What You’ll Need
- Admin role access to your Mapademics organization
- Team members’ email addresses for invitations
- Organization name and basic settings preferences
Admin Access Required: This guide is specifically for organization administrators. Regular users have read-only access to most organizational features.
Understanding Your Organization
Multi-Tenant Architecture
Mapademics uses a multi-tenant system where each organization has completely isolated data:- Users only see their organization’s programs, courses, and data
- All imports and processing are scoped to your organization
- User management is contained within your organization
- API access is organization-specific
Data Privacy and Security
Your organization’s data is protected through:- Complete Data Isolation: No organization can access another’s data
- Role-Based Access Control: Users see only what their role permits
- Secure Authentication: Invitation-based registration with password hashing
- Session Management: Secure login sessions with automatic expiration
Organization Settings Configuration
Accessing Organization Settings
1
Navigate to Settings
- Log in to your Mapademics account
- Click “Settings” in the left sidebar
- Select the “Organization” tab
You’ll see your current organization name and API key information.
2
Update Organization Name
- Click in the “Organization Name” field
- Enter your preferred organization name
- Click “Save Changes”
3
Manage API Access
Your Public API Key is displayed in the settings:
- Copy the API key using the “Copy” button
- Store it securely for any integrations
- Share only with authorized team members
API Key Management Best Practices
- Store Securely: Use environment variables or secure key management systems
- Limit Access: Only share with team members who need API access
- Monitor Usage: Track API usage patterns for security
- Regular Review: Periodically audit who has access to your API key
User Roles and Permissions
Role Hierarchy
Mapademics has three distinct user roles with increasing levels of access:- User (Standard Access)
- Admin (Administrative Access)
- Mapademics Admin (Platform Access)
What Users Can Do:
- View all reports and dashboards
- Browse programs, courses, and credentials
- Access job market data and skills information
- Use the widget system for embedding data
- View instructors and course sections
- Manage other users or send invitations
- Upload bulk data or manage imports
- Access organization settings
- Configure system settings or AI models
- Manage background job processing
User Management
Inviting New Team Members
1
Access User Management
- Navigate to “Users” in the left sidebar
- Click the “Invite User” button in the top right
- The invitation sheet will open
2
Send Invitation
- Enter the new user’s email address
- Click “Invite” to send the invitation
- The user will receive an email with signup instructions
The invitation appears in the “Invitations” tab with a “Pending” status.
3
Monitor Invitation Status
Check the “Invitations” tab to:
- View pending invitations
- Regenerate expired invitation links
- Cancel unnecessary invitations
Invitation Expiry: Invitation links expire after 24 hours for security. You can regenerate them if needed.
Managing Existing Users
- View Active Users
- Update User Roles
- Remove Users
Navigate to Users → Active Users tab to see:
- User names and email addresses
- Account creation dates
- Current role assignments
- Last login information
Invitation Workflow Best Practices
1
Prepare User List
Before inviting multiple users:
- Collect all email addresses
- Verify email accuracy (invitations are email-specific)
- Plan role assignments for each user
- Prepare onboarding materials
2
Send Invitations in Batches
For large teams:
- Send invitations in small groups (5-10 at a time)
- Monitor completion rates
- Follow up on pending invitations after 48 hours
- Regenerate expired invitations as needed
3
Track and Follow Up
- Check invitation status daily
- Contact users who haven’t completed signup within 48 hours
- Regenerate invitations that are nearing the 24-hour expiry
- Maintain a list of successfully onboarded users
Organization Onboarding Best Practices
Initial Setup Checklist
1
Configure Organization Settings
- Set clear organization name
- Secure and document API key
- Review security settings
- Plan user role assignments
2
Invite Core Team Members
- Send invitations to key administrators first
- Test the invitation process with a small group
- Verify all core users can access the system
- Document login instructions for your team
3
Prepare Data and Content
- Plan your data import strategy
- Prepare bulk import files if needed
- Set up any required integrations
- Test API access if applicable
Team Onboarding Strategy
Phase 1: Administrative Setup- Configure organization settings
- Invite and onboard administrative users
- Test core functionality and data access
