AmplifyED Coaching — Full User Guide

To save as PDF: use your browser's print dialog (Cmd/Ctrl-P) and choose "Save as PDF".

Getting Started

Onboard new admins, facilitators, and teachers.

Administrator Quick Start

Navigation: Sign in → Admin → Setup

Purpose

Launch AmplifyED at your school or district without a live training session. This guide walks an administrator end-to-end: create the organization, invite staff, configure your first intake form, test a referral, and go live.

Plan for about 60–90 minutes the first time through. You can stop and resume at any step.

Who uses it

School or district administrators standing up AmplifyED for the first time.

Step-by-step

1. Create your organization

Open your invitation email and click Set password.
After signing in, you land on the Admin dashboard with your school name pre-filled.
Confirm or edit your Organization name, Time zone, and Default school year.

[SCREENSHOT: admin-quickstart-empty-dashboard] Admin dashboard on day one — empty caseload counter with the organization name pre-filled in the header.

2. Configure SSO (optional, recommended)

If your district uses Google Workspace, Microsoft Entra ID, Okta, or another SAML 2.0 IdP, set up SSO before inviting users so they sign in with their district account.

Go to Administration → Integrations → SSO.
Select your provider.
Follow the on-screen ACS / metadata exchange.
Send a test sign-in to yourself before enabling for the org.

See Single Sign-On (SSO) for provider-specific setup.

3. Add facilitators

Facilitators are the staff who own coaching cases (interventionists, counselors, MTSS leads).

Administration → Users → Add facilitator.
Enter name and email. They receive a setup email.
Optionally assign a default caseload cap.

4. Add teachers

Teachers see only their own students and submit referrals.

Administration → Users → Add teacher (or Bulk import for a CSV).
Teachers receive an invitation email with a one-click portal link.

5. Configure attention rules

Attention rules flag students who may need a coaching case (e.g. 3+ absences in a week, GPA drop, 2+ behavior referrals).

Administration → Attention rules → New rule.
Pick a trigger, threshold, and window.
Choose who is notified (facilitator, teacher, both).
Start with 2–3 rules; you can refine after a week of real data.

See Attention rules for the full reference.

6. Import or create students

Bulk import: Administration → Students → Import CSV. Required columns: student_id, first_name, last_name, grade. Optional: homeroom, teacher_email.
Manual entry: useful for small pilots — Students → Add student.
SIS sync (if available): see SIS integrations.

7. Configure intake forms

Intake forms let teachers (and optionally parents/students) submit referrals from a public link.

Administration → Intake forms → New form.
Pick fields. Default templates exist for Academic concern, Behavior, and Attendance.
Each form has a public URL: https://amplifyed.app/intake/<your-org-slug>/<form-slug>.

8. Test the referral workflow

From a private browser window, open one of your intake URLs.
Submit a test referral with a fake student name.
Sign back in as admin — confirm the referral appears in Cases → New.
Assign it to a facilitator. Confirm they receive the email and in-app notification.
Add a test note. Close the case.

[SCREENSHOT: admin-quickstart-test-case-flow] Cases → New tab with a single test referral visible, mid-acceptance into a case for QA validation.

9. Review reports

Reports → Cases overview: open vs. closed, by facilitator, by school.
Reports → Intervention trends: which interventions are most common.
Reports → Audit log: every action by every user. Use this for FERPA reviews.

10. Go live

Send the Teacher Quick Start to your teaching staff.
Send the Facilitator Quick Start to interventionists.
Share the public intake URLs with whoever should submit referrals.

You're live.

FAQ

Do I need to import all students before going live? No. You can start with just your facilitators and let cases create student records on demand from referrals.

Can I delete the test case I created? Yes — open the case and choose Delete (admin only). Deletions are audit-logged.

What if I don't see SSO for my IdP? Generic SAML 2.0 covers most providers. Contact support@amplifyed.app if you hit a snag.

Troubleshooting

Invitation email didn't arrive: check spam, then resend from Users → ⋯ → Resend invitation. Confirm your district allowlists amplifyed.app.
Public intake link returns 404: confirm the form is Published, not in Draft.
Teachers don't see their students: confirm the teacher_email column matched on import, or grant portal access from Students → ⋯ → Grant portal access.

What is AmplifyED?

Purpose

A one-page orientation to AmplifyED Coaching for anyone new to the platform.

Who uses it

Every user — administrators, facilitators, teachers, and district leadership.

The big idea

AmplifyED is a FERPA-conscious academic coaching workspace for K-12 schools and districts. Schools use it to:

Triage referrals — Teachers, counselors, and parents submit concerns through configurable intake forms.
Manage coaching cases — Facilitators document interventions, notes, and follow-ups in a structured case record.
Track outcomes — Reports show what interventions are working at the student, school, and district level.
Protect student data — Role-based access, audit logging, and FERPA-aligned exports keep records appropriately scoped.

How the pieces fit together

Referral (intake form)
       ↓
Case (assigned to a facilitator)
       ↓
Interventions + notes + follow-ups
       ↓
Outcome + closure
       ↓
Reports & audit log

Roles in one minute

District admin — Sees all schools, owns rollup reports and FERPA exports.
Administrator — Owns one school: users, intake forms, attention rules.
Facilitator — Owns coaching cases for assigned students.
Teacher — Sees their own students, submits referrals, adds feedback.

See Roles & permissions for the full matrix.

What AmplifyED is NOT

Not a SIS — it integrates with PowerSchool, Skyward, Infinite Campus, Genius SIS.
Not an LMS — it integrates with Canvas, Google Classroom, Schoology.
Not a behavior management system on its own — it complements PBIS/MTSS frameworks.

Next steps

New admin? Start with the Administrator Quick Start.
New teacher? Start with the Teacher Quick Start.
Evaluating for procurement? See Procurement & Compliance.

FAQ

Is AmplifyED FERPA compliant? AmplifyED is designed to support schools' FERPA obligations. See FERPA overview for details on what that means and what the school remains responsible for.

Does AmplifyED use AI? Optional AI features draft case notes and summaries. Student PII is never used to train external models. See AI & FERPA data handling.

Roles & permissions

Navigation: Administration → Users

Purpose

A clear matrix of what each role can see and do.

Role summary

Role	Scope	Owns
District admin	All schools	District reports, FERPA exports, audit
Administrator	One school	Users, intake forms, attention rules
Facilitator	Assigned cases	Case notes, interventions, follow-ups
Teacher	Assigned students	Referrals, feedback, messaging

Permission matrix

Capability	Teacher	Facilitator	Admin	District admin
Submit a referral	✓	✓	✓	✓
View own students	✓	✓	✓	✓
View all students at school			✓	✓
View all students at district				✓
Create / edit cases		✓	✓	✓
Reassign cases			✓	✓
Configure attention rules			✓	✓
Configure intake forms			✓	✓
Invite users			✓	✓
Run FERPA student record export			✓	✓
View audit log (school)			✓	✓
View audit log (district)				✓
Manage billing			✓	✓

Changing a user's role

Administration → Users.
Click the user, choose Change role.
Confirm. The change is audit-logged.

FAQ

Can a user hold multiple roles? Yes. A facilitator who also teaches a class can hold both roles simultaneously.

Can teachers see other teachers' students? No, unless they are explicitly assigned via co-teaching.

Your first login

Navigation: Invitation email → Set password

Purpose

Walk through the very first sign-in for any new user.

Who uses it

Anyone receiving an AmplifyED invitation email.

Steps

Open the invitation email from noreply@amplifyed.app. If you don't see it, check spam.
Click Set password. The link is valid for 7 days.
Choose a password (12+ characters recommended) or use Continue with Google / Microsoft if your district has SSO enabled.
You land on a role-appropriate home screen:
- Teachers → Teacher portal with assigned students.
- Facilitators → Case list.
- Admins → Admin dashboard.

[SCREENSHOT: first-login-set-password-screen] Set password screen reached from the invitation email, with password strength indicator and SSO buttons visible.

Forgot your password later?

Use Sign in → Forgot password to receive a reset link.

FAQ

Why didn't I get an invitation? Ask your admin to resend from Administration → Users → ⋯ → Resend invitation and confirm the email is correct.

Can I change my email later? Yes — Account settings → Email. You'll need to confirm the new address.

Navigating AmplifyED

At a glance

Who uses it: Every user, once after first sign-in.
Purpose: Get oriented to the top-level layout so you can find anything in two clicks.

The home screen depends on your role

Teacher → Teacher Portal (your assigned students).
Facilitator → Cases (your caseload).
Admin → Admin dashboard (school-wide overview).
District admin → District dashboard (cross-school rollups).

If you hold multiple roles, you can switch home using the role/org switcher in the header.

Primary navigation

The left sidebar contains:

Cases (facilitators, admins) — open caseload, referral inbox, follow-ups.
Students (facilitators, admins) — student directory, search, attention flags.
Teacher Portal (teachers) — assigned students, referrals, feedback.
Reports (admins, district admins, facilitators with scope) — dashboards, trends, exports, audit.
Administration (admins) — org settings, users, intake forms, attention rules, billing.

[SCREENSHOT: navigation-sidebar-admin] Admin sidebar with Cases, Students, Reports, and Administration expanded.

Search

The global search bar at the top spans students, cases, and notes you have permission to see. Press / from anywhere to focus it.

The notification bell

The bell in the header shows recent activity affecting you: new cases, teacher-visible notes, follow-up reminders. Click the bell to see the full list. See Teacher notifications for how to tune what fires.

Switching organizations or roles

If your district granted you access to multiple schools, the org switcher in the header lists every org you can act in. Switching changes the scope of everything you see — cases, students, reports.

Help & support

The ? icon in the header opens contextual help for the current page.
The Help Center (this site) is searchable and printable.
For support, email support@amplifyed.app.

FAQ

Why is my sidebar shorter than my colleague's? Sidebar items appear based on your role. A teacher's sidebar is shorter than a facilitator's by design.

Can I customize the sidebar? Not today. The order is fixed; visibility is role-based.

Understanding cases

At a glance

Who uses it: Everyone — cases are the central object in AmplifyED.
Purpose: Conceptual overview of what a case is and how it moves through the system.

What a case is

A case is a coaching record opened on behalf of a student. It bundles:

A concern — academic, behavioral, attendance, SEL, family engagement.
An assigned facilitator — the staff member who owns the work.
An attached teacher — usually the referring teacher; gets limited visibility into the case.
Interventions — what the facilitator is trying.
Notes — chronological documentation.
Follow-ups — when to revisit.
Outcome — recorded at closure.

A student can have multiple cases open in parallel (one academic, one behavioral, for example).

How a case starts

Two paths:

From a referral — a teacher, parent, student, or staff member submits an intake form. The submission lands in the Cases → New inbox. A facilitator or admin accepts it, converting the referral into a case.
From scratch — a facilitator or admin creates a case directly from Cases → New case, picking a student and concern.

See Creating a case.

How a case progresses

Cases move through statuses: New → Assigned → In Progress → On Hold → Resolved → Closed. See Case lifecycle.

Who sees what on a case

Assigned facilitator and admins see everything.
Attached teacher sees teacher-visible notes, can post case messages (Pro+), can submit feedback.
Parents see only what is explicitly marked parent-visible (typically just the dossier export at closure).

How a case ends

Closure with an outcome: improvement, no change, withdrawn (student left), referred out, or other. Closed cases remain readable; they just don't count toward active caseload. See Closing cases.

FAQ

Can a teacher create a case directly? No — teachers submit referrals. Conversion to a case is done by a facilitator or admin so workload routing happens deliberately.

Are cases ever deleted? Closed cases enter retention deletion based on your org's policy (1–25 years; default 7). See Data retention & deletion.

Glossary

Purpose

Consistent terminology used across AmplifyED, this Help Center, training videos, and SOPs.

Terms

Attention rule — A configurable trigger (absences, GPA, behavior) that flags students who may need a case.

Case — A coaching record opened on behalf of a student. Holds interventions, notes, follow-ups, and outcomes.

Caseload — The set of open cases owned by a facilitator.

Classroom teacher — The free-text name of the teacher associated with a student record or a specific case (formerly shown as "Primary teacher" on students and "Reporting teacher" on cases). Populated by intake forms or CSV import. Does NOT, by itself, grant Teacher Portal access.

District admin — A user with visibility across all schools in a district.

Facilitator — Staff who own and document coaching cases (interventionist, counselor, MTSS lead). On a case, the facilitator is the case owner (previously labeled "Assignee" in some lists).

FERPA — Family Educational Rights and Privacy Act. Governs how student education records may be shared.

Intake form — A configurable public form for submitting a referral.

Intervention — A specific support strategy applied to a case (e.g. small-group tutoring, daily check-in).

MTSS — Multi-Tiered System of Supports. The framework AmplifyED is most often used to operationalize.

Org / Organization — A school or district tenant in AmplifyED.

PII — Personally Identifiable Information.

Portal access — Permission for a specific teacher to see a specific student (and their cases) in the Teacher Portal. Granted from Students → Grant portal access, via the Teachers CSV importer, or by approving a teacher's portal access request. Separate from the "Classroom teacher" name shown on a record.

Referral — A submission via an intake form. Becomes a case when accepted.

Rollup — Aggregate reporting across schools, grades, or facilitators.

Teacher — An educator in the Teachers directory (Administration → Teachers). Eligible to be granted portal access to specific students.

Tier 1 / 2 / 3 — Levels of intervention intensity (whole class / small group / individual).

"Teacher" vs "Facilitator" — quick reference

You see	What it means	Where it lives
Teacher (directory)	A real educator account	Administration → Teachers
Classroom teacher	Free-text name on a student or case	Student profile / case detail
Portal access	Per-student permission for a teacher	Students list → Portal access column
Facilitator	Staff member who owns a case	Cases list / case detail

Student Management

Records, imports, attention rules, and exports.

FERPA student record exports

Navigation: Students → record → Export → FERPA student record

Purpose

Produce a complete, FERPA-aligned export of one student's record on request.

When to use it

Parent or eligible-student request under FERPA's right of inspection.
Records transfer to another school.
Internal review or audit.

What's included

The PDF includes, for the chosen student:

Identifying information.
All cases (status, dates, assigned facilitator).
All interventions tried.
All notes, except notes marked "internal only" by the author.
All teacher feedback.
Audit metadata: who exported, when, on whose request.

What's not included:

Notes from cases that involve other students and could disclose them.
Internal-only notes (clearly flagged at creation).

Steps

Students → search → open the student record.
Export → FERPA student record (PDF).
Confirm the requestor identity (logged with the export).
Click Generate. The PDF appears in your downloads.

The export is recorded in the audit log with action student.export.

[SCREENSHOT: student-ferpa-export-dialog] Students → student profile, Export record dialog open with the dossier scope options and generate button visible.

FAQ

Can a teacher export a record? No. Only admins and district admins, by FERPA scoping.

Is the export encrypted? Yes in transit. The PDF itself is not password-protected by default; if your district needs that, contact support.

How long are exports retained server-side? The audit record is retained; the generated PDF is not stored — re-run on request.

Student records

Navigation: Students → (open a student)

At a glance

Who uses it: Admins maintaining the directory; facilitators working on a specific student.
When to use it: Whenever you open a student to read context, edit details, or kick off a case.
Permissions required: Admins see every student at the school; facilitators see students attached to their cases or assigned to them; teachers see their own students.
Navigation path: Students → open a student.

Purpose

The student record is the single home for everything AmplifyED knows about a student — identity fields, the case history, attached teachers, attention-rule flags, and the controls for the FERPA dossier export.

Fields

Legal name and preferred name (preferred is used in the UI; legal appears on the dossier export).
Email (optional; used only if the student is invited to a portal feature).
Grade level.
Classroom teacher (drives default routing for teacher-feedback notifications; previously labeled "Primary teacher").
Notes — short admin-facing description, not the case notes.
Aliases — alternate IDs from SIS / LMS imports.

Tabs on the student profile

Overview — identity fields, current attention-rule flags, classroom teacher.
Cases — every case ever opened, with status and outcome.
Teachers — current assignments, including co-teachers.
Activity — recent notes and intake submissions.
Audit — every read, export, and edit on this record (admin only).

[SCREENSHOT: student-profile-overview] Students → open student, Overview tab with identity fields on the left and the case history on the right.

Step-by-step

Edit identity fields

Open the student.
Click Edit.
Update the field. Changes are audit-logged.

Add an alias

If the same student exists under a different ID in your SIS or LMS:

Overview → Aliases → Add.
Enter the alias source (e.g. Canvas) and ID.
Save. Future imports matching that alias will route to this record.

Export the FERPA dossier

Click Export record in the header. See FERPA exports.

Tips & best practices

Keep Preferred name updated — it's what teachers and facilitators see.
Use aliases instead of duplicating records when SIS and LMS disagree on a student ID.
Don't store extra PII in the Notes field — it ends up in the dossier export.

Common mistakes

Editing legal name to match a nickname — the legal name is the FERPA-formal field; use Preferred name for nicknames.
Manually creating a record that already exists in an alias — use search first.

FAQ

Can I merge two student records? Yes — admins can merge from Students → ⋯ → Merge. A preview shows what changes; the merge is audit-logged and reversible by request.

Why can't I delete a student? Only admins can delete. Deletion is permanent for the student, every case, and every note — usually you want to mark inactive or wait for retention deletion instead.

Importing students

Navigation: Administration → Imports → Students

At a glance

Who uses it: Admins rostering students at the start of each school year (or mid-year for new arrivals).
When to use it: Once at year start, plus periodic deltas — or skip if you use Canvas / SIS sync.
Permissions required: Administrator.
Navigation path: Administration → Imports → Students.

Purpose

Bulk-create or update student records and (optionally) attach them to teachers and facilitators in one CSV.

CSV columns

Two import shapes are supported:

Students (identity only)

Column	Required	Notes
`student_id`	✓	Your district's stable ID. Used as the alias for future imports.
`first_name`	✓
`last_name`	✓
`grade`	✓	e.g. `5`, `K`, `9`.
`preferred_name`		If different from first name.
`homeroom`
`email`		Only set if the student will use a portal feature.

