messages for each failed row (e.g., "User with this email already exists")

Tip: Download the error report to identify and fix failed rows, then re-import only the corrected entries.

Viewing the Teacher List​

  1. Navigate to "Users"
  2. Filter by "Role" > "Teacher"
  3. The list shows each teacher with:
    • Full name
    • Email address
    • Phone number
    • Confirmation status (active or pending email verification)
    • Last login date
    • Assigned subjects
    • Class assignments

Searching for Teachers​

Use the search bar at the top of the user list to search by:

  • First name
  • Last name
  • Email address

Results filter in real-time as you type.

Assigning Teachers to Classes​

Teachers need to be assigned to classes to manage students and exams within those classes.

Manual Class Assignment​

  1. Go to "Classes" > select a class
  2. Click "Add Teacher"
  3. Select the teacher from the dropdown
  4. Optionally assign a section within the class
  5. Click "Assign"

When generating an invite link for a teacher:

  1. Set the "Class" field to the desired class
  2. Set the "Section" if applicable
  3. Generate and share the link

When the teacher accepts the invite, they are automatically enrolled in the specified class as a teacher.

Tip: A teacher can be assigned to multiple classes. Create separate class assignments for each class the teacher manages.

Assigning Subjects to Teachers​

Subjects can be assigned to teachers to indicate their teaching areas.

During Bulk Import​

Include a "Subjects" column in your import file with comma-separated subject names. The system matches subjects by name (case-insensitive) from your organization's subject list.

Manual Assignment​

  1. Go to "Users" > find the teacher
  2. Click the teacher to view their profile
  3. Under "Assigned Subjects", click "Add Subject"
  4. Select subjects from the dropdown
  5. Click "Save"

The assigned subjects appear in the teacher's profile and in the user list.

Editing Teacher Information​

  1. Navigate to "Users"
  2. Find the teacher and click "Edit"
  3. Update the following fields:
    • "First Name"
    • "Last Name"
    • "Phone"
    • "Email" -- changing the email requires the teacher to re-verify
  4. Click "Save"

Edit Teacher

Tip: Org Admins can edit teacher profiles but cannot change passwords. Teachers must use the password reset flow themselves.

Removing Teachers​

Soft Delete​

Removing a teacher performs a soft delete -- the account is deactivated but data is preserved.

  1. Navigate to "Users"
  2. Find the teacher and click "Remove"
  3. Confirm the removal

What happens when a teacher is removed:

  • The account is marked as deleted (deleted = 1)
  • The teacher is removed from all class memberships
  • The teacher can no longer log in
  • Their created questions and exams are preserved
  • The account can be restored by a Super Admin if needed

Restrictions​

  • You cannot delete other Org Admins or Org Owners
  • Only users within your organization can be removed
  • The system verifies the user belongs to your organization before deletion

Tip: If a teacher is leaving temporarily (e.g., maternity leave), consider keeping their account active but removing class assignments instead of deleting the account.

Teacher Activity Tracking​

Monitor what teachers are doing within the platform.

Last Login​

The user list shows each teacher's last login date. Use this to identify inactive teachers who may need follow-up.

Activity Indicators​

For each teacher, you can view:

  • Number of questions created
  • Number of exams published
  • Classes managed
  • Last login timestamp

Audit Trail​

For detailed activity tracking:

  1. Go to "Admin" > "Audit Logs"
  2. Filter by the teacher's user ID
  3. View their complete activity timeline including:
    • Logins and logouts
    • Questions created and edited
    • Exams published and assigned
    • Grades submitted

Teacher Dashboard (What Teachers See)​

Understanding what teachers see helps you support them effectively.

Teacher Dashboard Overview​

When a teacher logs in, their dashboard shows:

  • Classes they manage
  • Active and upcoming exams
  • Recent submissions to grade
  • Student performance summaries
  • Quick actions (create question, build exam, view analytics)

Class Analytics​

Teachers can access per-class analytics showing:

  • Average scores across exams
  • Student participation rates
  • Performance trends over time
  • At-risk student detection

Assignment Status​

Teachers can view assignment completion status showing:

  • Which students have completed assignments
  • Submission rates by class and section
  • Pending grading tasks

Best Practices​

Onboarding Teachers​

  1. Create accounts or send invite links before the start of the academic term
  2. Assign teachers to their classes and subjects immediately
  3. Share a quick-start guide with instructions for creating their first question and exam
  4. Schedule a brief training session on AI features (question generation, explanations)

Organizing Teachers​

  1. Use consistent naming for classes (e.g., "Grade 10 - Section A")
  2. Assign subjects to teachers so analytics can be filtered by subject
  3. Create separate invite links per department for tracking

Monitoring Teacher Activity​

  1. Check the user list weekly for teachers who have not logged in
  2. Review exam publication rates to ensure content is being created
  3. Monitor grading queues to identify backlogs
  4. Use analytics to compare class performance across teachers

Troubleshooting​

Teacher Cannot Log In​

  • Check if the account is confirmed (email verification completed)
  • Verify the account is not deleted (check the deleted status)
  • Ensure the teacher is using the correct email and password
  • Check for login lockout (too many failed attempts)

Teacher Not Seeing Their Classes​

  • Verify the teacher is assigned to the class via "Classes" > class details
  • Check that the class has students enrolled
  • Ensure the teacher's account belongs to the correct organization

Bulk Import Failing​

  • Verify the file format is .xlsx, .xls, or .csv
  • Check that required columns (Name, Email) are filled in
  • Ensure email addresses are unique and not already registered
  • File size must be under 10 MB
  • Review the error report for specific row-level issues

Subject Assignment Not Working​

  • Verify the subject exists in your organization's subject list
  • Subject matching is case-insensitive but requires an exact name match
  • Create missing subjects before importing teachers with those subjects