- Invite department heads and key users
- Provide platform training and documentation
- Begin initial data imports and setup
- Invite remaining team members
- Conduct group training sessions
- Establish usage guidelines and best practices
Security Considerations
- Access Control
- Data Protection
- Principle of Least Privilege: Assign the minimum role needed for each user’s responsibilities
- Regular Reviews: Periodically audit user access and role assignments
- Onboarding Process: Establish clear procedures for adding new team members
- Offboarding Process: Plan for removing user access when team members leave
Common Administrative Tasks
Managing Invitations
Regenerating Expired Invitations:1
Identify Expired Invitations
- Go to Users → Invitations tab
- Look for invitations older than 24 hours
- Check with recipients about delivery issues
2
Regenerate Invitation
- Click the regenerate button next to the expired invitation
- A new invitation link will be sent automatically
- Inform the recipient to check their email again
- Navigate to the Invitations tab
- Identify invitations to cancel
- Click the delete/cancel button
- Confirm the cancellation
User Communication
Best Practices for User Communication:- Clear Instructions: Provide step-by-step login instructions
- Support Contact: Share administrator contact information
- Platform Resources: Point users to relevant documentation
- Training Materials: Develop organization-specific guides
Troubleshooting Common Issues
Invitation Problems
User didn't receive invitation email
User didn't receive invitation email
Common Causes & Solutions:
- Check spam/junk folders: Instruct users to search for “Mapademics”
- Verify email address: Double-check spelling and domain
- Corporate email filters: Contact IT department about email filtering
- Regenerate invitation: Send a fresh invitation if more than 24 hours old
Invitation link doesn't work
Invitation link doesn't work
Troubleshooting Steps:
- Check expiry: Invitations expire after 24 hours
- Verify link: Ensure the entire URL was copied correctly
- Browser issues: Try a different browser or incognito mode
- Generate new invitation: Create a fresh invitation for the user
User sees 'Email already in use' error
User sees 'Email already in use' error
Resolution Process:
- Check existing users: Look in the Active Users tab for the email
- Check other invitations: Verify no duplicate invitations exist
- Account recovery: If user forgot password, guide them to login instead of signup
- Contact support: If the issue persists, contact Mapademics support
Access and Permission Issues
User can't access certain features
User can't access certain features
Check These Items:
- Role Assignment: Verify user has appropriate role (User vs Admin)
- Organization Context: Ensure user is properly associated with your organization
- Login Status: Confirm user is fully logged in and session is active
- Browser Issues: Clear cache and cookies, try different browser
API key not working
API key not working
Troubleshooting Steps:
- Copy Accuracy: Ensure API key was copied completely without extra spaces
- Environment Variables: Check that API key is properly set in your environment
- Request Format: Verify API requests use correct headers and format
- Permissions: Confirm the API key belongs to your organization
What Happens Next
After completing your organization setup:Immediate Next Steps
- Explore Data Management: Learn about bulk data imports for programs and courses
- User Training: Introduce team members to key platform features
- API Integration: Set up any required integrations using your API key
- Report Configuration: Explore the reporting features available to your team
Ongoing Administration
- Regular User Reviews: Monitor active users and role assignments
- Security Audits: Periodically review access patterns and API usage
- Team Training: Keep users updated on new features and best practices
- Data Management: Maintain current academic programs and course information
Your Organization is Ready: With proper setup and user management in place, your team can now fully leverage Mapademics for educational data analysis and skills mapping.
Need Additional Support?
For Organization Administrators
- Technical Issues: Contact [email protected] with specific error details
- User Management: Reach out for help with complex user role scenarios
- Integration Support: Get assistance with API setup and custom integrations
- Training Resources: Request additional documentation or training materials
For Team Training
Consider scheduling a group training session to:- Walk through key platform features
- Demonstrate reporting capabilities
- Answer team-specific questions
- Establish organizational usage guidelines
Platform Updates: Stay informed about new features and improvements by following Mapademics communications and checking the platform regularly for updates.