Student assignments (link to teachers / facilitators)

Column	Required	Notes
`student_id`	✓	Must match an existing student.
`teacher_email`		Existing teacher in AmplifyED.
`facilitator_email`		Existing facilitator.

Before you begin

Confirm your plan's student capacity. Imports that would exceed it are blocked before any rows are created.
For assignments, the teacher and facilitator emails must already exist in AmplifyED — import them first (see Managing teachers).
Keep a backup copy of your source CSV.

Step-by-step

Administration → Imports → Students → Upload CSV.
Upload the file. AmplifyED parses the headers and shows a preview.
Review the preview: new rows, updates, and any errors are listed separately.
Click Confirm import. Progress is shown live.
When complete, the batch appears in Import history.

[SCREENSHOT: admin-imports-students-preview] Administration → Imports → Students preview screen showing 200 new, 35 updated, 2 errors.

Tips & best practices

Run a small test file (10 students) on a fresh school year before doing the full roster.
For assignments, build a single combined CSV instead of separate per-teacher files.
Re-importing the same CSV is safe — existing rows update rather than duplicate.

Common mistakes

Missing student_id — every row is rejected.
Importing assignments before the matching teachers exist — assignment rows fail.
Changing student_id between imports — creates duplicates. Use aliases instead.

FAQ

Can I import via Google Sheets? Export the sheet to CSV first.

What encoding should the CSV use? UTF-8. Apostrophes and accented characters in student names will display incorrectly with other encodings.

Co-teachers

Navigation: Students → (open a student) → Teachers

At a glance

Who uses it: Admins setting up co-teaching arrangements; teachers requesting access to a co-taught student.
When to use it: Whenever two or more teachers share instructional responsibility for the same student.
Permissions required: Admins assign co-teachers; teachers see their assigned and co-taught students.
Navigation path: Students → open a student → Teachers tab.

Purpose

A student has one classroom teacher for routing purposes (default recipient of teacher-facing notifications), and may have any number of co-teachers who get the same in-portal visibility. Co-teaching keeps every educator looped in without duplicating records.

Step-by-step

Add a co-teacher (admin)

Open the student. Go to the Teachers tab.
Click Add co-teacher.
Pick a teacher from the directory.
Save. The teacher immediately sees the student in their Teacher Portal.

[SCREENSHOT: student-coteachers-tab] Students → open student → Teachers tab with one classroom teacher and two co-teachers listed.

Remove a co-teacher

Open the row, click Remove. The teacher loses portal access to this student. Historical notes and feedback they authored remain.

Change the classroom teacher

Click the radio button next to a co-teacher to promote them to primary. The previous primary moves to co-teacher unless you remove them.

What co-teachers can do

See the student in their Teacher Portal.
Submit referrals on the student's behalf.
Receive notifications for teacher-visible case notes.
Provide teacher feedback on open cases.

What they cannot do:

See other students who are not theirs.
See internal facilitator notes.
Modify the case beyond feedback and referral submission.

Tips & best practices

Limit co-teachers to educators with current instructional responsibility — co-teaching is FERPA-relevant access.
Use the Primary designation deliberately; it controls default notification routing for that student.

Common mistakes

Adding every grade-level teacher as a co-teacher "just in case" — that's an over-grant of access.
Forgetting to remove co-teachers at the end of the year — review at year-end as part of your roster reset.

FAQ

How many co-teachers can a student have? There is no hard cap. Districts typically see 1–3 per student for co-taught classes.

Can a co-teacher become the primary if the primary leaves? Yes. An admin promotes them via the radio button on the Teachers tab.

Attention rules — concepts

Navigation: Administration → Attention rules

At a glance

Who uses it: Admins configuring rules; facilitators consuming the resulting flags.
Purpose: Conceptual overview of attention rules — what they are and how they surface in the app. For configuration steps, see the reference article in Reporting.

What an attention rule is

An attention rule is a configurable threshold that flags a student as needs attention when it trips. Flags appear on:

The student profile.
The case header (if a case is open for that student).
The Needs attention filter on the student list.
The daily digest (if subscribed).

What flags exist

AmplifyED ships with rules for common signals:

Inactivity — no case activity for X days on an active case.
Missed follow-up — a follow-up date that has passed without a new note.
Stale referral — a referral sitting in the inbox longer than X days.

Available signals depend on your plan and on which data sources are wired up (LMS, SIS).

How flags clear

A flag clears automatically when its underlying condition no longer holds — for example, a new note resets an inactivity flag.

Why we use rules, not alerts

Rules surface in the app and digest; they do not page anyone. The intent is to keep the watch list visible during the regular workflow, not to interrupt people. For real-time interruptions, use the case follow-up mechanism instead.

[SCREENSHOT: student-needs-attention-list] Students → list view filtered to "Needs attention," showing 12 students with their flag reasons.

FAQ

Are attention-rule flags audit-logged? The configuration of rules is audit-logged (attention_rule_upsert). The automatic firing of a flag is not — flags are derived state, not events.

Can I write a custom rule? The shipped rules cover common K-12 signals. Custom rules can be scoped during onboarding for districts with specific MTSS frameworks.

Student search

Navigation: Students • Header search bar

At a glance

Who uses it: Admins and facilitators looking up a specific student or filtering the directory.
When to use it: Daily — searching is the fastest way to land on a student record.
Permissions required: Same scope as student records — admins see school-wide; facilitators see their caseload.
Navigation path: Students list, or the global search bar in the header (press / to focus).

Two ways to search

Global search (header)

Searches across students, cases, and notes you have permission to see. Useful when you don't know whether the thing you're looking for is a student name, a case ID, or a phrase in a note.

Students list filters

Combine search with filters on the Students page:

Search box — name, preferred name, student ID, or alias.
Grade — single grade or band.
Classroom teacher.
Active cases — any / none / 1+ / 2+.
Needs attention — students flagged by attention rules.
Sort — by name, last activity, attention flags.

[SCREENSHOT: students-list-filters] Students list with the filter bar expanded, showing search by name plus Grade and Needs attention filters applied.

Tips & best practices

Search by preferred name first — that's what teachers see and remember.
Use the Needs attention filter weekly to triage your watch list.
Use Saved views on the students list for recurring searches ("My 5th-grade math students with 1+ case").

Common mistakes

Typing partial student IDs and assuming no match — search uses prefix matching; very short prefixes return many results.
Searching by legal name when the rest of the school uses a nickname — search both fields, but the preferred name is the day-to-day name.

FAQ

Why don't I see all students at my school? Facilitators see only students attached to their caseload. To see school-wide, you need the admin role.

Does search include closed cases? Yes — search spans every case you have permission to see, regardless of status.

Merging students

Navigation: Students → (open student) → ⋯ → Merge

At a glance

Who uses it: Admins resolving duplicates introduced by imports or LMS sync.
When to use it: After confirming two records actually represent the same student.
Permissions required: Administrator. Merging is irreversible without a support escalation.
Navigation path: Students → open the duplicate → ⋯ menu → Merge.

Purpose

Two records for the same student fragment the case history and confuse reports. Merging combines them into one canonical record while preserving every case, alias, and note from both.

Before you begin

Decide which record is the kept (canonical) record. Usually the one that's been in the system longer or that more cases reference.
Confirm both records are genuinely the same student (same name, same school, same grade, plausible alias overlap).
Have an admin colleague review with you for high-profile cases — merging is logged but disruptive.

Step-by-step

Open the record you want to merge into the canonical one (i.e. the one that will be absorbed).
⋯ → Merge.
In the dialog, search for the kept record by name or student ID.
Click Preview merge. The preview lists:
- Cases that will move (with status and assignment).
- Aliases that will be added to the kept record.
- Fields where the two records differ (you choose which value wins).
Review the preview carefully.
Click Confirm merge. The merge runs and is audit-logged with a full before/after snapshot.

[SCREENSHOT: student-merge-preview] Students → Merge dialog Preview step showing 3 cases moving and 2 aliases being added; field-conflict picker visible on the right.

What is preserved

All cases (with original status, owner, notes, follow-ups).
All aliases (combined, deduplicated).
All audit-log entries.
Original case timestamps.

What is replaced

Identity fields (name, grade, primary teacher) take whichever value you chose in the picker.
The absorbed record's profile page redirects to the kept record.

Tips & best practices

Before merging, search by both legal and preferred name and by every known alias.
For high-PII situations (recent name change, custody changes), confirm with a counselor before merging.
Add an alias from the absorbed record's old student ID to the kept record so future imports route correctly.

Common mistakes

Merging students with the same name but different schools or grades — almost always different humans.
Picking the wrong canonical record — the absorbed record's profile URL no longer resolves directly.

FAQ

Can a merge be undone? The merge produces an audit-log snapshot with before/after state. Reversal is a manual support escalation, not a one-click undo — that's intentional.

What happens to teachers attached to the absorbed record? They are added to the kept record (deduplicated). Their visibility is preserved.

Cases & Interventions

Open, assign, document, and close coaching cases.

Facilitator Quick Start

Navigation: Sign in → Cases

Purpose

A complete day-one workflow for facilitators (interventionists, counselors, MTSS leads).

Who uses it

Anyone whose primary role in AmplifyED is owning cases.

Your day-one workflow

Triage your inbox.
Open or accept cases.
Add interventions and notes.
Schedule follow-ups.
Collaborate with the teacher.
Review reports.
Close completed cases.

Step-by-step

1. Triage the inbox

Cases → New shows incoming referrals. For each:

Confirm the student is the right fit for your caseload.
Accept (creates a case) or reassign to a colleague.
If it's not a coaching concern, mark Decline with reason — the referring teacher sees the reason.

[SCREENSHOT: facilitator-cases-new-referral-inbox] Cases → New tab showing a referral inbox with 3 pending referrals, one expanded to show concern text.

2. Open the case

Each case has tabs:

Overview — Concern type, history, attention flags.
Interventions — Active and historical.
Notes — Yours, the teacher's feedback, AI drafts.
Follow-ups — Scheduled check-ins.
Messages — Threaded with the teacher.
Outcome — Filled in at closure.

3. Add an intervention

Interventions → Add.
Pick from your org's intervention library (or Custom).
Set frequency (daily / weekly), goal, and target end date.
Optionally specify a tier (1 / 2 / 3).

4. Add a note

Notes support:

Free text
Templates (SOAP, BIP check-in, etc.)
AI-assisted draft from a short bullet outline (see AI drafts)
"Share with teacher" toggle

5. Schedule a follow-up

Follow-ups → New. Pick a date and check-in type. You and (optionally) the teacher receive a reminder.

6. Collaborate

Message — quick threaded chat with the teacher, scoped to the case.
Request teacher feedback — sends a prompt the teacher answers asynchronously.

7. Review reports

Reports → My caseload shows:

Open vs. closed
Average days open
Most-used interventions
Cases with no activity in 14+ days

8. Close a case

Open the case.
Close case → choose an outcome (Resolved, Continuing in another setting, Withdrew, Other).
Add a short closing note. Submit.

The referring teacher receives a notification with the outcome.

FAQ

Can I have a case with no assigned student? No — every case ties to a student record. Create the student first if they're new.

Can two facilitators co-own a case? Yes. Case → Add co-facilitator. Both see all activity; either can close.

Can I reopen a closed case? Yes, for 90 days. After that, open a new case (the old one stays linked).

Troubleshooting

A referral disappeared from my inbox: it was reassigned. Check Cases → All → filter by your name as co-facilitator.
AI draft button is greyed out: your org admin hasn't enabled the AI feature, or you've hit the monthly cap.

Creating cases

Navigation: Cases → New case

Purpose

Open a coaching case for a student — either from a referral or from scratch.

Two ways to create

From a referral (most common)

Cases → New (the referral inbox).
Click a referral. Review the concern and student.
Click Accept → Create case.

The case inherits the referral's concern type and notes. The referring teacher is automatically attached.

From scratch

Cases → New case (top right).
Pick a Student (or create one).
Pick a Concern type and (optionally) a Source (parent, self-referral, etc.).
Save.

What's in a case

A status (New → In progress → Monitoring → Closed).
An assigned facilitator (you, by default).
Optional co-facilitators.
An attached teacher (for visibility and feedback).

[SCREENSHOT: creating-cases-new-case-form] Cases → New case form with Student, Concern type, and Source picker filled in, ready to save.

FAQ

Can a student have more than one open case? Yes — for example, one academic and one attendance case can run in parallel.

Who sees a brand-new case? The assigned facilitator, the attached teacher, and admins. See Roles & permissions.

Assigning cases

Navigation: Case → Assignment

Purpose

Assign or reassign cases so the right person owns the work.

Who can assign

Admins can assign any case to any facilitator.
Facilitators can:
- Self-assign open referrals from the inbox.
- Reassign their own cases to another facilitator (with a reason).
Teachers cannot assign cases.

How

Open the case.
Assignment → Change.
Pick the new facilitator.
Add a short reason (audit-logged).
Save.

The new owner receives an in-app notification and an email. The previous owner receives a notification confirming the handoff.

Co-facilitators

For complex cases involving more than one staff member:

Assignment → Add co-facilitator.
Pick the additional user.

Co-facilitators have the same edit rights as the primary; only one is the "owner of record" for reporting.

FAQ

Can I bulk-reassign cases (e.g. when a staff member leaves)? Yes — Administration → Users → ⋯ → Reassign cases. Choose the new owner.

Does the teacher see who the assigned facilitator is? Yes, on the case in their portal.

Case lifecycle

Navigation: Cases → (open a case) → Status

At a glance

Who uses it: Facilitators and admins managing cases.
Purpose: Document the case status model so transitions are consistent across facilitators.

The status set

New — Just created, not yet picked up.
Assigned — Owner assigned, work not yet started.
In Progress — Active coaching underway.
On Hold — Temporarily paused (student absent, awaiting parent meeting, end-of-term break). Follow-up date preserved.
Resolved — Plan complete, observing for sustainability. Often paired with a final follow-up.
Closed — Finished. Outcome captured. Cleared from active dashboards.

Open statuses: New, Assigned, In Progress, On Hold, Resolved. Terminal status: Closed.

Common transitions

New → Assigned → In Progress → Resolved → Closed
                  ↑       ↓
                  └── On Hold

Any open status can also move directly to Closed (e.g. duplicate, transfer-out). Closed cases can be moved back to any open status — see Reopening cases.

What happens on transition

The status change is audit-logged (status_change) with actor and timestamp.
The attached teacher receives a notification (per their settings).
Closing the case clears any follow-up date.
Moving to On Hold preserves the follow-up date.

Step-by-step: change a status

Open the case.
Click the Status menu in the header.
Pick the new status.
Confirm. The change is audit-logged and the teacher is notified.

[SCREENSHOT: case-status-menu] Cases → open case header with the Status menu open showing all six statuses.

Tips & best practices

Use On Hold for genuine pauses, not for "haven't gotten to it yet" (that's still In Progress).
Use Resolved as a deliberate "watching to confirm sticking" stage before Closed — it gives you a chance to reopen without paperwork if things slip.
Don't skip status updates because the case will close soon — outcome reporting is stronger with clean transition history.

FAQ

Can I customize statuses for my district? The status set is fixed across orgs so cross-org reporting (especially district rollups) is comparable. Custom states are not on the near roadmap.

What if I close a case by mistake? Just reopen it — move the status back to any open value. The audit log preserves the original close timestamp.

Case notes

Navigation: Cases → (open a case) → Notes

At a glance

Who uses it: Facilitators and administrators documenting case activity.
When to use it: Every time something happens on a case — a meeting, a plan change, a parent contact, an observation.
Permissions required: Facilitator on the case, or admin.
Navigation path: Cases → open a case → Notes.

Purpose

Notes are the chronological record of every coaching action on a case. They power the case timeline, the FERPA student record export, intervention-trend reporting, and the audit log.

Note visibility

Every note has a visibility level set when you save it:

Internal — facilitators and admins only. The default.
Teacher-visible — also shown to the attached teacher in the Teacher Portal.
Parent-visible — included in the parent-facing dossier export. Used sparingly, for plan summaries and outcome statements.

You can change visibility on your own notes after the fact. Admins can change visibility on any note. Every change is audit-logged.

[SCREENSHOT: case-notes-visibility-toggle] Cases → case Notes tab, with the visibility selector open showing Internal / Teacher-visible / Parent-visible.

Step-by-step

Add a note

Open the case. Click the Notes tab.
Click Add note.
Pick a template (free text, SOAP, check-in, plan update) or start blank.
Set Visibility.
Click Save. The note appears at the top of the timeline.

Use an AI draft

If your plan includes AI:

Click AI draft.
Enter a short bullet outline.
Review and edit the draft. AI output is never saved as a note until you accept it.

See AI drafts for details.

Bulk add notes

When working a caseload, use Cases → Bulk actions → Add note to apply the same internal note (for example, "Reviewed during weekly MTSS meeting") to multiple cases at once.

Tips & best practices

Write notes the same day — recall accuracy drops fast.
Use templates for repeating activities (weekly check-ins, parent calls) so reports stay clean.
Mark notes that summarize parent communication as Teacher-visible so the classroom teacher stays informed.

Common mistakes

Pasting PII from external systems into an internal note — once saved, it is in the FERPA record.
Defaulting to Parent-visible for everything — keep parent-visible notes high-signal.

FAQ

Can I delete a note? Notes can be redacted (body cleared) but the record of the note's existence is retained for audit. Only administrators can redact.

Do teachers get notified when I add a teacher-visible note? Yes — they receive an in-app notification and, depending on their digest settings, an email summary.

Follow-ups

Navigation: Cases → (open a case) → Follow-ups

At a glance

Who uses it: Facilitators (and admins on behalf of them).
When to use it: Whenever a case needs revisiting on a specific date — a re-check, a data-pull, a parent call-back.
Permissions required: Assigned facilitator or admin.
Navigation path: Cases → open a case → Follow-ups tab.

Purpose

Follow-ups are the case's tickler file. They keep open cases from drifting and feed your personal "due today / due this week" dashboard.

How follow-ups behave

A case has at most one next follow-up date at a time. Setting a new one replaces the old.
Closing a case automatically clears its follow-up.
The follow-up date drives a banner on the case, the Due today count on your dashboard, and the stale case signal used by attention rules.

