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”
Choose a clear, recognizable name that team members will easily identify.
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
Important: Your API key provides programmatic access to your organization’s data. Keep it secure and never commit it to version control.
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: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
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
- 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
Communication Template: Create a welcome email template that includes your organization’s specific Mapademics URL, support contact, and key getting started resources.
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 support@mapademics.com 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.