Google Classroom: School Admin Guide

If the school opts for the admin process, the school admin will initiate the roster sync and teachers don’t need to sync it again if there is no change in data. 

Steps for the admin process:

1. The admin logs in and syncs classes, selecting either specific classes or all classes.
2. The admin checks data for accuracy.
3. The admin assigns licenses to teachers.
4. The admin provides instructions to teachers.
5. Teachers log in and assign content to students.

Follow the below instructions for end-to-end workflow for the admin process. 

1. Log in to Google Classroom with the admin credentials. 

2. Create a class in Google Classroom. 

1. Click on the "+" icon. 
2. Click "Create Class."
3. The "Create Class" pop-up will appear on the screen. Fill in the details.
4. Click "Create."

3. Create  Students and Teachers in Google Classroom

1. Click on the menu button and select "Admin."

2. Click "User" to add new student/teacher on Google Classroom.

3. Click "Add New User."

4. Fill in the details in the "Add New User" pop-up on the screen.
5. Click "Add New User."

6. Log in with the new user account to associate the user with the student/teacher role. 

7. You will see the below pop-up when you log in with the new user credentials for the first time. Click "Accept."

8. Click "Continue."

9. Click "I'm a Student" to associate the user with the student role or click "I'm a Teacher" to associate the user with the teacher role. 

4. Associate the student and teacher with the class in Google Classroom.

The school admin can create a class on Google Classroom and associate students and teachers with the class, once their account is added on Google Classroom.

Follow the below steps to invite students and teachers to a class in Google Classroom.

1. Log in to the Google Classroom account and select the class with which you want to associate the students and teachers. 

2. Click "People."

3. Click the "Invite Teacher" icon.

4. Enter the teacher's email address and Click "Invite." 

5. The teacher will receive a notification once the invite is sent by the school admin. They will need to log in with their teacher account and accept the invitation. 

Note: Students can also be sent an invitation to join a class in a similar way by clicking on the "Invite Student" icon and entering the student's email address. 

5. The school admin will initiate the initial roster sync on MagicBox.

a. Log in to the MagicBox portal using the Google Classroom authentication option. 

b. After entering valid credentials, Google will ask the admin to give MagicBox permission to access their Google Classroom. You will see the below consent pop-up screen. Click "Allow" to provide consent.  

Note: The user will receive this consent pop-up when they log in to the MagicBox portal for the first time. 

The MagicBox portal will automatically detect users coming from the Google Classroom school domain and the admin will directly land on the Google Classroom sync page.

c. Click on the "Start Sync" button. The start sync screen will appear (as shown below) and all the classes created on Google Classroom can be seen in the list view. The school admin can select specific classes manually or tap on the “Select All Classes” slider to select all.

Note: All classroom attributes are displayed as data gets pulled from Google Classroom. In the class list, the admin will see classes created by them as well as classes created by teachers.

• Sync only active records from source directory: If the admin selects this, MagicBox will only sync the active classes. If the admin does not check this, all active and archived classes will be synced.
• Sync expiration date: The addmin can set expiration dates as a one-time process and the data will keep syncing automatically till the set date.  

d. Click "Proceed" to move to the next step.

e. You will move to the next page, on which you can view which classes are going to be synced, along with the expiration dates.

Subscription ability for sync status & sync error email notifications - You will only receive these notifications based on your selection.

Click "Start Sync."

Once you click "Start Sync," all class rosters will be imported and you will be redirected to the below page. This page will share the complete data of total teachers, students, classes and the last sync records count.

• The initial sync of class rosters can take up to a few hours, based on the number of classes selected. You will receive an email notification when the process is completed or you can see the sync status directly on the portal.

Important Sync Notes:

There are multiple status updates you can view on the above screen:

• Green launch - This means sync is completed without error.
• Orange launch - This means sync is completed with some errors.
• Red launch - This means sync has failed.

Other Functionalities: 

• Pause - To pause the running sync, the process will be paused until it is resumed.
• Edit - To make changes with respect to classes and other activities, then initiate the sync process again.

6. Verify Initial Roster Sync for Accuracy:  Once the initial sync of class rosters is complete, the school admin should review it for accuracy and completion. Again, this initial sync can take from 4 to 24 hours to complete.

A. You'll need to verify that class numbers, teacher numbers, and student numbers are accurate. To do this, click on Roster > Class, Roster > Teacher, and Roster > Student, and look at the number displayed in the bottom left corner.

• We recommend verifying that teachers have been assigned their new classes for the new school year. 
• We recommend verifying that new class rosters contain the accurate number of students. 
• We recommend verifying that new teachers/students have been rostered into the portal and into the correct classes. 

7. Once the initial sync of class rosters is complete, the school admin can assign licenses to teachers who need access to content. The teacher can then log in and assign content to students.

Note:

• The admin will see only the last sync dates for which they have initiated the sync in the card view. Admin sync will take place every 24 hours till the sync expiration date.
• If there is an update in the data and the admin performs sync, the teacher card view will not be automatically updated. However, the teacher will see the sync data/updates on their roster page.