Step-by-step

Schedule a follow-up

Open the case. Click Follow-ups → Schedule.
Pick a date (today or later).
Optional: add a one-line reminder ("Check IXL progress; call parent Tues PM").
Save. The date appears on the case header.

[SCREENSHOT: case-followup-scheduler] Cases → open case, Follow-up scheduler with date picker and reminder field.

Complete or change a follow-up

When the follow-up date arrives:

Open the case (use Cases → Due today for the quick list).
Add a note documenting what you did.
Either reschedule (sets a new date) or clear the follow-up (no next date).

Clear a follow-up

Open the follow-up and click Clear. The case still appears in your active list but no longer shows up under Due today.

Tips & best practices

Default to a follow-up 1–2 weeks out for every active case — it is the strongest single signal against drift.
Use short, specific reminder text. "Check IXL Tuesday" beats "Follow up."
Pair follow-up changes with a note so the rationale is preserved.

Common mistakes

Setting a follow-up months out as a "set and forget" — by then the context is lost.
Forgetting that closing clears the follow-up — if the case is on hold, use the On hold status instead.

FAQ

Can I see all follow-ups across my caseload? Yes — open Cases, then filter by Due today, This week, or Overdue.

Do follow-ups send email reminders? They surface in the in-app dashboard and the daily digest email (if enabled in your notification settings).

Closing cases

Navigation: Cases → (open a case) → Status → Closed

At a glance

Who uses it: Facilitators owning the case, or administrators.
When to use it: When the coaching plan is complete and the student no longer needs active intervention — or when the case is being administratively closed (transfer, withdrawal, duplicate).
Permissions required: Assigned facilitator or admin.
Navigation path: Cases → open a case → Status menu → Closed.

Purpose

Closing a case marks the end of active coaching. It clears the follow-up date, locks the case from the active dashboard, and feeds the outcome data that powers intervention-trend reports.

Before you begin

Capture the outcome on the case (improvement / no change / withdrawn / referred out).
Add a final summary note. Mark it Parent-visible if your district shares closure summaries with families.
Confirm any open follow-up is no longer needed — closing will clear it.

Step-by-step

Open the case.
Click the Status menu and choose Closed.
Confirm the closure reason.
Optional: add a closure note in the prompt.
Click Confirm. The case moves out of the active queue immediately.

[SCREENSHOT: case-status-close-dialog] Cases → open case, Close confirmation dialog with reason picker and optional closure note.

What happens automatically

The case status flips to Closed and is audit-logged.
Any Follow-up date is cleared.
The attached teacher receives a "case closed" notification.
The case stays fully readable for everyone with prior access; it just no longer counts toward open caseload metrics.

Tips & best practices

Always write the outcome — empty outcomes degrade the intervention-trends report.
If a student transfers schools, close as "Transferred / out of scope" rather than deleting the case.

Common mistakes

Closing without an outcome — the case disappears from active reports but contributes nothing to learning.
Closing a case that should be on On hold — On hold preserves the follow-up date and keeps the case on the watch list.

FAQ

Can I reopen a closed case? Yes. Move the status back to any open value (New, Assigned, In Progress, On Hold). See Reopening cases.

Does closing a case delete its notes? No. The case is read-preserved indefinitely (subject to your retention policy).

Collaboration on cases

Navigation: Cases → (open a case) → Messages

At a glance

Who uses it: Facilitators and the attached teacher, coordinating on an open case.
When to use it: For lightweight back-and-forth that isn't a formal note — "Did Maya turn in the make-up work?", "Parent meeting moved to Thursday."
Permissions required: Facilitator, admin, or the case's attached teacher. Available on Pro and District plans.
Navigation path: Cases → open a case → Messages tab.

Purpose

Case messages are a threaded conversation scoped to a single case. They keep day-to-day coordination out of email (and out of the formal case note record), while still being audit-logged and visible to the right people.

Who sees a message

The case's assigned facilitator and any co-facilitators.
The attached teacher.
School administrators.

Messages are never sent to parents and are not included in the parent-facing dossier export.

Step-by-step

Post a message

Open the case. Click the Messages tab.
Type in the composer. @-mention a colleague to send them a notification.
Click Send. The message appears in the thread and watchers are notified.

[SCREENSHOT: case-messages-thread] Cases → open case Messages tab with a 3-message thread between a facilitator and the attached teacher.

Redact a message

If a message contains something that shouldn't be in the record (a mis-typed name, sensitive content):

Open the message's ⋯ menu.
Choose Delete.
The body is replaced with "(message removed)". Authorship and timestamp remain for audit. Admins can also redact others' messages.

Tips & best practices

Use messages for coordination; use notes for the official record.
@-mention sparingly — every mention is a notification.
If a message warrants permanent record-keeping, copy the substance into a note before redacting.

Common mistakes

Treating messages as the case record — messages are not surfaced in intervention-trend reports.
Posting parent-bound text — parents never see messages; use a parent-visible note instead.

FAQ

Does case messaging count against my AI quota? No. Messages are plain text. AI quota only applies to AI-drafted content.

Are messages encrypted at rest? Yes. Like all AmplifyED data, messages are encrypted at rest and in transit. See Data encryption.

Interventions library

Navigation: Administration → Categories • Cases → Interventions

At a glance

Who uses it: Admins curate the library; facilitators pick from it when adding interventions to a case.
When to use it: Each time a facilitator opens an intervention on a case, and quarterly when admins prune the library.
Permissions required: Admins edit; facilitators apply.
Navigation path: Administration → Categories (curate) and Cases → open a case → Interventions (apply).

Purpose

The interventions library is your school's shared menu of supports. Standardizing it produces consistent intervention-trend reports across facilitators, schools, and years.

How the library is organized

Categories — top-level groupings such as Academic, Attendance, Behavior, SEL, Family engagement. Configurable per organization.
Interventions — specific strategies inside a category (small-group reading, daily check-in, parent contact rotation).
Tier — Tier 1, 2, or 3, used to align with your MTSS framework.

Step-by-step

Curate the library (admins)

Administration → Categories.
Add a category. Inside it, add interventions with a name and an optional default tier.
Reorder by dragging — the order is what facilitators see in the picker.

[SCREENSHOT: admin-categories-tree] Administration → Categories with three categories expanded, showing interventions nested below each.

Apply an intervention (facilitators)

Open the case. Click Interventions → Add.
Pick from the library, or choose Custom to add a one-off.
Set frequency (daily, weekly, custom), goal, and target end date.
Optionally override the tier.

Retire an intervention

Set an intervention to Inactive instead of deleting it. Inactive items disappear from the picker but remain on historical cases (and in reports) so trends stay accurate.

Tips & best practices

Keep the library short — 15–25 interventions covers most schools. Long lists slow facilitators down.
Review the library each summer using the Intervention trends report — retire what no one uses.
Standardize naming across schools in a district so rollups aggregate cleanly.

Common mistakes

Letting "Custom" become the most-used intervention — that's a signal the library is missing something.
Deleting an intervention mid-year — break historical reports. Use Inactive instead.

FAQ

Can different schools in a district have different libraries? Yes. Each school maintains its own; the district can recommend a baseline but does not force it.

Does AmplifyED ship with a starter library? Yes — a default set of categories and interventions is created when an org is provisioned. You can keep, edit, or replace it.

Reopening cases

Navigation: Cases → (closed case) → Status → (open status)

At a glance

Who uses it: Facilitators or admins whose closed case needs to resume.
When to use it: A previously closed concern recurs, an outcome didn't stick, or the case was closed prematurely.
Permissions required: Assigned facilitator (or original facilitator) or admin.
Navigation path: Cases → open the closed case → Status menu → any open status.

Purpose

Reopening lets you continue work on an existing case rather than spawning a duplicate. The original timeline, notes, interventions, and intake source are preserved.

When to reopen vs. start a new case

Reopen when:

The same concern recurs within a short window.
The previous outcome ("improvement") didn't hold.
The case was closed by mistake or as a duplicate that turned out not to be.

Start a new case when:

The concern is meaningfully different (new academic, new behavior).
The school year has rolled over and the team wants a fresh baseline.
The student transferred and is now back — the gap warrants a clean start.

Step-by-step

Find the case in Cases → Closed (or via search).
Open it.
Click the Status menu in the header and pick In Progress (or On Hold, Assigned, as appropriate).
Optionally add a note documenting why you reopened.
Set a follow-up date.

[SCREENSHOT: case-reopen-status] Cases → closed case with the Status menu open and In Progress hovered, ready to reopen.

What happens automatically

The status change is audit-logged with actor and timestamp.
The case returns to active dashboards and counts toward active caseload again.
The attached teacher is notified that the case is active again.
Original closure data (outcome, closure note) is preserved in the case timeline.

Tips & best practices

Add a note explaining the reopen — future reviewers benefit from the rationale.
Set a new follow-up immediately so the reopened case has a fresh next step.
If you reopen the same case more than twice, consider whether the underlying plan needs a redesign.

Common mistakes

Reopening a case that should be a new one — the previous case's reports will be skewed by mixing two distinct concerns.
Forgetting to set a follow-up after reopening — the case drifts again.

FAQ

Does reopening affect intervention-trend reports? Yes — the case rejoins the active set. Outcomes are not double-counted because the previous closure's outcome is overwritten when the case closes again.

Is there a limit on how many times a case can be reopened? No technical limit. Pattern of frequent reopens is worth reviewing as a team.

Priority & urgency

Navigation: Cases → (open a case) → Priority • Intake form → Urgency

At a glance

Who uses it: Submitters set urgency at intake; facilitators set priority on the case.
Purpose: Document the two related-but-distinct severity fields and how each is used.

Two fields, two purposes

Urgency is set by the submitter on the intake form. It's the referring teacher's read on how time-sensitive the concern is.

Priority is set by the facilitator on the case. It's the case owner's read on how the case should be triaged against other cases on their caseload.

Both fields use the same three-value scale: Low, Medium, High.

Why both?

The submitter knows the classroom context. The facilitator knows the caseload context. Sometimes a teacher marks a referral High because the situation feels urgent to them; the facilitator, looking at five other cases, may set Priority Medium because the others are more immediately at risk. Keeping the two fields separate preserves both signals.

Where each appears

Urgency shows on the referral in the New inbox and on the case Overview.
Priority shows in the case header and is the primary sort key on the facilitator's caseload view.

[SCREENSHOT: case-priority-urgency-fields] Cases → open case Overview tab with the Priority pill in the header and the Urgency field in the intake source panel below.

Step-by-step

Set urgency (intake)

Urgency is a field on the staff intake form. Submitters pick Low / Medium / High at submission time. Most student intake forms also include it.

Set or change priority (facilitator)

Open the case.
Click the Priority pill in the header.
Pick Low / Medium / High.
Change is audit-logged.

Tips & best practices

Don't let everything become High. If 60% of cases are High Priority, the field stops differentiating.
Combine Priority + next follow-up date for sorting your daily work, not Priority alone.
Revisit Priority every couple of weeks — it should drift down as cases stabilize.

Common mistakes

Treating Urgency and Priority as the same field. They aren't — Urgency is the submitter's signal; Priority is the owner's plan.
Setting Priority once at case open and never changing it.

FAQ

Can I add a custom severity level (e.g. Critical)? No — the three-value scale is shared across orgs to keep cross-school reporting comparable.

Is priority included in reports? Yes — Reports → Caseload includes a priority breakdown. Average time-in-status by priority is on the intervention trends report.

Teacher Portal

What teachers see, do, and submit each day.

Teacher Quick Start

Navigation: Teacher portal

Purpose

Get a classroom teacher productive in AmplifyED in about five minutes.

Who uses it

Classroom teachers and co-teachers.

What you'll do

Sign in to your teacher portal.
See your assigned students.
Review any active interventions.
Submit a referral for a student you're concerned about.
Add feedback on an existing case.
Message the assigned coach.
Tune your notifications.

Step-by-step

1. Sign in

Open the invitation email and follow Your first login. After signing in, you land on your Teacher Portal.

2. Your students

The portal lists every student assigned to you, grouped by class period if your admin imported homerooms. Each card shows:

Name and grade
Any open coaching case (color-coded by status)
Recent attention flags (absences, behavior, grades)

[SCREENSHOT: teacher-quickstart-my-students] Teacher Portal → My students for a new teacher just after first sign-in, showing 8 assigned students grouped by grade.

3. Active interventions

Click any student to see:

Open cases with the assigned facilitator's name.
Active interventions (what is being tried right now).
Most recent note from the coach (you see notes flagged "share with teacher").

4. Submit a referral

If a student needs support that isn't already a case:

From the student card, click Refer for support.
Pick the concern: Academic, Behavior, Attendance, or Other.
Add a short description (1–3 sentences is fine).
Submit. A facilitator receives a notification and triages within their normal window.

5. Add feedback to an open case

Coaches often ask "what's working in class?" — you can answer asynchronously:

Open the case from the student card.
Click Add teacher feedback.
Use the prompts (or write freely). Submit.

The coach receives an in-app notification.

6. Message the coach

Need a quick back-and-forth? Use Message on the case. Messages are scoped to the case and audit-logged.

7. Notifications

Account settings → Notifications. Recommended starting point:

Email: weekly summary on Sunday.
In-app: case updates for your students.
Push (mobile): off, unless you want it.

FAQ

I don't see one of my students. Ask your admin to confirm the student was imported and that you're listed as the teacher. See Importing students.

Can parents see anything I write? No. Teacher feedback is visible to the assigned facilitator and admins, not to parents or students. FERPA-aligned access controls apply.

Can I close a case? No — only facilitators and admins close cases. You can add feedback at any time.

Troubleshooting

The referral form won't submit: ensure all required fields have content. If the issue persists, try a different browser.
Notifications aren't arriving: confirm your district email allowlists amplifyed.app.

Teacher dashboard

Navigation: Teacher portal → Dashboard

Purpose

Orient teachers to everything visible on the Teacher Portal dashboard.

Sections of the dashboard

My students — Every assigned student, grouped by period when homerooms are imported.
Open cases — Coaching cases involving any of your students.
Attention flags — Students who tripped an attention rule this week.
Recent activity — Notes shared with you, replies on referrals you submitted, and new case assignments.

[SCREENSHOT: teacher-portal-home-dashboard] Teacher Portal home with My students, Recent activity, and notification bell visible — populated state with 2 active cases.

Filtering & sorting

Use the filter bar to narrow by class period, grade, or flag type. Filters persist per device.

FAQ

Why don't I see students I co-teach? Co-teaching assignments are managed by your admin. Ask them to add you under Students → ⋯ → Co-teachers.

Viewing assigned students

Navigation: Teacher Portal → My students

At a glance

Who uses it: Every teacher with portal access.
When to use it: Daily — this is the home of your portal.
Permissions required: Teacher (you see only your own students).
Navigation path: Teacher Portal → My students.

Purpose

The My Students view is your scoped roster. It only shows students who are explicitly granted Teacher Portal access for them (as classroom teacher or co-teacher). This is the FERPA-aligned default — you don't see students who aren't yours.

What's on each student row

Name (preferred) and grade.
Active case indicator — open / none.
Last activity — most recent teacher-visible note or feedback.
Attention flag — if an attention rule has fired on this student.

Click a student to open their portal-side detail page.

[SCREENSHOT: teacher-my-students-list] Teacher Portal → My students with 12 students listed; two show active-case indicators and one shows an attention flag.

What you can do from here

Open a student to see their case list (filtered to cases you're attached to).
Submit a referral if a new concern surfaces — see Submitting a referral.
Provide feedback on an active case — see Teacher feedback.
Request portal access to a student who isn't yours but should be — see Access requests.

What you cannot do

See students who aren't yours.
See cases on your students where you're not the attached teacher.
Edit student identity fields (admins do that).

Tips & best practices

Pin the My Students tab in your browser — it's the page you'll use most.
Sort by Last activity when triaging — recently active cases need eyes more than dormant ones.

FAQ

A student in my class isn't here — why? You haven't been assigned to them yet. Either an admin needs to add you (or assign you as co-teacher), or you can request access.

Where's the search? Use the search box at the top of the My Students view. It only searches your own roster.

Submitting a referral

Navigation: Teacher portal → Student → Refer for support

Purpose

Submit a structured referral so a facilitator can open a coaching case.

When to submit

Persistent academic concern not resolved with normal classroom supports.
Pattern of behavior or attendance you want a coach to help address.
Anything you'd like a fresh perspective on.

You do not need to wait until a problem is severe — early referrals tend to lead to shorter, more effective cases.

Steps

Open the student from your dashboard.
Click Refer for support.
Pick the Concern type: Academic, Behavior, Attendance, Other.
Add a short description. 1–3 sentences. Include any strategies you've already tried.
Optionally attach data (a grade report, recent assignment, etc.).
Submit.

[SCREENSHOT: teacher-referral-form] Teacher Portal → Refer a student, full form with concern type, urgency, and narrative populated for a sample student.

What happens next

The facilitator on duty receives an in-app notification and email.
They triage within the configured window (typically 24–48 hours).
You receive an in-app notification when the referral is accepted, plus the name of the assigned coach.

FAQ

Can I submit a referral for a student I don't teach? Not from the teacher portal. Talk to your admin or your counselor.

What if multiple teachers refer the same student? The system de-duplicates. Multiple referrals roll up into the same case, with everyone's context preserved.

Can I cancel a referral I sent by mistake? Yes, until it's triaged — open the referral and click Withdraw. After triage, contact the assigned facilitator.

Teacher feedback

Navigation: Teacher Portal → My students → (open a student) → Provide feedback

At a glance

Who uses it: Teachers attached to an active case.
When to use it: When a facilitator asks for feedback, or proactively after meaningful classroom changes.
Permissions required: Teacher attached to the student's case.
Navigation path: Teacher Portal → My students → open a student → Provide feedback (or the inline prompt on the case).

Purpose

Teacher feedback is a structured, lightweight signal from the classroom back to the case. It tells the facilitator whether the intervention plan is working — without requiring the teacher to write a long note.

What you submit

Each feedback entry has:

A direction — Improving / No change / Worsening.
An optional comment (free text, up to ~500 characters).

That's it. Submitting takes about 30 seconds and shows up immediately in the case timeline.

