Ambassador / Staff Admin Plus tasks

This article contains details of some of the most common admin responsibilities for people with Ambassador or Staff Admin Plus accounts.

Approving parents who request to join the site

If you have invited parents by email, sent them a qr code or have Classlist synced with your school data, manual approvals will be unnecessary. However, if you prefer to let people know that your school uses Classlist, without specifically inviting them, then they will need to be approved manually when they join. 

If you don't know the person by name you will need to verify that they are a parent at the school. Thanks to data protection regulations (GDPR, effective from May 2018), it will be lawful for the school, as another data controller, to assist the PTA in verifying details of new applicants against a master list. In addition at the end of each term or year, or when any relevant change occurs, the school can lawfully assist the PTA with lists of new classes and pupils in each class to ensure the Classlist database is accurate. 

Removing leavers

A child leaving

If a child is leaving but not the parent (i.e. they have other children still at the school), you can delete the child from either the parents profile or the school structure.

A family or year group leaving

If a whole family is leaving, you will need to delete the child(ren) and 'deactivate' the parent via their profile. Once someone is deactivated you can delete their account. If a year group is leaving then follow the instructions for the school move up.

Parents can also delete their own accounts at any time. 

Adding year groups and classes to the school structure

You can add extra year groups and classes at any time on the School Structure page. The school structure will need amending annually when you move up pupils to their new classes for the start of the new school year. If your school uses the sync wizard to integrate your pupil data with your school system (eg ISAMs) this will be automated.

Handing over Ambassador role to someone else

You may need to hand over the Ambassador role to someone else. If you are leaving the role then you will need to make someone else an ambassador first as schools can't be left without an ambassador.

You will also want to appoint other admins to help communicate to parents.

• You can appoint someone as an admin user by finding them on the admin side 'All Parents' page: click on their name and click on the 'Change Admin Status' link. 
•  You can also assign an admin role directly from the admin side 'Reps & Admins' page. Simply click the 'Assign' button in the ambassador section.

Once you have assigned a new ambassador they can remove or change your admin status. You can't remove your own admin status.

School communications on Classlist

Like other admin roles, Ambassadors and Staff Admin Plus users can create announcements, community events, raffles, interest groups and manage the school profile page and public facing website (if you have enabled this).

Monitoring content (Ambassadors only) - how to delete inappropriate posts

Ambassadors can monitor activity across the site by visiting the 'Monitor Community' page. Posts and comments can be deleted from here if necessary. The deleted content will remain visible to admin users but will be removed from the parent feed. Ambassadors can also monitor listings in the same way to remove old out of date content.

Unassigned parents

When parents register, they may not know which class their child will be in, or the class may not be listed. They will be put into a group called 'unassigned' on the school structure. You can move them out to the right place by selecting the pupil and moving them to a new class.

Deactivating a parent

Deactivating someone prevents them from logging on and using the site, without deleting their details. This is designed to be used if, for example, you need to caution a parent for inappropriate behaviour. If someone has left you can deactivate them and then delete their account at your school.