Set up your school administrator

The school administrator is the person who runs your school inside MySchoolPilot: setting up the calendar, creating classes, adding staff and students, configuring fees, and publishing results. This account is deliberately separate from the school owner login. The owner owns the school; the administrator operates it. Keeping the two apart means you can change who administers the school without ever putting ownership of your data at risk.

Who should be the administrator?

Choose someone who is present at school regularly and comfortable with routine admin work — commonly a head of administration, a school secretary, a bursar, or an ICT coordinator. In small schools the owner and administrator may be the same person, but you should still create the separate administrator account rather than using the owner login for daily work.

• They will spend the most time in the product, so pick someone reachable by staff.
• They will be the first point of contact for teachers, students, and parents who cannot sign in.
• They should be able to make decisions about the academic calendar, class structure, and fees, or work closely with whoever can.

Steps to create the administrator

1. Sign in to your owner dashboard (“Your schools”).
2. Find the card for the school and confirm it is ready. If it still shows as being prepared, wait and refresh.
3. Choose Create school administrator (you may also see this as a manage Administrator option on the card).
4. Enter the administrator’s email address. Use a work address the school will keep.
5. Set a password for the account. Make it different from your owner password.
6. Confirm the action with your owner password. This extra confirmation exists because creating an administrator grants wide access to the school.
7. Save. The administrator account is created immediately.

Share access with the administrator

1. Send them the school login link — the school’s own login page, not the owner login.
2. Send the credentials securely. Ideally share the login link by email and the password through a separate channel such as a phone call or message.
3. If a Resend setup email option is available on the school card, you can use it to have the setup message delivered again.
4. Ask them to sign in and change the password at their first opportunity.

What the administrator sees first

On first sign-in, the administrator lands on Quick Start, a guided nine-step checklist covering school profile, academic calendar, classes and subjects, staff, students and guardians, daily operations, fees, temporary passwords, and a final review. The checklist is designed to be worked through in order, and progress is saved as they go — they can leave and come back.

Good practice

• Use a work email the school will keep long term. Avoid personal addresses tied to one individual where you can.
• Never reuse the owner password. If the administrator account is ever compromised, your owner account must remain safe.
• Complete Quick Start before mass invitations. Adding hundreds of staff, students, and parents before the calendar and classes exist creates avoidable rework.
• Agree who does what. Decide early whether the administrator or the owner handles plan and billing questions — billing lives with the owner.
• Plan for handover. If the administrator leaves, the owner can reset or recreate the administrator from the owner dashboard.

Common issues

The administrator cannot sign in

The most common cause is using the wrong login page. Administrators sign in at the school login link, not the School Owner login. Confirm the link, then confirm the email address was typed correctly when the account was created.

The confirmation step keeps failing

The confirmation asks for the owner password, not the new administrator password. Re-enter your own owner password carefully.

My administrator has left the school

Sign in to the owner dashboard and reset or recreate the administrator from the school card. Because ownership sits with your owner account, a staff departure never locks you out of your school.

Can I have more than one administrator?

The account created from the owner dashboard is the master administrator. Once inside the school, that administrator can add other staff and grant them administrative permissions through roles, so responsibility can be shared without sharing a single login.

What’s next

Ask your administrator to sign in and work through Quick Start. Once the calendar, classes, and subjects exist, teachers can be assigned to class courses and the teacher and class teacher workspaces come to life.