Step-by-step

Open the student from your portal.
If there's an active case, you'll see a Provide feedback prompt.
Pick a direction.
Optionally add a one-line comment ("Volunteered an answer Tuesday — first time in weeks").
Submit. The facilitator is notified.

[SCREENSHOT: teacher-feedback-form] Teacher Portal → student detail with the Provide feedback panel open and Improving selected.

What happens with your feedback

The facilitator sees it on the case Overview and in the case timeline.
A streak of "Worsening" feedback can trigger an attention flag.
Feedback is included as a signal in case summaries and trend reports.

What feedback is not

Not a case note. You are not writing the official record.
Not parent-visible. Parents do not see teacher feedback.
Not anonymous. Your name and timestamp are attached.

Tips & best practices

Submit when something meaningful changes, even if briefly. Frequent small signals beat occasional long essays.
Use the comment to add classroom context: "Quiz score 72% (was 45%)" or "Late to 2 of 5 days this week."

FAQ

Can I edit feedback after submitting? You can submit additional feedback to update direction. Past entries remain in the timeline for context.

Will the facilitator email me back? Often, yes — via case messaging or a teacher-visible note. Either way, you'll see a notification in your portal.

Teacher notifications

Navigation: Teacher Portal → Settings → Notifications

At a glance

Who uses it: Every teacher who uses the portal.
When to use it: Once during onboarding, then revisit if your inbox fills up or you feel out of the loop.
Permissions required: Teacher (your own settings only).
Navigation path: Teacher Portal → Settings → Notifications.

Purpose

Notifications surface case activity that affects your students so you don't have to check the portal constantly. You control which events generate email, which appear only in the in-app bell, and which arrive in a daily digest.

What can trigger a notification

A new case opens on one of your students.
A facilitator posts a teacher-visible note.
A facilitator sends a case message (on Pro and above).
A case closes with a summary intended for the teacher.
Your feedback is acknowledged on the case.

Notification channels

In-app bell — always on; surfaces every event in the bell at the top of the portal.
Email — toggleable per event type.
Daily digest — one summary email per day at a time you choose. Replaces individual emails for the included event types.

Step-by-step

Configure your settings

Click your avatar → Settings → Notifications.
For each event type, set the channel(s) you want.
Optionally enable Daily digest and pick a send time.
Save.

[SCREENSHOT: teacher-notification-settings] Teacher Portal → Settings → Notifications with email enabled for "Case opened" and digest enabled for everything else.

Pause notifications temporarily

Toggle Pause all email at the top. The in-app bell still works. Useful during testing days or summer break.

Tips & best practices

New teachers: leave defaults for a week, then tune based on what felt useful.
If you co-teach and get duplicated emails on the same student, use the Daily digest instead of immediate email.

Common mistakes

Disabling everything — you'll miss case opens on your students, which is the highest-signal event.
Forgetting to set a digest time — the default is 7:00 AM in your org time zone.

FAQ

Can my admin force a specific notification setting? No — teacher notification preferences are per-user. Admins can adjust org-wide defaults that apply to new teachers only.

Why didn't I get an email? Check Settings → Notifications first. Then confirm amplifyed.app is not in your district's spam filter. Last, look in the in-app bell — the event likely fired and was suppressed by your settings.

Teacher messaging

Navigation: Teacher Portal → Cases → (open a case) → Messages

At a glance

Who uses it: Teachers attached to a case, talking with the case's facilitator.
When to use it: Quick questions, scheduling, status checks — anything you'd otherwise text or email.
Permissions required: Teacher attached to the case. Requires Pro or District plan.
Navigation path: Teacher Portal → Cases → open a case → Messages tab.

Purpose

Case messaging gives you a per-case conversation thread with the facilitator that's scoped, audit-logged, and visible to the right people — without bouncing into personal email.

Who else sees the thread

The case's assigned facilitator (always).
Any co-facilitators.
School administrators.

Parents do not see messages. For parent-bound content, ask the facilitator to add a parent-visible note instead.

Step-by-step

Open the case from your portal.
Click the Messages tab.
Type your message. @-mention the facilitator (or another teacher on the case) to notify them directly.
Send. They get a notification (per their settings) and reply in the same thread.

[SCREENSHOT: teacher-messages-thread] Teacher Portal → case Messages tab showing a 3-message thread between a teacher and a facilitator.

Tips & best practices

Keep messages short — long updates belong in a feedback submission or a note (which the facilitator can post).
Use messages for coordination, feedback for status, and referrals for new concerns.

Common mistakes

Posting confidential parent quotes verbatim — even though parents don't see messages, anything you write is part of the audit record.
Treating messages as official documentation — the official record is case notes, posted by the facilitator.

FAQ

Can I start a message thread without a case? No — messaging is always scoped to a specific case. If there's no case yet, submit a referral.

Are messages encrypted? Yes — like all AmplifyED data, in transit and at rest. See Data encryption.

Portal access requests

Navigation: Teacher Portal → My students → Request portal access

At a glance

Who uses it: Teachers who need portal access to a student who isn't on their assigned roster.
When to use it: Co-teaching arrangements, study halls, pull-out groups — anywhere your instructional relationship to the student isn't reflected in the roster yet.
Permissions required: Teacher. Approval is granted by an admin.
Navigation path: Teacher Portal → My students → Request portal access.

Purpose

Portal access requests give you a self-service way to ask for visibility into a student without having to email an admin. The admin sees the request, the reason, and approves or denies — all audit-logged.

Step-by-step

Teacher Portal → Request portal access.
Search the school directory for the student.
Provide a reason in 1–2 sentences ("I'm leading the after-school math intervention group and Sam is in it").
Submit. The admins at your school are notified.

[SCREENSHOT: teacher-access-request-form] Teacher Portal → Request portal access form with the student picker and a populated reason field.

What happens next

An admin reviews the request from Administration → Users → Access requests.
Approval grants you co-teacher access on that student. You see them in My Students within a minute.
Denial includes a reason that you can read in your portal notifications.
Either decision is audit-logged with actor, timestamp, and reason.

Why we require a reason

The reason is the basis for the admin's "legitimate educational interest" judgment under FERPA. Take a minute to write a real reason — vague reasons get denied.

Tips & best practices

Submit one request at a time. Bulk requests are harder for admins to evaluate.
If you're new to the school, ask your admin whether your roster will be loaded soon — that's a faster path than per-student requests.

Common mistakes

Requesting access to "see how AmplifyED works" — admins deny those, with cause.
Requesting access right before you actually need it — give the admin a day.

FAQ

Can I request access to a case directly? No — access is granted at the student level. Once you're a co-teacher on the student, you see the cases where you're attached.

Does requesting access notify the student or parent? No. Access requests are a staff-side operation.

Reporting & Analytics

Rollups, trends, exports, and audit reports.

Dashboard overview

Navigation: Reports → Dashboard • Home (admin)

At a glance

Who uses it: Everyone with reporting access — admins at home, district admins at a glance, facilitators sizing up their day.
Purpose: Snapshot of platform activity tuned to your role.

What's on it

The dashboard is composed of counter cards and small charts. What you see depends on your role:

Admin (school)

Active cases.
Cases opened this week / month.
Cases closed this week / month.
Average days to first intervention.
Average days to closure.
Caseload by facilitator.
Needs attention — students currently flagged.
Stale referrals — referrals sitting in the inbox > 5 days.

District admin

All of the above, summed across schools.
Per-school comparison sparkline.
Link out to School rollups for the deep view.

Facilitator

My active caseload.
Due today / overdue follow-ups.
Recent activity on my cases.
New referrals assigned to me in the last 7 days.

[SCREENSHOT: dashboard-admin-overview] Reports → Dashboard for a school admin with active caseload, recent activity, and the facilitator workload table visible.

Step-by-step

Drill into a counter

Click any counter card. You land on the underlying list (e.g. the Needs attention card opens the students list pre-filtered).

Change the window

The default window is 30 days. Use the toggle at the top to swap to 7, 30, 90 days, or the school year to date.

Tips & best practices

Make the dashboard your sign-in landing — most admins live here for the first 60 seconds of the day.
If a counter looks wrong, click into it before raising — the drill-down usually clarifies.

FAQ

Why don't the numbers exactly match a report I exported? The dashboard refreshes on a short cache. After a major change (status flip, large import), give it a minute and reload.

Can I customize which cards appear? Not today. Cards are role-tuned; layout is fixed. Saved views (on the report pages) cover most customization needs.

District Administrator Quick Start

Navigation: Sign in → District

Purpose

A complete first-week workflow for district administrators overseeing multiple schools.

Who uses it

District-level admins, MTSS coordinators, and superintendents' offices.

Your first week

Confirm school list and rollup hierarchy.
Review district-level metrics.
Validate attention rules per school.
Set up FERPA export schedule (if used).
Spot-check the audit log.
Establish a reporting cadence.

Step-by-step

1. School list

District → Schools. Confirm:

All schools you expect are listed.
Each has an assigned admin.
Display names match what your community recognizes.

To add a school, + New school — it will need its own admin invitation.

2. District metrics

District → Reports gives you:

Cases by school — counts and rates per 100 students.
Time to triage — median hours from referral to assignment.
Time to outcome — median days from case open to close, by outcome type.
Intervention mix — which tier-2 and tier-3 supports are most used.
Equity view — case rates broken down by demographic (if your district enabled this).

[SCREENSHOT: district-quickstart-reports-overview] Reports → Dashboard for a district admin showing per-school caseload counters and the cross-school comparison sparkline.

3. Rollups

District-level rollups aggregate across all schools. Use them for board reports and grant applications. Each report can be exported as CSV or PDF.

4. Attention rules

Review which attention rules each school has enabled. District → Settings → Attention rule audit. You can push a district-default rule to all schools (e.g. "3+ unexcused absences in 5 days").

5. FERPA student record exports

When a parent requests their child's education records under FERPA:

Students → search → open record.
Export → FERPA student record (PDF).
Action is audit-logged with the requesting user, student, and timestamp.

See FERPA exports.

6. Audit log

District → Audit log. Filter by user, action, or date range. Common compliance checks:

"Who exported student records last quarter?"
"Show every login from outside the district IP range."
"List all role changes in the past 30 days."

See Audit logging.

7. Reporting cadence

Recommended starting cadence:

Weekly — Cases-by-school summary, emailed Mondays.
Monthly — Intervention mix + time-to-outcome.
Quarterly — Equity view + board-ready PDF.

Configure under District → Reports → Schedules.

FAQ

Can I limit a school admin to just their school? Yes — that's the default. District admin is a separate, explicit role.

Can I deactivate a school for the summer? Yes — District → Schools → ⋯ → Set inactive. Data is preserved; users can no longer sign in to that school.

How long is audit data retained? See Data retention & deletion.

Attention rules

Navigation: Administration → Attention rules

Purpose

Configure rules that flag students who may need a coaching case, before someone has to manually refer them.

How rules work

An attention rule has four parts:

Trigger — what to watch for (absences, behavior referrals, grade drop, missing assignments).
Threshold — how much is enough (e.g. 3 in a week).
Window — over what time period.
Notify — who is told (facilitator, teacher, both).

Rules evaluate nightly. Flags appear on:

The teacher dashboard for affected students.
The "Attention" widget on the facilitator inbox.
The admin "Flag activity" report.

Default rules to enable on day one

3+ unexcused absences in 5 school days — attendance.
2+ behavior referrals in 10 school days — behavior.
Grade drop of 15+ points in any class in 14 days — academic.

Start with these, watch the flag volume for a week, and adjust thresholds to match what your staff can actually triage.

Creating a rule

Administration → Attention rules → New rule.
Name it descriptively ("Tier 2 attendance flag").
Pick trigger, threshold, window.
Choose who is notified.
Optionally restrict to grade levels or schools.
Save → enable.

[SCREENSHOT: attention-rules-editor] Administration → Attention rules editor with the "3+ absences in a week" rule configured, threshold and notification recipients visible.

FAQ

Can a flag automatically open a case? No, by design. Flags require a human triage step to avoid auto-creating cases that don't fit the student's context.

Can teachers configure their own rules? No — only admins. Teachers receive flag notifications for their students.

How is "school day" defined? By your org's calendar (set in Administration → Calendar). Weekends and holidays don't count.

School rollups

Navigation: Reports → School rollups

At a glance

Who uses it: District administrators comparing schools within the district.
When to use it: Monthly leadership meetings, end-of-quarter, board reporting.
Permissions required: District administrator. Available on the District plan.
Navigation path: Reports → School rollups.

Purpose

School rollups aggregate case-load, intervention, and outcome data across every school in the district into a single comparable view. The defining feature is normalization per 100 students, so a 2,000-student high school and a 400-student elementary can be compared fairly.

What you can see

Active caseload per school, raw and per-100-students.
Open vs. closed mix per school.
Average days to first intervention after a referral is accepted.
Average days to closure for cases closed in the window.
Intervention category mix per school.
Outcome distribution per school.

Step-by-step

Reports → School rollups.
Choose a date range and, optionally, a comparison window (e.g. "this quarter vs. last quarter").
Use the Per 100 students toggle to normalize for school size.
Click any school row to drill into that school's view (the same data scoped to one school).

[SCREENSHOT: reports-school-rollups-table] Reports → School rollups table with Per 100 students enabled and three schools sorted by active caseload.

Tips & best practices

Always use the Per 100 students view for cross-school comparison — raw counts unfairly penalize large schools.
Compare current window to the same window last year, not to the immediately prior window — case load is highly seasonal in K-12.
Use the drill-down to validate outliers before raising them in leadership meetings.

Common mistakes

Treating "days to first intervention" as latency without context — schools intentionally observe before intervening; very low values can mean poor differentiation.
Comparing schools that joined AmplifyED at different times in the school year.

FAQ

Can I add a custom column to this rollup? Saved views let you filter and reorder existing columns. Custom-computed columns are scoped during onboarding for districts that need them.

Why are some schools missing? Schools with zero cases in the window are hidden by default; toggle Show empty in the toolbar to include them.

Audit reports

Navigation: Administration → Audit log • Reports → Audit

At a glance

Who uses it: Admins running periodic FERPA reviews and security teams investigating activity.
When to use it: Quarterly access reviews, after a parent complaint, during an annual compliance check.
Permissions required: School admin or district admin.
Navigation path: Administration → Audit log (raw log) and Reports → Audit (saved views).

Purpose

Audit reports turn the raw audit log into pre-built views designed for compliance work — access reviews, FERPA disclosures, sign-in anomaly checks — instead of free-form searching.

Built-in reports

Sign-in activity — successful and failed sign-ins by user, with IP and user agent.
Role changes — every grant or revoke of a role over a chosen window.
Record access — student record views and exports per user.
Exports — every FERPA dossier export with actor, target student, and timestamp.
Imports — every CSV import batch with row counts and outcomes.

Step-by-step

Run a saved report

Reports → Audit.
Pick a report (e.g. Record access — last 90 days).
Adjust the date range or actor filter if needed.
Click Run.

[SCREENSHOT: reports-audit-record-access] Reports → Audit, Record access report with a 90-day window and one user filtered.

Export

Click Export CSV from the report toolbar. Up to 10,000 rows per export — narrow your filter if needed.

Save your own view

From any report, apply filters.
Click Save view.
Give it a name. The view is visible to other admins at your school (or district, if you are a district admin).

Tips & best practices

Schedule a recurring Role changes review every quarter — this is the highest-signal audit for FERPA access.
Save a per-school Exports view that captures all FERPA dossier generations in the last 30 days.

FAQ

How long is the audit log retained? 7 years, independent of case retention.

Can I get audit data delivered automatically to my SIEM? Today: scheduled CSV email export. Real-time webhook push is on the roadmap — see Webhooks.

Exporting data

Navigation: Reports → (any report) → Export • Reports → Scheduled exports

At a glance

Who uses it: Anyone who needs AmplifyED data outside AmplifyED — into Excel, a district data warehouse, or a parent inspection request.
When to use it: Ad-hoc CSV exports for one-off questions; scheduled exports for recurring reports; FERPA dossier for parent requests.
Permissions required: Facilitators can export their own caseload; admins can export school-wide; district admins can export across schools.
Navigation path: Reports → any report → Export, plus Reports → Scheduled exports.

Export paths

Ad-hoc CSV

Any report in the Reports section has an Export CSV button in its toolbar. The export honors whatever filter is currently applied (date range, school, facilitator, status). Limit: 10,000 rows per export — narrow filters if you need more.

Scheduled exports (Growth and above)

Have a report delivered automatically:

Reports → Scheduled exports → New.
Pick a base report (e.g. Cases overview) and a filter.
Pick a cadence (weekly, monthly).
Pick recipients (email addresses; comma-separated for multiple).
Pick format (CSV or PDF).
Save. The first delivery goes out at the next cadence boundary.

[SCREENSHOT: reports-scheduled-export-form] Reports → Scheduled exports → New form with weekly cadence selected and two recipients.

Per-student FERPA dossier

For a parent inspection request, use Students → open student → Export record instead of the report exports. This produces a FERPA-formatted ZIP with PDF + CSVs. See FERPA exports.

Audit log export

Filter the audit log, then Export CSV. See Audit reports.

Tips & best practices

Use scheduled exports for routine deliverables (Monday morning case-load summary) so they happen automatically.
Choose PDF for human-readable deliverables (board meetings) and CSV for further processing.
Restrict recipients to monitored district inboxes — exports often contain student names.

Common mistakes

Emailing a CSV export from a personal inbox to a personal email — that copy is outside the audit trail.
Setting a scheduled export to a personal email that will churn when staff change roles.

FAQ

Is there a row limit on scheduled exports? Scheduled CSV exports are not capped at 10k like ad-hoc — they paginate as needed. PDF exports are summary-formatted and meant for human reading rather than full-row dumps.

Can I schedule an export to two different recipients on different cadences? Yes — create two scheduled exports with the same base report and different settings.

Intervention trends

Navigation: Reports → Intervention trends

At a glance

Who uses it: Admins reviewing what's working at their school; district leaders comparing across schools; facilitators reflecting on their own caseload.
When to use it: Monthly during the school year, more deeply at end-of-quarter and end-of-year.
Permissions required: Facilitators see their own caseload; admins see their school; district admins see across schools.
Navigation path: Reports → Intervention trends.

Purpose

This report shows which interventions are being used, how often, and what outcomes they produce. It is the primary feedback loop for refining the interventions library and the MTSS plan it represents.

What you can see

Volume — count of interventions applied per category over time.
Cadence — daily, weekly, custom — distribution by frequency.
Tier mix — Tier 1 / 2 / 3 distribution across active cases.
Outcome — at case closure, the recorded outcome (improvement, no change, withdrawn, referred out) broken down by intervention.
Stale interventions — interventions that no one has used in the last X days, useful for library pruning.

Step-by-step

Reports → Intervention trends.
Set the date range and (optionally) filter to a school, grade band, or facilitator.
Read the panels left-to-right: volume → tier mix → outcomes → stale list.
Click any bar or row to drill into the underlying cases.

[SCREENSHOT: reports-intervention-trends-overview] Reports → Intervention trends with a 90-day window and the volume panel showing the top 5 interventions in use.

Tips & best practices

Look at outcomes by intervention each quarter — drop or revise interventions with consistently "no change" outcomes.
Pair this with the school rollups view for district-level comparisons.
Use the stale interventions list at end-of-year to retire library items no one is choosing.

Common mistakes

Reading volume as effectiveness — high volume can mean a library default, not a deliberate choice.
Comparing schools without normalizing for student population — use the per-100-students view on the school rollups report.

FAQ

Why don't I see outcomes for some interventions? Outcome data is only recorded when a case closes with an outcome filled in. Empty outcomes (cases closed without one) are excluded.

Can I share a saved view of this report with my team? Yes — use Saved views in the report toolbar. Views are scoped to your school (admin) or district (district admin).

AI Features

AI drafts, summaries, and FERPA-safe data handling.

AI drafts

Navigation: Case → Notes → AI draft

Purpose

Turn a quick bullet outline into a polished case note draft, then edit before saving.

How it works

In a case, Notes → New note → AI draft.
Type a few bullets ("met 1:1 Tue, agreed on weekly check-ins, mom contacted Wed").
Click Generate.
Review and edit. Save publishes the note exactly as edited — the AI output is never saved without human review.

[SCREENSHOT: case-ai-draft-composer] Cases → open case, Add note panel with the AI draft composer expanded — bullet outline on the left, generated draft on the right.

What gets sent to the model

The bullets you type, plus minimal case context (concern type, intervention names). Student PII is masked — names are replaced with role labels (<student>, <teacher>) before the request leaves AmplifyED.

See AI & FERPA data handling for the full data flow.

FAQ

Can the AI close a case or assign interventions? No. AI only drafts text. All actions require a human click.

Is the AI model trained on our data? No. AmplifyED uses providers that contractually do not train on customer prompts. See AI & student data.

Can I disable AI for my org? Yes — admins can toggle Administration → AI features → Off.

AI & FERPA data handling

Purpose

Explain exactly what data leaves AmplifyED when AI features are used, and what protections apply.

The short version

AI features are opt-in at the org level.
No student PII is sent to the model. Names and identifiers are masked before the request leaves AmplifyED.
The provider does not train on prompts. Contractual zero-retention is in place.
Every AI request is audit-logged.
Output is never auto-saved — a human must review and click Save.

What gets sent

Field	Sent to model?
Student name	No (masked)
Student ID	No
Date of birth	No
Concern type (e.g. "academic")	Yes
Intervention type	Yes
Your typed bullets / prompt	Yes
Existing case notes	Only if you explicitly opt in for a summary

Providers

AmplifyED uses managed AI through the Lovable AI Gateway, which routes to enterprise-tier APIs at OpenAI and Google. Both contractually do not train on inputs. See Subprocessors for the current list.

Turning AI off

Administration → AI features → Disable. AI buttons and panels disappear across the product. No backfill or data loss — saved notes remain unchanged.

FAQ

What if a teacher includes a student's name in their typed prompt? The masking pass runs before the request leaves AmplifyED. The model receives <student>, not the real name. The original prompt remains in your audit log.

Are AI prompts retained by the provider? No — zero-retention is configured. See Subprocessors.

Can I see what prompts were sent on behalf of my school? Yes — Administration → AI activity log. Admin-only.

AI summaries

Navigation: Cases → (open a case) → Summary panel

At a glance

Who uses it: Facilitators reviewing an active case; admins skimming a case during a handoff.
When to use it: Before a case meeting, during a transfer of caseload, or when a long-running case needs a quick refresh.
Permissions required: Same as the case itself — facilitator or admin.
Navigation path: Cases → open a case → Summary panel (top of the Overview tab).

Purpose

The AI summary turns weeks or months of notes, interventions, and messages into a paragraph you can read in 30 seconds. It is meant for fast situational awareness, not for the official record.

What the summary includes

The current concern in plain language.
Active interventions and their cadence.
The most recent meaningful change.
A short list of suggested next steps.
Any risks the model has identified (escalating urgency, missed follow-ups, deteriorating feedback).

How it works

Open a case with at least a handful of notes.
The Summary panel either shows a cached summary or a Generate button.
Click Generate. The summary is produced inside AmplifyED's AI gateway from your case's text.
Click Refresh any time to regenerate with the latest activity.

[SCREENSHOT: case-ai-summary-panel] Cases → open case Overview tab with the AI Summary panel populated and the Refresh button visible.

What the summary is not

Not a note. It does not appear in the FERPA record unless you copy it into a parent-visible note (which is rarely the right call — the summary is meant for internal reading).
Not a clinical assessment. Treat it as an experienced colleague's quick read, not as evidence.
Not parent-visible. Summaries never leak to parents or to the dossier export.

Tips & best practices

Read the summary first, then jump into the notes you need. It is the fastest way to onboard onto a case you have not touched recently.
If the summary is wrong, that is a signal your notes are unclear — fix the notes, not the summary.

Common mistakes

Pasting the summary verbatim into a parent-visible note.
Treating the "risks" line as a definitive call rather than a prompt to look closer.

FAQ

Does generating a summary count against my AI quota? Yes. Summaries draw from the same monthly draft cap as note drafts.

Can I disable summaries org-wide? Yes — contact your account manager. The Summary panel will hide and other AI features remain unaffected.

AI providers and models

Navigation: Administration → AI

At a glance

Who uses it: Administrators evaluating or documenting AI for procurement.
When to use it: Once during procurement, then revisit if your district's AI policy changes.
Permissions required: Administrator. Configuration is read-only for most orgs; procurement details are public.
Navigation path: Administration → AI (read-only view of the active provider).

Purpose

AmplifyED's optional AI features (drafts, summaries, action plans, rule design) all route through a single managed AI gateway. This article describes which provider and model is in use and what your district's AI policy needs to cover.

Active provider

Provider: Lovable AI Gateway.
Underlying model: Google Gemini 3 Flash Preview.
Hosting region: US.

No customer data is used to train the underlying model. See AI & FERPA data handling for the full data-flow.

What AI is used for

Drafts — message and note drafts you can edit before saving.
Summaries — case summaries surfaced inside the case page.
Action plans — structured plan outlines with goals and tasks.
Rule design — natural-language helper for assignment rules.

Every AI output is a draft until a human accepts it. Nothing the AI produces is auto-applied to the case record.

Usage limits

Each plan includes a monthly cap on AI-generated drafts (ai_drafts_per_month). When the cap is reached:

Existing AI outputs already accepted into the record remain available.
New draft requests show a "limit reached" banner with a link to billing.
Add-on draft packs are available on Growth and above.

Current usage is shown on Administration → Billing → Usage.

[SCREENSHOT: admin-ai-usage-panel] Administration → Billing → Usage panel showing current month's AI draft consumption against the plan cap.

Disabling AI

To turn AI off org-wide, contact your account manager. The platform retains every non-AI capability — AI is opt-in feature surfacing, not core path.

FAQ

Can we use our own AI provider (BYO key)? Not at this time. The managed gateway exists so we can guarantee the data-flow described in our FERPA documentation.

Do AI drafts go into the audit log? The acceptance of an AI draft into a note or message is audit-logged. Discarded drafts are not retained.

Integrations

SSO, LMS, SIS, and webhooks.

CSV imports

Navigation: Administration → Imports

At a glance

Who uses it: Admins rostering staff and students.
When to use it: At year start, periodically for mid-year deltas, or any time you don't (yet) have an SIS / LMS integration.
Permissions required: Administrator.
Navigation path: Administration → Imports (with subpages for Teachers, Students, Student assignments, Staff).

Purpose

CSV import is the universal rostering path — it works regardless of which SIS or LMS you use, and it is the foundation underneath the supported integrations.

The four importers

Importer	Required columns	Purpose
Teachers	`email`, `full_name`	Create/update teacher directory and send portal invites
Students	`student_id`, `first_name`, `last_name`, `grade`	Create/update student records
Student assignments	`student_id`, `teacher_email` and/or `facilitator_email`	Attach students to staff
Staff	`email`, `first_name`, `last_name`, `roles` (pipe-delimited)	Create/update non-teacher staff with one or more roles

Detailed column lists live on each importer's own article:

Managing teachers — teacher CSV
Importing students — student + assignment CSVs

How an import is processed

Upload — you pick a file.
Preview — the platform parses headers, validates rows, and shows counts (new / update / error) without writing anything.
Seat-cap check — if the import would exceed your plan's seat or student cap, the import is blocked before writes happen.
Confirm — you accept the preview. Writes happen in a single batch.
History — a batch record is created. See Import history.

Encoding & formatting

UTF-8 strongly recommended — apostrophes and accented characters fail or render wrong in other encodings.
CSV with comma separator (no semicolons, no tabs).
First row is the header.
Quoted fields OK; quote any field that contains commas.
Empty cells are treated as "leave unchanged" on updates, not "set to null."

Idempotency

Re-importing the same CSV is safe. Matching rows update; new rows create. The platform deduplicates by email (for users / teachers) and student_id (for students).

Tips & best practices

Always do a small (5–10 row) test import first when working from a new source system.
Run Teachers before Student assignments — assignments fail when the referenced teacher emails don't exist yet.
Keep your source spreadsheet under version control (a Google Sheet with edit history works) so you can compare what you sent.

Common mistakes

Mixed encodings (a UTF-8 file saved as Windows-1252 from Excel) — open and resave in a UTF-8-aware editor.
Trying to set email to a different value on update — that breaks auth identity. Edit through the Users page instead.

FAQ

Is there a row cap per import? There is no hard cap; large imports are processed asynchronously. Plan-tier seat caps still apply.

Will an import overwrite my data if I make a mistake? Empty cells don't overwrite existing values. Cells with content do update. Test with a small batch first if you're nervous.

Single Sign-On (SSO)

Navigation: Administration → Integrations → SSO

Purpose

Configure SSO so users sign in with their existing district identity (Google Workspace, Microsoft Entra ID, Okta, or generic SAML 2.0).

Supported providers

Google Workspace — OIDC, the simplest option for most K-12 districts.
Microsoft Entra ID — OIDC or SAML 2.0.
Okta — SAML 2.0 with SCIM provisioning support.
Generic SAML 2.0 — for any other identity provider.

Steps (generic SAML)

Administration → Integrations → SSO → Set up.
Copy AmplifyED's ACS URL and Entity ID.
In your IdP, create a new app:
- ACS URL: paste from step 2.
- Entity ID: paste from step 2.
- NameID format: EmailAddress.
- Required attributes: email, firstName, lastName.
Download the IdP metadata XML.
Back in AmplifyED, upload the metadata. Save.
Test sign-in from a private window before enabling org-wide.

[SCREENSHOT: sso-provider-config] Administration → Integrations → SSO with a SAML provider selected, ACS URL and entity ID shown for IdP setup.

Just-in-time provisioning

When enabled, the first time a user signs in via SSO, AmplifyED creates their account with the Teacher role by default. Admins promote roles after.

SCIM provisioning (Okta / Entra)

Optional, available on the Plus plan. Lets you push users and role changes from the IdP. Contact support for setup help.

FAQ

Can we mix SSO and password sign-in? Yes during transition. Once SSO is verified, admins can require SSO for everyone.

What if a user's email changes in our IdP? SSO matches on the IdP's stable identifier, not just email. Email updates flow through on next sign-in.

Canvas LMS integration

Navigation: Administration → Integrations → Canvas

At a glance

Who uses it: Administrators connecting AmplifyED to a Canvas instance.
When to use it: Once during onboarding; revisit if Canvas credentials change or you switch developer keys.
Permissions required: Administrator at the school or district level, plus Canvas admin access to create a developer key.
Navigation path: Administration → Integrations → Canvas.

Purpose

The Canvas integration syncs rosters and course data into AmplifyED so student profiles, teacher assignments, and class context appear automatically — no nightly CSV upload required.

What syncs

Students (with their Canvas user IDs).
Teachers and their courses.
Course enrollments (which students are in which class with which teacher).

What does not sync

Grades, assignments, or submissions.
Canvas messages or announcements.
Anything outside the rostering surface.

Before you begin

You will need to create a Canvas developer key for AmplifyED. Have your Canvas admin credentials ready.
Confirm your Canvas instance URL (e.g. district.instructure.com).
Decide on Auto-create mode: should new students in Canvas automatically appear in AmplifyED, or should an admin approve them first?

Step-by-step

Administration → Integrations → Canvas → Connect.
Paste your Canvas instance URL.
Click Authorize. A Canvas OAuth window opens; sign in as an admin and approve the developer key scopes.
Pick which schools / sub-accounts to sync.
Choose Auto-create students on or off.
Click Save. The first sync runs immediately; subsequent syncs run on a schedule.

[SCREENSHOT: admin-canvas-connect-oauth] Administration → Integrations → Canvas connect screen with the OAuth Authorize button highlighted.

Trigger a manual sync

Open Administration → Integrations → Canvas → Sync now. The current run progress is shown live; previous runs appear in the history list.

Disconnect

Click Disconnect. The Canvas tokens are revoked on our side and previously synced records remain in AmplifyED for the record.

Tips & best practices

Run the first sync on a small sub-account before pointing at the whole district.
Leave Auto-create off during the first week so you can see what would land before opting in.
Pair Canvas sync with SSO so teacher accounts auto-provision in both systems.

Common mistakes

Using a personal Canvas token instead of a developer key — tokens tied to one person break when that person leaves.
Enabling Auto-create alongside a CSV import — you end up with duplicates.

FAQ

How often does Canvas sync? Hourly by default, with on-demand manual sync available.

Is the Canvas access token encrypted? Yes — tokens are encrypted at rest using application-level encryption in addition to database-level encryption.

Google Classroom integration

Navigation: Administration → Integrations → Google Classroom

At a glance

Who uses it: Districts standardized on Google Workspace and Google Classroom.
When to use it: Once during onboarding; reconnect if the OAuth grant is revoked.
Permissions required: Administrator, plus a Google Workspace super admin to approve the OAuth scopes.
Navigation path: Administration → Integrations → Google Classroom.

Status

Google Classroom is currently in Beta. The OAuth connection and provider framework are in production; roster sync coverage is being expanded. If you connect today, AmplifyED holds your credentials and surfaces the integration as Connected, but live roster pulls may still require a CSV refresh until the sync is generally available.

Purpose

The Google Classroom integration will let AmplifyED pull rosters and course enrollments directly from Google so teachers and students flow into AmplifyED without manual upload.

Before you begin

A Google Workspace super admin must approve the OAuth scopes the first time you connect.
Decide whether AmplifyED should sync all classrooms in your domain or a curated subset.
For full rostering today, plan to keep CSV imports running until Google Classroom sync exits Beta.

Step-by-step

Administration → Integrations → Google Classroom → Connect.
Sign in as a Workspace super admin and approve the scopes.
Pick the OUs or domain scope to include.
Click Save.

[SCREENSHOT: admin-google-classroom-connect] Administration → Integrations → Google Classroom connect screen mid-OAuth, on the Google consent step.

FAQ

Can I use Google SSO without the Classroom integration? Yes — they are independent. SSO is available today across all plans.

Will the integration backfill historical rosters? At general availability, the first sync will pull current-school-year rosters only. Historical data continues to live in Google Classroom.

SIS integrations

Navigation: Administration → Integrations → SIS

At a glance

Who uses it: Districts that want AmplifyED rosters to come from their student information system.
When to use it: When you are ready to retire CSV imports as the primary rostering path.
Permissions required: Administrator at the district level, plus SIS admin access.
Status: Planned — scoped during onboarding for each customer.

Purpose

AmplifyED is designed to integrate with major SIS platforms (PowerSchool, Skyward, Infinite Campus, Genius SIS) for automated roster sync. Today, those integrations are delivered as customer-specific projects during onboarding rather than as one-click connectors.

What works today

CSV imports for students, teachers, and assignments — see Importing students and CSV imports.
Canvas and Google Classroom for rostering through the LMS path.
Manual entry for small pilots.

What is scoped during onboarding

Direct API connection to your SIS.
Field mapping (which SIS attributes become which AmplifyED fields).
Sync cadence (typically nightly).
Soft-delete behavior for students who leave the district.

How to start a SIS integration scoping conversation

Email integrations@amplifyed.app with your SIS vendor, version, and rough roster size.
Your account team schedules a 30-minute discovery call.
We produce a scope and timeline. Most SIS integrations land within 4–8 weeks of approval.

Tips & best practices

Run CSV imports in parallel during the first 2–4 weeks of the SIS integration so you can compare.
Confirm withdrawal handling explicitly — what should happen to open cases when a student is withdrawn in the SIS?

FAQ

Is there an off-the-shelf PowerSchool connector? Not yet. PowerSchool is the most common request and is on our integration roadmap; today it is delivered as a scoped onboarding project.

Can we use OneRoster CSV instead? Yes — AmplifyED's CSV importer accepts OneRoster-shaped student and enrollment files with light field mapping.

Webhooks

Navigation: Administration → Integrations → Webhooks

At a glance

Who uses it: Districts with downstream data warehouses, MTSS dashboards, or notification platforms.
When to use it: When you need real-time push of case events into your own system.
Permissions required: Administrator at the district level.
Status: Planned — case event payloads are stable internally; the outbound webhook surface is being scoped per customer.

Purpose

Webhooks deliver AmplifyED events (case created, case status changed, follow-up due, case closed) to a URL of your choosing so your downstream systems can react in real time.

What's available today

The following inbound webhook endpoints exist as supported public routes:

Intake form submission (/api/public/intake, /api/public/intake-staff) — the entry point for referrals from your own front-ends or third-party form tools.
Canvas OAuth callback — used internally by the Canvas integration.
Payments — internal Stripe callback for billing events.

Outbound webhooks (AmplifyED → your system) are delivered today by scheduled exports and the CSV/PDF report email rather than HTTP pushes.

What is being scoped

Outbound HTTP push for case.created, case.status_changed, case.follow_up_due, case.closed.
HMAC signature verification using a per-org shared secret.
Retry-with-backoff for non-2xx responses.

Security expectations

Every supported public route already enforces:

Zod input validation with explicit max-lengths on every string field.
IP rate limiting.
Hidden honey-pot fields on intake forms to drop bot traffic.
HMAC signature verification on webhook callbacks where applicable.

See Security overview.

How to start a webhook scoping conversation

Email integrations@amplifyed.app with the event types you need and the receiving URL pattern.

FAQ

Can I subscribe to all events for one student? The outbound webhook scope (when GA) will support filtering by student ID, case ID, and event type.

Are payloads PII-scrubbed? By default payloads include student IDs and case IDs, not names. Full payloads with names can be enabled per-customer with a signed data processing addendum.

Security & Compliance

Encryption, access, audit, and disclosures.

FERPA in AmplifyED (operational)

At a glance

Who uses it: Admins and facilitators operating AmplifyED day-to-day.
Purpose: The operational counterpart to the procurement-facing FERPA overview — what you actually do inside the app to stay aligned with FERPA.

The short version

Treat AmplifyED as part of your student education record.
Use roles to enforce need-to-know.
Use note visibility to keep parent-bound text intentional.
Use the audit log when responding to parent or compliance inquiries.
Use the dossier export for FERPA-formatted record requests.

Day-to-day practices

Mind note visibility

Notes are Internal by default. Choose Teacher-visible only when the teacher needs the content for instruction. Choose Parent-visible only when the content is appropriate for a parent dossier — typically plan summaries and outcome statements.

Don't paste PII you don't need

If a note doesn't need a Social Security number, a diagnosis code, or a sibling's name, don't paste it. Anything written becomes part of the record.

Use the right form for the right submitter

Parents and students submit on the student intake form.
School staff submit on the staff intake form.

Both honor your district's branding and FERPA notice.

Respond to parent inspection requests via the dossier export

Don't email screenshots. Use Students → open student → Export record to generate a FERPA-formatted ZIP with PDF + CSVs. See FERPA exports.

Lean on the audit log

When asked "who looked at my child's record," filter the audit log to that student. The log shows every read, export, and edit.

What FERPA expects from the school (not AmplifyED)

Granting access only to staff with a legitimate educational interest.
Notifying parents of their rights under FERPA annually.
Handling parent requests for inspection and amendment of records.
Maintaining the school's record of disclosures.

AmplifyED provides the tooling (roles, audit log, dossier export). The judgment calls remain the school's.

FAQ

Do facilitators automatically have a "legitimate educational interest"? The platform scopes facilitators to their assigned caseload. The school decides which staff hold the facilitator role, and that decision is the basis for legitimate educational interest under FERPA.

What if a parent disputes a note? Use Note → ⋯ → Redact (admin only). Redacting clears the body and preserves authorship/timestamp in the audit log. Add a follow-up note documenting the amendment if your process requires it.

Access controls

Navigation: Administration → Users

At a glance

Who uses it: Admins owning user lifecycle; security reviewers documenting access posture.
When to use it: During onboarding, at every role change, and at quarterly access reviews.
Permissions required: School admin (own school) or district admin (across schools).
Navigation path: Administration → Users.

Purpose

Access controls describe how AmplifyED decides who can see and do what. This article is the operational counterpart to the procurement-facing Security overview.

Roles

Super admin — AmplifyED platform staff. Filtered out of customer-facing lists.
District admin — Full visibility across all schools in the district.
School admin — Full control of one school: users, intake forms, attention rules, audit log.
Facilitator — Owns assigned coaching cases. Sees their own caseload and the students attached to it.
Teacher — Sees their own students, can submit referrals, can view limited case details and provide feedback.

See the full matrix in Roles & permissions.

How access is enforced

Every authorization decision is enforced server-side using a triple-gate pattern:

Postgres row-level security on every domain table, scoped by organization_id.
Server middleware that verifies the caller's session and attaches the authenticated org context.
Server function assertion helpers (is_org_member, is_org_admin, is_super_admin) that re-check membership and role before any read or write.

Client-side role checks are for UI affordance only and are never trusted for authorization.

Account hygiene

Sign-in: Email + password (bcrypt), Google / Microsoft OIDC, or SAML 2.0 (Okta, Entra, OneLogin, generic).
Failed sign-ins: 3 failures trigger an account lockout. Lockouts are audit-logged. An admin can clear a lockout.
Session length: Configurable per org; default 12 hours.
Idle timeout: Default 30 minutes; user is re-prompted to sign in.
Deactivation: Toggle Active off on a user. Their session ends within minutes; their authored notes and case attachments are preserved.

Step-by-step

Change a user's role

Administration → Users.
Open the user.
Click Change role. Pick the new role and confirm. The change is audit-logged.

[SCREENSHOT: admin-users-change-role-dialog] Administration → Users with the Change role dialog open and a confirmation summary on the right.

Run a quarterly access review

Reports → Audit → Role changes for the last 90 days.
Export to CSV.
Reconcile against your district staffing list.

FAQ

Can I create a custom role? Not at this time. The five built-in roles map to the access boundaries enforced at the database. Custom roles would require RLS changes; scoping is happening for a future release.

Are there read-only roles? The Teacher role is effectively read-only against case records (with the ability to submit feedback). For procurement reviewers who need read-only visibility into the platform, contact your account manager for a temporary scoped account.

Data encryption

At a glance

Purpose: Document encryption at rest, in transit, and for sensitive credentials.

In transit

TLS 1.2 or higher on every connection.
HSTS enabled with preload eligibility.
Certificate management: automated via the platform's managed CDN; no manual renewal required.

Public intake forms, the authenticated app, the API surface, and integration callbacks all enforce TLS. There is no plaintext fallback.

At rest

Primary database: AES-256 storage-layer encryption with managed keys.
Object storage (uploads, exports, dossier ZIPs): AES-256 storage-layer encryption with managed keys.
Backups: Encrypted with the same algorithm; backup keys are distinct from primary keys.

Application-level encryption

Some categories of data are encrypted a second time at the application layer before being written to the database, so that even an operator with database access cannot read them in plaintext:

LMS access tokens (Canvas, Google Classroom).
SAML signing material and IdP metadata.
Stripe billing identifiers (where retained).
Any field in our secrets store.

Key management

All keys are managed by AmplifyED's KMS.
Customer-managed keys (BYOK) are not supported today.
Key rotation runs on a scheduled cadence; encrypted data is automatically re-encrypted under the new active key.

Email content

Outbound email (notifications, invitations, scheduled exports) is delivered via our transactional email subprocessor over TLS. Email content is encrypted in transit but, like all email, is not end-to-end encrypted. Treat outbound email as a notification surface, not a record surface — the record lives inside AmplifyED.

FAQ

Do you support customer-managed encryption keys? Not today. We can speak to your KMS expectations during onboarding for districts with strict requirements.

Are passwords stored? Passwords are bcrypt-hashed; the plaintext is never stored.

Incident response

At a glance

Purpose: Describe how AmplifyED detects, escalates, and communicates about security incidents.

What counts as an incident

A security incident is any confirmed or suspected event that affects:

The confidentiality of customer data (unauthorized access, disclosure).
The integrity of customer data (unauthorized modification).
The availability of the service (significant outage).

Operational degradations (slow queries, flaky integrations) are tracked as service incidents, not security incidents.

Detection

Continuous logging of authentication events, privileged actions, and infrastructure alerts.
Anomaly detection on sign-in patterns (geo, velocity, repeated failures).
Dependency vulnerability scanning on every build.
Customer reports via security@amplifyed.app.

Response phases

Triage — within 1 hour of detection or report, classify severity and assign an incident lead.
Contain — revoke compromised credentials, disable affected integrations, snapshot affected data.
Investigate — preserve audit log, reconstruct timeline, identify scope.
Notify — see notification commitments below.
Remediate — patch root cause, deploy fix, verify.
Post-incident review — written summary within 14 days for any incident affecting customer data.

Notification commitments

Customer notification: within 24 hours of confirming that a security incident affected customer data, the billing contact and any designated security contact on file are notified by email.
Regulatory notification timing is set by your district's policy and applicable law; AmplifyED supplies the technical timeline and scope evidence you need to meet that timing.

What we provide for your investigation

Filtered audit log export covering the incident window.
Timeline of platform-side actions and remediation.
Root-cause analysis (high-level by default; deeper detail under NDA).
Affected-record list if data confidentiality was impacted.

Customer responsibilities

Maintain an up-to-date security contact for incident notifications (Administration → Organization → Notifications).
Rotate any credentials your district issued (LMS developer keys, SCIM tokens) if compromise is suspected.
Engage your district's incident response plan in parallel.

FAQ

Do you have a status page? Yes — status.amplifyed.app (subscribe to email or RSS for proactive updates).

Will you tell affected parents directly? No. AmplifyED notifies the district; the district notifies parents per its FERPA and state-law obligations.

Vulnerability reporting

At a glance

Purpose: Tell good-faith security researchers (and customer IT teams) how to report vulnerabilities responsibly.

Reporting channel

Email security@amplifyed.app with:

A clear description of the issue.
Steps to reproduce, including any payload or screenshots.
The affected URL or endpoint.
Your contact for follow-up.
(Optional) Your handle for credit.

We acknowledge within one business day and aim to triage within three business days.

Scope

In scope:

*.amplifyed.app and any AmplifyED-hosted subdomain.
The authenticated AmplifyED application and its public intake routes.
Authentication, authorization, and tenant-isolation issues.
Sensitive data exposure.
Server-side and client-side injection.

Out of scope:

Findings on customer-controlled subdomains, content, or DNS.
Volumetric DoS / DDoS.
Social engineering of staff.
Reports from automated scanners without a proof-of-concept exploit.
Best-practice recommendations without a demonstrated vulnerability (e.g. missing headers on non-security-sensitive surfaces).

Safe-harbor expectations

We welcome good-faith research and will not pursue legal action against researchers who:

Avoid privacy violations, destruction of data, and service degradation.
Use only their own test accounts (do not access other tenants' data).
Give us a reasonable window to remediate before disclosing publicly.

Disclosure

We coordinate disclosure with the reporter. Default window is 90 days from triage, shortened if a fix lands earlier and lengthened if the issue is complex. We credit researchers in our security release notes unless asked otherwise.

Bounty

A formal bounty program is on our roadmap. We currently issue acknowledgement and credit; meaningful reports are eligible for swag and case-by-case rewards.

FAQ

Do you have a PGP key? Yes — request it via the security@amplifyed.app inbox and we'll respond with the current key.

How do customers report a vulnerability they discovered? Same channel: security@amplifyed.app. Add "[Customer]" in the subject line and your district name so we can correlate with your tenant.

Administration

Org setup, users, billing, and branding.

Organization setup

Navigation: Administration → Organization

At a glance

Who uses it: School or district administrators.
When to use it: Once during setup, then revisit when school name, time zone, or retention policy changes.
Permissions required: Administrator (school admin) or District administrator.
Navigation path: Administration → Organization.

Purpose

The Organization page is the canonical record of your school or district in AmplifyED. The values you set here drive timestamps in reports, the "from" name on outbound email, FERPA retention behavior, and how teachers and parents see your school across intake forms and notifications.

Before you begin

Confirm the legal name and short display name your district uses externally.
Decide on a case-retention period (1–25 years; most districts use 7).
Have a reply-to email address ready — usually a monitored shared inbox, not a personal address.

Step-by-step

Go to Administration → Organization.
Set or confirm:
- Organization name — what staff, teachers, and parents see in emails and intake forms.
- Slug — appears in public intake URLs (/intake/<slug>). Change with care — old links break.
- Organization type — School or District.
- Time zone — drives all timestamp displays and scheduled report windows.
- Reply-to email — where replies to AmplifyED notifications go.
- Case retention (years) — how long closed cases remain readable before they enter retention deletion.
Click Save. Changes are audit-logged.

[SCREENSHOT: admin-org-settings-form] Administration → Organization, full settings form with name, slug, time zone, and retention populated.

Tips & best practices

Pick the slug carefully on day one. Changing it later forces you to redistribute every intake link.
Use a shared inbox for Reply-to so coverage doesn't depend on one person.
Match Case retention to your district records-retention schedule, not your IT default.

Common mistakes

Setting the time zone after import — historical timestamps already render in whatever zone was active when the data landed.
Using a personal email as reply-to — replies stop when that staff member leaves.

FAQ

Can I rename the organization without breaking anything? Yes — the display name updates everywhere immediately. The slug is the only field that breaks shared URLs.

Does changing case retention delete old cases right away? No. Retention deletion runs on a schedule. Shortening the window only affects cases that fall outside the new range going forward.

Branding

Navigation: Administration → Branding

At a glance

Who uses it: Administrators who want AmplifyED to match their school identity.
When to use it: During onboarding, after a rebrand, or when adding a new school under a district.
Permissions required: Administrator. Branding controls require a Growth plan or higher.
Navigation path: Administration → Branding.

Purpose

Branding lets you replace AmplifyED's default look on the surfaces parents, teachers, and students see — intake forms, emails, and the teacher portal header — with your school's logo and primary color.

Before you begin

Host your logo on a stable HTTPS URL (a public CDN, your district website, or your own asset host). PNG or SVG with a transparent background works best.
Pick a primary color hex code that meets WCAG AA contrast against white.
Confirm your plan includes branding (Starter does not).

Step-by-step

Go to Administration → Branding.
Paste the Logo URL. A live preview appears on the right.
Enter the Primary color as a hex value (e.g. #1A56DB).
Click Save. The change is audit-logged and applies within a minute across intake forms, emails, and the teacher portal.

[SCREENSHOT: admin-branding-form] Administration → Branding with logo URL, color picker, and live preview side-by-side.

Plan changes

If you downgrade from a branded plan to Starter, your saved branding is preserved but the platform reverts to default visuals. Upgrading restores your branding instantly without re-entering values.

Tips & best practices

Keep the logo under 200 KB so emails render quickly on mobile.
Use a square or wide-rectangle aspect ratio — tall logos get cropped in the email header.
Test the primary color on a sample intake form before announcing the link.

Common mistakes

Linking to a logo behind authentication — parents loading the intake form will see a broken image.
Picking a near-white primary color — buttons become invisible on white surfaces.

FAQ

Can each school in a district have its own branding? Yes. District administrators set branding per child school; the district itself can also carry its own branding for cross-school surfaces.

Does the public marketing site (amplifyed.app) change? No. Branding only affects your tenant's authenticated and intake surfaces.

Managing teachers

Navigation: Administration → Teachers

At a glance

Who uses it: School administrators.
When to use it: When onboarding staff, at the start of each school year, and any time a teacher leaves or changes roles.
Permissions required: Administrator.
Navigation path: Administration → Teachers.

Purpose

The Teachers page is the directory of every educator who can submit referrals, view their assigned students, and receive case updates. It is also the source-of-truth for the teacher picker that appears on staff intake forms.

Before you begin

Decide whether you will invite teachers individually or via CSV import.
For CSV: prepare a file with the columns email, full_name, subject, grade_level.
Confirm your plan's teacher seat count under Administration → Billing.

Step-by-step

Add a teacher manually

Administration → Teachers → Add teacher.
Enter name and email. Optionally set subject and grade level.
Save — the teacher receives an invitation email with a one-click link to set a password (or to sign in with SSO if your district has it enabled).

Bulk import via CSV

Administration → Teachers → Import CSV.
Upload your file. Required column: email. Recommended: full_name, subject, grade_level.
Review the preview — duplicates are flagged.
Confirm import. Each new teacher is invited automatically; existing records are updated, not duplicated.

See Import history for a record of every import batch.

[SCREENSHOT: admin-teachers-import-preview] Administration → Teachers → Import CSV preview, showing 8 new and 2 updated rows before confirm.

Resend an invite

If a teacher loses their welcome email, open the teacher row and click Resend invite. There is a 60-second cooldown between resends to prevent accidental spam.

Deactivate a teacher

Open the teacher row.
Toggle Active off.
The teacher loses portal access immediately. Their historical referrals, notes, and case attachments remain intact for the record.

Lock teacher email after activation

Once a teacher has signed in for the first time, their email becomes part of their authentication identity. AmplifyED locks the email field at that point. To change it, use Administration → Users → Change email so the auth record updates atomically.

Tips & best practices

Import once per school year using your roster system, then handle mid-year changes individually.
Use the Active toggle for staff on leave — deactivating preserves history; deletion does not.
Keep the subject and grade_level columns populated — they power intake form auto-suggestions.

Common mistakes

Importing without email — the row is rejected.
Trying to change an activated teacher's email inline — use the Users page so the change is auth-aware.

FAQ

How many teacher seats does my plan include? See Administration → Billing for your plan's included seats and any add-ons. Imports that would exceed your seat cap are blocked before any rows are created.

Can a teacher also be a facilitator? Yes. Add them as a teacher, then assign the facilitator role from Administration → Users.

Managing facilitators

Navigation: Administration → Users

At a glance

Who uses it: School administrators.
When to use it: When hiring or reassigning interventionists, counselors, MTSS leads, or academic coaches.
Permissions required: Administrator.
Navigation path: Administration → Users.

Purpose

Facilitators are the staff who own coaching cases. This page is where you invite them, set their caseload caps, and adjust their access when responsibilities change.

Before you begin

Confirm how many facilitator seats your plan covers.
Decide each facilitator's default caseload cap (the soft limit used by the assignment-rules engine when auto-routing referrals).

Step-by-step

Invite a facilitator

Administration → Users → Invite user.
Enter name and email.
Set Role to Facilitator.
Optionally set a Max active cases cap.
Send invite. They receive an email with a setup link or SSO sign-in prompt.

[SCREENSHOT: admin-users-invite-facilitator] Administration → Users → Invite modal with the Facilitator role selected and a caseload cap set.

Change a facilitator's caseload cap

Open the user row.
Edit Max active cases. The new cap takes effect on the next auto-assignment cycle.

Reassign their open cases before deactivation

Before turning off a departing facilitator, bulk-reassign their open caseload:

Open the facilitator's profile.
Click Reassign all open cases.
Pick the receiving facilitator. The change is audit-logged per case.

Deactivate

Toggle Active off. The user loses sign-in access immediately. Their historical case notes and authorship remain intact.

Tips & best practices

Keep caseload caps realistic — overloaded facilitators distort intervention-trend reports.
Use a single "rollover" facilitator account for transitions, then reassign in smaller batches once the new owner is identified.

Common mistakes

Deactivating before reassigning — open cases remain owned by the inactive user and stop progressing.
Granting Facilitator + Administrator to every clinician — admins can see all students at the school, which may exceed need-to-know.

FAQ

What's the difference between a facilitator and an admin? Facilitators own cases. Admins configure the platform. Most schools have many facilitators and 1–2 admins.

Do facilitators see other facilitators' cases? By default they see only their own. Administrators see all cases at the school.

Configuring intake forms

Navigation: Administration → Intake forms

At a glance

Who uses it: School administrators.
When to use it: During setup, when adding a new referral pathway, or when a referral type needs different questions.
Permissions required: Administrator.
Navigation path: Administration → Intake forms.

Purpose

Intake forms are the public submission points that become referrals — and ultimately cases — inside AmplifyED. Each form has its own URL, audience, and field set, so you can tailor what you ask of a teacher versus a parent or a student.

Form types

Student intake (/intake/<slug>) — designed for students or parents, with a FERPA notice and an academic-coaching framing.
Staff intake (/intake/<slug>/staff) — designed for teachers, admins, counselors, and coaches submitting on behalf of a student. Includes submitter role, urgency, and category fields.
Custom forms (/intake/<slug>/<form>) — additional purpose-built forms (e.g. behavior, attendance, family request) layered onto the same org slug.

Before you begin

Pick which referral pathways you want to expose publicly.
Decide who reviews each form's submissions (an admin queue, a specific facilitator, or the assignment-rules engine).
Confirm your branding is configured so the form matches your school identity.

Step-by-step

Create a new form

Administration → Intake forms → New form.
Pick a starting template (Student, Staff, Behavior, Attendance, or Blank).
Give it a Display name (shown to submitters) and a Slug (appears in the URL).
Configure fields — see Intake fields.
Set Status to Published when you are ready to share the URL.

[SCREENSHOT: admin-intake-forms-list] Administration → Intake forms list with one Published Staff form and one Draft Student form.

Find the public URL

Open the form. The public URL is shown at the top of the configuration page. Format:

https://amplifyed.app/intake/<org-slug>/<form-slug>

For the default student and staff forms, the shorter /intake/<org-slug> and /intake/<org-slug>/staff links also resolve.

Unpublish

Toggle Status to Draft. The public URL begins returning a friendly "submissions paused" page. Historical submissions remain accessible inside AmplifyED.

Tips & best practices

Keep forms short. The most-used staff intake form at a typical pilot has 6–8 fields.
Use Urgency sparingly — if everything is "High," nothing is.
Pair each form with an assignment rule so submissions route automatically.

Common mistakes

Forgetting to publish — the URL returns a paused page and teachers think the system is broken.
Embedding the form in an LMS without configuring the honey-pot fields properly — bot submissions can leak through. (Honey-pot is on by default; do not delete the hidden website field from custom forms.)

FAQ

Can I A/B test two versions of a form? Create a second form with a different slug and route traffic to one or the other from your website. Submissions land in the same case inbox.

Are submissions rate-limited? Yes. Public intake routes enforce IP rate limits and a hidden honey-pot field. Excess traffic returns a 429.

Billing & plans

Navigation: Administration → Billing

At a glance

Who uses it: School and district administrators who own the AmplifyED relationship.
When to use it: During trial, at renewal, when adding seats, or when a payment method needs updating.
Permissions required: Administrator. Billing details are not visible to facilitators or teachers.
Navigation path: Administration → Billing.

Plans

AmplifyED offers four tiers, each with monthly and annual billing options:

Starter — Single school, core case-management workflow.
Growth — Adds branding, attention rules, scheduled exports, AI drafts.
Pro — Adds case messaging, additional reports, larger AI quota.
District — Cross-school rollups, district-level audit, premium support.

Add-ons (available on Growth and above): extra students-receiving-support, extra teacher portal seats, extra facilitator seats, and extra monthly AI drafts.

Before you begin

Confirm your district's preferred billing cadence (monthly vs. annual).
Have a card or a purchase order workflow ready. ACH and invoicing are available on annual plans.

Step-by-step

Start or change a plan

Administration → Billing.
Click Change plan. Pick the tier and interval.
Click Continue to checkout. An embedded checkout opens — no redirect off-platform.
Complete payment. Your new plan activates immediately and the trial banner clears.

[SCREENSHOT: admin-billing-change-plan] Administration → Billing with the Change plan drawer open, comparing Growth and Pro side-by-side.

Manage payment method or invoices

Click Manage billing to open the self-service portal. From there you can update your card, change billing email, download past invoices, and cancel renewal.

Adjust seats and add-ons

Open the Seats & add-ons section. Adjust the counters and confirm. Proration is handled automatically.

Trials

New organizations get a time-limited trial of Growth-tier features. The end date is shown in a banner across staff pages. To convert, click Choose plan from the banner or visit Administration → Billing.

If a trial ends without conversion, the org enters a brief grace period during which administrators can still sign in to choose a plan or export data. After grace, write surfaces are paused; historical data remains preserved.

Tips & best practices

Pick the annual plan if you know you are deploying — it includes a multi-month discount.
Add seats slightly above your headcount so a mid-year hire doesn't block an invite.

Common mistakes

Updating the card in your bank app without updating it here — the next renewal will fail.
Forgetting to assign a billing contact in Organization settings — failed-payment emails go to the wrong inbox.

FAQ

Do you offer purchase orders? Yes, on annual plans. Contact billing@amplifyed.app to set one up.

What happens to my data if I cancel? You can export all student records, cases, notes, and audit logs before the grace period ends. After grace, data enters retention deletion per your configured policy.

Assignment rules

Navigation: Administration → Assignment rules

At a glance

Who uses it: Admins who want incoming referrals routed automatically.
When to use it: Once configured, then revisited when facilitator coverage changes.
Permissions required: Administrator. Available on Growth and above.
Navigation path: Administration → Assignment rules.

Purpose

Assignment rules route new referrals to a facilitator (or a small set of facilitators) automatically, so they enter the caseload immediately instead of sitting in the unowned inbox.

How a rule is shaped

Each rule has:

A trigger — usually "new referral matches X" where X is a combination of intake form, category, grade band, or urgency.
An action — assign to a specific facilitator, round-robin across a group, or assign to the facilitator with the lowest current active caseload.
A fallback — what to do when the preferred action can't apply (e.g. selected facilitator is on Hold).

Rules are evaluated in order; the first match wins.

Step-by-step

Create a rule

Administration → Assignment rules → New rule.
Describe the trigger using the form, or use the AI design helper (see AI summaries for AI context) to draft a rule from natural language.
Pick an action (single owner, round-robin, lowest caseload).
Set a fallback.
Save and activate the rule.

[SCREENSHOT: admin-assignment-rules-list] Administration → Assignment rules with three active rules and one paused, drag handles visible for reordering.

Test a rule

Use the Test button on a rule. Paste in a sample submission; the panel shows which rule would match and which facilitator would receive the case.

Pause a rule

Toggle a rule Inactive when coverage changes (a facilitator out on leave). Inactive rules are skipped during evaluation; reactivating restores them at the top of the next evaluation.

Tips & best practices

Start with one or two simple rules ("all academic referrals → Maria"). Add specificity only when the caseload requires it.
Pair each intake form with at least one rule so submissions don't pile up in the unowned inbox.
Use lowest active caseload with caps to prevent the highest-energy facilitator from absorbing everything.

Common mistakes

Writing rules that never match (typo in category name) — Test before activating.
Forgetting a fallback — referrals queue in unowned when the rule's primary action fails.

FAQ

Can a rule notify someone other than the assignee? The assignee is always notified. To CC additional staff, use a separate notification setting on the intake form (or contact your account manager — broader rule actions are on the roadmap).

Does the rule re-evaluate if a facilitator goes inactive later? No. Rules apply at the moment of assignment. To reassign en masse, use Reassign all open cases from the facilitator's profile.

Intake fields

Navigation: Administration → Intake forms → (open a form) → Fields

At a glance

Who uses it: Admins authoring intake forms.
When to use it: When creating a form, or revising it based on submissions you receive.
Permissions required: Administrator.
Navigation path: Administration → Intake forms → open a form → Fields tab.

Purpose

Fields are what submitters fill out. Choosing the right field types — and asking for only what you need — keeps forms short and submission quality high.

Field types

Short text — names, brief descriptions.
Long text — concerns, narratives.
Select (single) — categories, urgency, role, grade.
Select (multi) — applicable concerns, supports already tried.
Teacher picker — pulls from the school's teacher directory; submitters select an existing teacher rather than typing one.
Date — incident date, observation date.
Boolean — yes/no toggles ("Parent contacted?").

Each field has:

Label (shown to submitter).
Help text (small print under the label).
Required toggle.
Sort order (drag to reorder).
Versioning — edits create a new version; historical submissions display under the version that was active when they were submitted.

Hidden / system fields

Every intake form includes a hidden honey-pot field named website used to drop bot submissions. Do not remove it. The platform also enforces a hidden timestamp + IP rate limit at the route layer.

Step-by-step

Add a field

Open the form. Go to Fields.
Click Add field and pick a type.
Configure label, help text, options (for selects), and required.
Drag into position.
Save. The form's version bumps and historical submissions remain visible under their original version.

[SCREENSHOT: admin-intake-fields-editor] Administration → Intake forms → open form → Fields tab with three fields configured and the Add field menu open.

Use the teacher picker

When a form needs the submitter to name the student's teacher, use the Teacher picker field instead of free text. This avoids name typos and lets your assignment rules use teacher identity reliably.

The picker shows only teachers from your directory; if the directory is empty, submitters see a fallback prompt to type the teacher's name and the admin gets a follow-up.

Tips & best practices

Aim for 6–10 fields per staff intake form, fewer for student intake.
Make required fields actually required — every required field is friction that filters submissions.
Use help text for clarification once, not for an instruction manual.

Common mistakes

Deleting fields mid-year — historical submissions render with gaps. Mark fields Inactive instead.
Long select lists — split into nested categories (see Categories) for better usability.

FAQ

Can I conditionally show a field based on another field's value? Conditional logic is scoped per customer during onboarding; the default builder does not include it yet.

Will old submissions break if I change a field's type? No — historical submissions are pinned to the version of the form they were submitted under. Changing a type bumps the version forward.

Invitations

Navigation: Administration → Users → Invite user • Administration → Teachers → Add teacher

At a glance

Who uses it: Admins onboarding new users.
When to use it: Whenever a new teacher, facilitator, or admin needs an account.
Permissions required: Administrator.
Navigation path: Administration → Users → Invite user (staff) or Administration → Teachers → Add teacher.

Purpose

Invitations send a one-click setup link to a new user's email. The recipient sets a password (or signs in with SSO) and lands on the role-appropriate home screen.

What an invitation contains

A welcome message branded for your org.
A Set password button (link valid 7 days).
A note that SSO is also available if your district has it.
The role being granted ("You've been invited as a Facilitator at Lincoln High").

Invitation reuse and idempotency

If you invite the same email twice before the original is accepted, AmplifyED reuses the existing pending invitation rather than creating a duplicate. Resending shares the same setup link.

To prevent accidental spam, manual resends are rate-limited to once per 60 seconds per invitation.

Step-by-step

Invite a staff user

Administration → Users → Invite user.
Enter name, email, and role.
Optionally set role-specific defaults (e.g. facilitator caseload cap).
Send invite.

Invite a teacher

Use Administration → Teachers → Add teacher, or import many at once via CSV — see Managing teachers.

Resend an invitation

Open the user (or teacher) row.
Click Resend invite. Cooldown enforces one resend per minute.

[SCREENSHOT: admin-invitations-resend] Administration → Users with a pending row open and the Resend invite button visible alongside the cooldown indicator.

Revoke an invitation

If you invited the wrong email, open the row and click Revoke. The link stops working immediately.

Tips & best practices

Invite a small test cohort first; verify the email arrives at your district before sending dozens.
Pair invitation with SSO setup so the user signs in once with their district account rather than maintaining a second password.

Common mistakes

Inviting using a personal email address — once a staff member leaves, the inbox is gone.
Forgetting to revoke pending invites for staff who never started — open invites count against your seat plan in some flows.

FAQ

How long is the invitation link valid? 7 days. Past that, resend it.

Can users self-register? No. Account creation is invitation-only or via verified-domain SSO with JIT provisioning.

Import history

Navigation: Administration → Imports → History

At a glance

Who uses it: Admins reviewing what CSV imports landed and when.
When to use it: After an import to verify counts; during troubleshooting; for compliance evidence.
Permissions required: Administrator.
Navigation path: Administration → Imports → History.

Purpose

Every CSV import (teachers, students, student assignments, staff) creates a batch record. Import history is the per-batch ledger — who ran the import, when, what file, how many rows created vs. updated, and the per-row outcome.

What a batch row shows

Type — teacher / student / student assignment / staff.
Run by — the admin who confirmed the import.
Timestamp.
File name — the original CSV filename.
Counts — new rows created, existing rows updated, rows skipped (errors).
Status — Success, Partial, Failed.
Detail — expandable per-row outcomes.

[SCREENSHOT: admin-imports-history-list] Administration → Imports → History with three batches listed (two Success, one Partial) and the Partial row expanded showing per-row outcomes.

Step-by-step

Review a batch

Administration → Imports → History.
Click a batch row.
Read the per-row outcomes. Filter by Errors to see only the failures.

Re-run with corrections

Download the original CSV from the batch (the link sits next to the file name).
Correct the errored rows in your spreadsheet.
Re-upload from the relevant import page. Re-runs are idempotent: existing rows update, not duplicate.

Pagination

History shows newest-first with pagination controls at the bottom. Use Previous and Next to navigate; the "Showing X of Y" indicator tracks your position.

Tips & best practices

After a large import, scan the Partial batches first — that's where the data quality issues live.
Save a copy of the corrected CSV in your district drive alongside the batch ID for audit purposes.

Common mistakes

Treating an "Updated" count as a problem — re-imports normally update existing rows, that's the point.
Re-running a failed import without correcting the file — the same rows fail the same way.

FAQ

Can I revert an import? There is no one-click revert. For accidental imports, contact support@amplifyed.app with the batch ID — they can scope a targeted rollback.

How long is import history kept? Indefinitely — it's part of the audit log.

Procurement & Compliance

For IT, legal, and district decision makers.

FERPA overview (procurement)

At a glance

Who uses it: District IT, legal, and DPO reviewers vetting AmplifyED.
Purpose: Procurement-ready summary of how AmplifyED supports FERPA obligations.

Summary

AmplifyED is a FERPA-conscious academic coaching workspace. Schools and districts remain the data controllers for student education records; AmplifyED is the processor. Our platform is designed so the school can demonstrate the access controls, audit trail, and retention behavior FERPA expects.

Designed for FERPA

Role-based access: District admin, school admin, facilitator, teacher — each scoped to the records they need. Multi-tenant isolation is enforced at the database level using Postgres row-level security on organization_id.
Need-to-know visibility: Teachers see only their own students; facilitators see only their assigned caseload; admins see only their own school.
Audit logging: Every sensitive action — role change, record access, export, login failure — is recorded with actor, timestamp, IP, and user agent. See Audit logging.
Configurable retention: Each org sets case retention in years (1–25). See Data retention & deletion.
Customer-controlled exports: One-click FERPA-formatted student dossier exports (PDF + CSV in a ZIP). See Data ownership & exports.

What the school remains responsible for

FERPA places obligations on the educational institution that no vendor can take over:

Granting access only to staff with a legitimate educational interest.
Notifying parents of their rights under FERPA.
Handling parent requests for inspection and amendment of records.
Maintaining the institution's record of disclosures.

AmplifyED gives you the tooling (roles, audit log, exports) to do these things consistently — it cannot perform them on the school's behalf.

Subprocessors

A current list of subprocessors is maintained at Subprocessors. Changes are announced in advance.

Data location

Production data is hosted in the United States. We do not transfer student education records outside the US.

AI and student data

If your district opts in to AI features, no student data is used to train any underlying model. See AI & student data.

FAQ

Can we sign a Data Privacy Agreement (DPA)? Yes. Email security@amplifyed.app to request the current DPA or to submit a district-specific addendum.

Are you SDPC / NDPA signatories? We support the National Data Privacy Agreement (NDPA) framework. Contact us for the current signed exhibit.

Security overview

At a glance

Who uses it: District IT and security reviewers.
Purpose: One-page summary of AmplifyED's security posture for procurement.

Hosting & data location

US-based managed cloud hosting.
Single-tenant database with multi-tenant logical isolation enforced via Postgres row-level security on organization_id.
No student data is transferred outside the United States.

Encryption

In transit: TLS 1.2+ on all surfaces; HSTS enabled.
At rest: AES-256 at the storage layer for the primary database and object storage.
Application-level encryption: Sensitive integration credentials (LMS access tokens, SAML signing material) are application-encrypted on top of database-level encryption.

See Data encryption.

Authentication

Email + password with bcrypt hashing.
Google and Microsoft sign-in (OIDC).
SAML 2.0 SSO (Okta, OneLogin, ADFS, generic IdP).
Failed-login protection: account lockout after 3 consecutive failures.
All session tokens are HTTP-only and rotated on sign-in.

See Identity & SSO.

Authorization

Triple-gated access control: Postgres RLS + server-side middleware + application assertion helpers. Every server function verifies the caller's organization_id membership.
Role hierarchy: super admin / district admin / school admin / facilitator / teacher.
No client-side role checks — every authorization decision is enforced server-side.

Audit logging

Every sensitive action is recorded with actor, action, target, timestamp, IP, user agent, and structured metadata. Searchable and exportable by school and district admins. See Audit logging.

Vulnerability disclosure

We accept good-faith security reports at security@amplifyed.app. See Vulnerability reporting.

Compliance

FERPA-conscious by design (see FERPA overview).
SOC 2 Type II — in progress. Status available on request under NDA.
Subprocessor list maintained publicly at Subprocessors.

Backups & continuity

Database backups: daily full + continuous WAL with 30-day point-in-time recovery.
Object storage: cross-region replication.
RPO: 1 hour. RTO target: 4 hours for full platform.

Incident response

24-hour notification for security incidents affecting customer data. See Incident response.

FAQ

Can we get a penetration test report? Yes, under NDA. Email security@amplifyed.app.

Do you support customer-managed encryption keys? Not at this time. All keys are managed by AmplifyED's KMS.

Audit logging

Navigation: Administration → Audit log

At a glance

Who uses it: Admins responding to FERPA inquiries, security teams reviewing user activity, district leadership exporting evidence.
When to use it: During access reviews, after a suspected incident, or as part of a periodic FERPA audit.
Permissions required: School admin (own school) or district admin (all schools in district). Super admins have cross-org visibility but are filtered out of customer-facing lists.
Navigation path: Administration → Audit log.

Purpose

The audit log is the immutable record of who did what, where, and when across AmplifyED. It is the evidence base for FERPA compliance, incident investigation, and access reviews.

What is logged

Every sensitive action, including:

Identity: sign-in, sign-in failure, password reset, role change, user invite, user deactivate.
Records: student record view, student record export, FERPA dossier generation, student merge.
Cases: case created, status changed, follow-up set, note added, case message posted.
Administration: branding update, intake form publish/unpublish, attention rule upsert, assignment rule upsert.
Imports: every CSV import batch (teacher, student-assignment, staff).
Integrations: LMS connect/disconnect, SSO domain verification.

What is captured per event

Timestamp (UTC, displayed in your org's time zone).
Actor (user ID, name, email).
Actor context (IP address, user agent).
Action (canonical action name).
Target entity (org, school, student, case, note).
Structured JSON metadata (before/after where applicable).

[SCREENSHOT: admin-audit-log-list] Administration → Audit log with filters set to a specific user and the last 30 days; one expanded row shows the JSON metadata pane.

Step-by-step

Search the log

Administration → Audit log.
Filter by date range, actor, action type, or target entity.
Click a row to see the full metadata.

Export

Apply your filter.
Click Export CSV. Up to 10,000 rows export per file. Narrow your filter if you exceed that.

Retention

Audit log entries are retained for 7 years, independent of the case retention setting. This is to support FERPA recordkeeping and to outlast typical incident-investigation timelines.

Tips & best practices

Run a quarterly review filtering on role_change and user_invite actions.
Pair audit exports with your district's records-retention schedule so evidence is preserved in your own systems too.
Use the actor filter when investigating a specific complaint.

FAQ

Can audit entries be deleted? No — the log is append-only. Records that contain incidentally sensitive content can be redacted (body cleared, entry preserved) only by super-admin escalation.

Are super-admin actions logged? Yes. Super-admin (AmplifyED platform staff) actions are recorded in the global audit log and visible to district admins on the audited org.

Data ownership & exports

Navigation: Students → (open a student) → Export record

At a glance

Who uses it: Districts answering parent inspection requests, exiting AmplifyED, or building their own data warehouse.
Purpose: Establish that the school/district owns its data and document the export paths.

Ownership

Schools and districts own all data they enter into AmplifyED, including student records, cases, notes, intake submissions, and audit logs. AmplifyED is the processor, not the owner. Our processing rights are limited to operating the service.

What you can export

Per-student FERPA dossier (one-click)

Generate a comprehensive student record export at any time:

A consolidated PDF cover document with case timeline.
CSVs for every note, case, status change, and intervention.
All packaged as a single ZIP, FERPA-formatted with required headers.

How to run it: Students → open a student → Export record.

Scheduled exports

Set up weekly or monthly CSV/PDF reports that are emailed automatically to designated recipients. Common targets: case-load summaries, intervention trends, attention rule activity.

How to configure: Reports → Scheduled exports → New.

On-demand reports

Any report in the Reports section can be exported to CSV from its filter bar.

Audit log export

Admins can export filtered audit-log entries to CSV — up to 10,000 rows per export.

Bulk export at offboarding

When a district terminates the relationship, AmplifyED provides a full data export package within the grace period of the contract. The package includes every student, case, note, intake submission, and audit entry.

Step-by-step: parent inspection request

Locate the student in Students.
Click Export record.
Open the resulting ZIP; review the PDF and CSVs.
Redact any third-party PII if your district's process requires it before sharing with the parent.

[SCREENSHOT: student-export-dossier-button] Students → open student profile with the Export record button highlighted in the header.

FAQ

Is there a charge for exports? No. Exports are an unlimited capability on every plan.

Can we get exports in JSON? The dossier ZIP includes CSVs. JSON-shaped exports can be added for a specific integration during onboarding scoping.

Data retention & deletion

Navigation: Administration → Organization → Case retention

At a glance

Who uses it: Districts aligning AmplifyED with their records-retention schedule.
Purpose: Document the configurable retention policy and the deletion paths.

Configurable retention

Each organization sets Case retention (years) under Administration → Organization. The valid range is 1 to 25 years. The default for a new org is 7 years.

Retention applies to closed cases. Active cases are retained indefinitely while open.

How retention deletion works

A scheduled job evaluates closed cases against the retention window.
Cases past the window are flagged, then hard-deleted along with their notes, follow-ups, and messages.
The deletion event itself is audit-logged (the case ID and deletion timestamp remain in the audit log even after the case record is gone).
Audit log entries are retained for 7 years independent of case retention.

On-demand deletion

Student record deletion

When a student leaves the district and your records schedule says delete:

Students → open student → Delete (admin only).
Confirm. The student, every case attached to them, and every note on those cases are deleted.
The deletion is audit-logged.

Case redaction

If a specific note contains content that should not be in the record, an admin can redact it. The note's body is cleared; the note's existence and authorship remain in the audit log.

Customer offboarding

When a district terminates the AmplifyED relationship:

A bulk export package is delivered during the grace period.
After the grace period, all customer data enters retention deletion per the org's configured policy or per the termination addendum, whichever is shorter.
Backups roll off within 30 days of primary deletion.

Step-by-step: change your retention window

Administration → Organization.
Edit Case retention (years).
Click Save. The change is audit-logged.

[SCREENSHOT: admin-org-retention-field] Administration → Organization with the Case retention field highlighted, showing the 1–25 year selector.

Tips & best practices

Align the value with your district's official records-retention schedule, not your IT default.
Shortening retention does not retroactively delete in-window cases — it only changes when future cases will be deleted.

FAQ

Do backups respect retention deletion? Yes. Backups roll off within 30 days, so customer data is fully removed from primary storage and backups within that window after the deletion event.

Can we suspend retention deletion for an investigation (legal hold)? Yes. Email security@amplifyed.app to place a legal hold on a specific org, school, or student. Retention deletion is paused for the affected records until the hold is lifted.

AI & student data

At a glance

Who uses it: District IT, legal, and DPO reviewers evaluating AmplifyED's AI features for student data exposure.
Purpose: Plain-language procurement summary of how AI handles student data — and how your district can opt out.

Summary

AmplifyED uses AI to draft notes, generate case summaries, and propose action plans. AI is opt-in feature surfacing — every AI output is a draft until a human accepts it, and every core workflow works without AI.

Data flow

A facilitator requests an AI draft or summary inside a case.
The relevant case text is sent to AmplifyED's managed AI gateway over TLS.
The gateway calls the underlying model (Google Gemini 3 Flash Preview) in a US region.
The model returns a draft. The draft sits in the UI until the facilitator accepts it.
If accepted, the draft becomes a normal note (visibility rules apply). If discarded, no AI output is retained.

What we do not do

No model training. Customer student data is never used to train the underlying AI model. This is contractually enforced with the AI provider.
No long-term storage at the model. Inputs and outputs are not retained by the model provider beyond the transient processing window required to return a response.
No external sharing. AI requests are not visible to other customers, to AmplifyED platform staff (outside of redacted, aggregated telemetry), or to third parties.
No auto-application to records. AI never writes to the case record without a human accept.

Opting out

A district can disable AI org-wide by contacting your account manager. The platform retains every non-AI capability. If your district opts in later, no historical data is reprocessed — AI begins applying only to new requests.

Audit posture

The acceptance of an AI draft is audit-logged (note_added with metadata indicating AI origin).
Discarded drafts are not retained.
Aggregated, non-PII usage telemetry powers the monthly usage display on Administration → Billing.

FAQ

Can we limit AI to certain roles? AI today is gated by plan, not by role. We are scoping role-level controls for a future release; contact your account manager to influence priority.

Is there a way to test AI on synthetic data first? Yes. We recommend running a 2-week pilot in a non-production org seeded with synthetic students before enabling AI on the live tenant.

Identity & SSO (procurement)

At a glance

Who uses it: District IT and identity team reviewing AmplifyED for procurement.
Purpose: Summarize supported identity options, MFA posture, and provisioning behavior.

Supported

OIDC — Google Workspace, Microsoft Entra ID.
SAML 2.0 — Okta, OneLogin, ADFS, generic IdP.
Email + password — bcrypt-hashed, with account lockout after 3 failed attempts.

Domain verification

Districts add their email domains and verify ownership via a DNS TXT record (_amplifyed-verify.<domain>). Once verified:

Sign-ins from that domain are routed to the configured IdP.
Just-in-time provisioning creates user records using the domain's default_sso_role.

Just-in-time provisioning

New users who sign in via a verified domain are provisioned automatically with the default_sso_role for that domain (typically teacher or facilitator). Admin-level roles are never auto-granted via JIT — they require explicit assignment by an existing org admin (or, for cross-org changes, super-admin approval).

SCIM

SCIM 2.0 deprovisioning is on the roadmap. Today, deprovisioning happens via IdP-driven session invalidation (sessions terminate within minutes of IdP logout/disable) and via direct admin deactivation in Administration → Users.

MFA

MFA is enforced by your IdP — AmplifyED honors whatever MFA policy your IdP requires (TOTP, push, hardware keys, conditional access). For email + password sign-in, MFA is on the roadmap; districts requiring MFA today should enable SSO.

Session security

HTTP-only session cookies.
Tokens rotate on sign-in.
Configurable session length per org (default: 12 hours).
Idle timeout (default: 30 minutes) with re-authentication prompt.

Brute-force protection

After 3 consecutive failed sign-ins, the account is locked for a cooldown period. Lockouts are recorded in the audit log. Admins can clear a lockout manually if needed.

FAQ

Do you support custom claims in SAML / OIDC? Yes — claims can be mapped to AmplifyED roles during onboarding.

Can we lock sign-in to our IdP only? Yes. Once a domain is verified and SSO is enforced, email + password sign-in is blocked for that domain.

Subprocessors

At a glance

Who uses it: District IT and DPO reviewers maintaining their subprocessor inventory.
Purpose: Current list of subprocessors AmplifyED uses to deliver the service.

How we use subprocessors

A subprocessor is any third party that processes customer data on our behalf. We use subprocessors to host infrastructure, send transactional email, process payments, and deliver optional AI features. Each subprocessor is contracted under a data processing agreement that limits use of customer data to providing the contracted service.

Current subprocessors

Vendor	Purpose	Data processed	Location
Supabase (managed Postgres)	Primary database & auth	All customer data	US
Cloudflare	CDN, edge compute, DDoS protection	TLS-terminated traffic	Global edge; US origin
Resend (or equivalent)	Transactional email delivery	Recipient address + email content	US
Stripe	Payment processing for subscriptions	Billing email, payer name, card metadata (no card numbers handled by AmplifyED)	US
Lovable AI Gateway → Google Gemini	Optional AI drafts and summaries	Case text submitted to AI features	US

A signed copy of the current subprocessor list is available under NDA via security@amplifyed.app.

Changes

We announce subprocessor additions or replacements at least 30 days in advance by email to the billing contact on file. Existing customers may object before the change takes effect.

FAQ

Can we restrict which subprocessors process our data? The infrastructure subprocessors (Supabase, Cloudflare, email, payments) are required to operate the service. The AI subprocessor is optional and can be disabled per organization.

Where can I find your current signed subprocessor list? Email security@amplifyed.app to request the current PDF under NDA.

Procurement FAQ

At a glance

Who uses it: Procurement, legal, IT security, and DPO reviewers.
Purpose: Fast answers to the most common procurement questions in one page, with links to the detailed articles.

Compliance & data

Is AmplifyED FERPA-conscious? Yes — see FERPA overview. The school remains the data controller; AmplifyED is the processor.

Where is data hosted? Production data is hosted in the United States. No student data is transferred outside the US.

Will you sign a Data Privacy Agreement (DPA / NDPA)? Yes. Email security@amplifyed.app for the current signed templates.

Who are your subprocessors? See Subprocessors. 30-day advance notice on changes.

Do you support customer-managed encryption keys (BYOK)? Not today. All keys are managed by AmplifyED's KMS.

Authentication & access

Do you support SSO? Yes — Google Workspace, Microsoft Entra ID, Okta, OneLogin, ADFS, and generic SAML 2.0. See Identity & SSO.

Do you support SCIM provisioning? SCIM 2.0 is on the roadmap. Today: JIT provisioning on verified domains plus direct admin deactivation.

Do you support MFA? MFA is enforced by your IdP for SSO sign-ins. Native MFA for email + password is on the roadmap.

How are sessions secured? HTTP-only cookies, tokens rotate on sign-in, configurable session length, idle timeout, account lockout after 3 failed sign-ins.

Security & audit

Do you have an audit log? Yes — every sensitive action is recorded with actor, timestamp, IP, user agent. Retained 7 years. See Audit logging.

Do you have SOC 2? SOC 2 Type II is in progress; status available under NDA.

Where do I report a vulnerability? security@amplifyed.app — see Vulnerability reporting.

Do you have an incident response process with notification SLAs? Yes — 24-hour customer notification for incidents affecting customer data. See Incident response.

AI

Do you use AI? With student data? AI features are opt-in. When opted in, case text is sent to a managed AI gateway (US region, Google Gemini 3 Flash Preview). No customer data is used to train the underlying model. Every AI output is a draft until a human accepts it. See AI & student data.

Data ownership & exit

Do we own our data? Yes. See Data ownership & exports.

Can we export everything if we leave? Yes — a bulk export package is delivered during the grace period of the contract. Retention deletion follows your configured policy or the termination addendum, whichever is shorter. See Data retention & deletion.

Pricing & contracting

How is pricing structured? Per-school subscription with optional add-ons for additional students-receiving-support, teacher portal seats, facilitator seats, and AI drafts. Annual plans include a multi-month discount. See Billing & plans.

Do you accept purchase orders? Yes, on annual plans. Contact billing@amplifyed.app.

Releases & What's New

Changelog of new features and fixes.

Help Center launched (June 2026)

What's new

The AmplifyED Help Center is live at /help.

New

Public, searchable knowledge base with role-based quick-start guides.
Printable full guide for offline reading.
/help/llms-full.txt and /help/index.json for NotebookLM and AI assistants.
Contextual help icons across the product (rolling out gradually).
Dedicated Procurement & Compliance section.
Glossary for consistent terminology.

Fixes

None this release — content-only update.

Coming next

Embedded video walkthroughs for each quick-start.
Translated content (Spanish first).
In-app (?) icons on every major screen.

Terminology cleanup (June 2026)

What changed

We standardized terminology across the platform so the same word never means two different things.

Old label	New label	Where you'll see it
Primary teacher (students)	Classroom teacher	Students list & detail, intake forms
Reporting teacher (cases)	Classroom teacher	Case detail
Assigned teachers (students)	Portal access	Students list
Assign teacher(s) (bulk)	Grant portal access	Students bulk bar
Assignee (cases list, filter)	Facilitator	Cases list, filter, group-by
Assign (cases bulk)	Assign facilitator	Cases bulk bar
Request student assignment	Request portal access	Teacher Portal sidebar
Faculty name / Faculty email	Your name / Your email	Public staff intake form
Faculty & staff referral	Staff referral	Public staff intake form heading

What did NOT change

Database columns, server functions, CSV column names, and API payloads are unchanged — only display labels were updated.
Role names (admin, facilitator, teacher, district-admin) are unchanged.
Existing saved views, filters, and CSV exports continue to work; only the human-readable column names in new exports use the new labels.

Why

See the updated Glossary for the full "Teacher vs Classroom teacher vs Portal access vs Facilitator" reference table.

Getting Started

Administrator Quick Start

Purpose

Who uses it

Step-by-step

1. Create your organization

2. Configure SSO (optional, recommended)

3. Add facilitators

4. Add teachers

5. Configure attention rules

6. Import or create students

7. Configure intake forms

8. Test the referral workflow

9. Review reports

10. Go live

FAQ

Troubleshooting

Related

What is AmplifyED?

Purpose

Who uses it

The big idea

How the pieces fit together

Roles in one minute

What AmplifyED is NOT

Next steps

FAQ

Roles & permissions

Purpose

Role summary

Permission matrix

Changing a user's role

FAQ

Related

Your first login

Purpose

Who uses it

Steps

Forgot your password later?

FAQ

Related

Navigating AmplifyED

At a glance

The home screen depends on your role

Primary navigation

Search

The notification bell

Switching organizations or roles

Help & support

Related articles

FAQ

Understanding cases

At a glance

What a case is

How a case starts

How a case progresses

Who sees what on a case

How a case ends

Related articles

FAQ

Glossary

Purpose

Terms

"Teacher" vs "Facilitator" — quick reference

Student Management

FERPA student record exports

Purpose

When to use it

What's included

Steps

FAQ

Related

Student records

At a glance

Purpose

Fields

Tabs on the student profile

Step-by-step

Edit identity fields

Add an alias