Managing School Access

You don't have to run your Scholaright school all on your own. You can invite other admins or teachers to help out, and invite parents to view grades for their students. This article covers inviting people, managing their roles, and removing them.

Roles Overview

Getting to Manage School Access

1. In desktop view, click the gear icon in the upper right corner.
2. Choose Manage School Access.

Inviting a Teacher or Admin

1. Click or tap Invite Teacher or Admin.
2. Enter the person's email address.
3. Select their role (Teacher or Admin).
4. Tap Send Invitation.

The person will receive an email with a link to accept the invitation and create their account (or log in if they already have one).

Inviting a Parent

When you invite a parent, you can link them to their student(s) at the same time.

1. Click or tap Invite Parent.
2. Enter the parent's email address.
3. Select one or more students to link them to. You can search by name.
4. Tap Send Invitation.

Tip: Pending invitations are listed separately. You can see their status as pending or expired.

Linking a Parent to Students

If you need to add or change which students a parent can see after they've already joined:

1. Go to the Parents & Guardians tab.
2. Find the parent in the list.
3. Tap the add/edit students button next to their name.
4. Use the search box to find students and check the ones to link.
5. Save.

Removing a Team Member

1. Find the member in the list (use the Teachers & Admins or Parents & Guardians tab as appropriate).
2. Tap the remove button next to their name.
3. Confirm the removal.

Removing a team member revokes their access to the school. It does not delete their Scholaright account.

Plan Limits

• Standard Family plan: up to 2 team members (admins and teachers combined). Parents are not counted toward this limit.
• Group plan: up to 25 team members (admins and teachers combined). Parents are not counted toward this limit.

If you've reached your plan's limit, a notice will appear when you try to invite someone. You can upgrade from Subscription Settings.

Frequently Asked Questions

Can a person be on more than one school?

Yes. A user can be a member of multiple schools, each with their own role. Someone might be a parent in your school and an admin in another.

What happens to invitations that aren't accepted?

Invitations expire after a set period and will show as "expired" in the pending list. You can re-invite the person at any time.

Can I change someone's role after they've joined?

Yes, for admins and teachers. Find the member on the Teachers & Admins tab and tap Change Role to switch them between Admin and Teacher. Parents cannot have their role changed; remove and re-invite them if needed.

Managing Parents on Group Plans

The Group plan is designed for co-ops, umbrella schools, and other organizations with multiple families. This article explains how parent access works in a group context, including coverage, limits, and multi-school scenarios.

How Parent Access Works

Parents are invited to a school with the Parent role. Once they accept, they can log in and view grades and progress for their linked students only. Parents are automatically redirected to the Student Progress Dashboard when they sign in and do not see the full admin dashboard.

Inviting Parents (Group Plan)

1. Go to your school and open Manage School Access.
2. Tap Invite Parent.
3. Enter the parent's email address.
4. Select one or more students to link to this parent.
5. Tap Send Invitation.

Group plan limit: Up to 25 team members (admins and teachers combined) per school. Parents are not counted toward this limit and can be added without restriction.

Linking Multiple Students to One Parent

A parent can be linked to more than one student, which is useful for families with multiple enrolled children.

After the parent has joined, go to the Parents & Guardians tab and find their entry. Use the add/edit students button to add or remove linked students. Changes take effect immediately.

Parent Experience

When a parent logs into Scholaright, they see:

• A Grades view for each of their linked students
• Course grades, assignment scores, and progress
• Transcripts

Parents cannot create or edit courses, assignments, grades, or student records.

Multi-School Scenarios

On a Group plan, an admin can manage multiple schools. Parents are always tied to a specific school and need a separate invitation for each school where their child is enrolled.

If a student is dual-enrolled across two schools, the parent needs to be invited to both schools to see records from both.

Subscription Coverage and Downgrading

When a Group plan is downgraded to Standard Family, extra schools are deactivated and become read-only. Parent accounts linked to deactivated schools will lose access to those schools. The parent's account itself is not deleted and they retain access to any other schools they're still members of.

If you need to reactivate a deactivated school, upgrade back to the Group plan.

Removing a Parent

1. Go to Manage School Access and open the Parents & Guardians tab.
2. Find the parent and tap the remove button.
3. Confirm.

This removes their access to the school. It does not affect their linked students' records.

Scholaright Verify: Sharing and Verifying Transcripts

Scholaright Verify lets you share official transcripts with colleges, employers, or other institutions in a way that can be independently confirmed as authentic and unmodified.

How It Works

When you generate a shareable transcript link, Scholaright creates a unique Document ID and records a cryptographic hash (a unique signature that verifies the integrity of data) of the transcript content. Anyone who receives the link can follow it to confirm:

• The transcript is valid (not revoked or expired)
• The document hasn't been altered since it was issued
• Which student (by initials) and school it belongs to

This gives institutions a trustworthy way to check a transcript without needing to contact you directly.

Creating a Shareable Transcript Link

1. Go to Students and open the student's profile.
2. In the Transcript Shares panel, tap Create Share Link.
3. Optionally set an expiration date if you want the link to stop working after a certain date.
4. Copy the link or share it directly.

The share link is unique to that transcript generation. You can create multiple links for different purposes (e.g., one for a college application, one for a scholarship).

Managing Active Share Links

In the student's profile under Transcript Shares, you can see all active and past share links, including:

• Date created
• Expiration date (if set)
• Whether the link has been revoked

To revoke a link at any time, tap Revoke next to it. The link will immediately stop working and show as "Revoked" if anyone tries to verify it.

What the Recipient Sees

When someone visits a verify link, they see:

• Valid / Expired / Revoked status (clearly color-coded)
• Student initials and school name
• Issue date and expiration date (if applicable)
• A transcript hash they can cross-reference with the PDF you shared

The verification page does not require the recipient to have a Scholaright account.

Verification Statuses

Tips

• Share the verify URL alongside the PDF transcript, not instead of it. The recipient reads the PDF; the verify link proves it's genuine.
• If a student's grades are updated after a link is created, the original share link reflects the transcript as it was at the time of sharing. Generate a new share link for the updated version.
• You don't need to set an expiration date. Links without one remain valid until revoked.

See also: Creating Transcripts

Setting Up a School, Courses, and Grades

This article walks through the core record-keeping setup in Scholaright: creating your school, structuring your academic year, building out courses, and getting students enrolled.

Step 1: Create Your School

When you first sign up, you'll be prompted to create a school. You can also add schools later from the dashboard.

1. From the dashboard, tap + Add School (or use the setup wizard if it appears on first login).
2. Enter your school name and optional description.
3. Save.

Your school is now the container for everything else: academic years, students, courses, and team members.

Step 2: Set Up an Academic Year

Academic years organize your records by school year (e.g., 2024–2025).

1. Open your school and go to Academic Years.
2. Tap Create Academic Year.
3. Enter a label (e.g., "2024–2025") and set the start and end dates.
4. Save.

You'll select an active academic year at the top of the app. All courses, grades, and reports are filtered by the selected year.

Step 3: Add Terms (Optional)

Terms let you divide the academic year into quarters, semesters, or trimesters. This is useful for quarterly reports and tracking progress across shorter periods.

1. Inside your academic year, tap Add Term.
2. Name the term (e.g., "Q1", "Fall Semester") and set its date range.
3. Repeat for each term.

Step 4: Add Students

1. Go to Students from the sidebar.
2. Tap Add Student.
3. Fill in first name, last name, grade level, and any other details.
4. Save.

Students can be enrolled in courses once the courses exist.

Step 5: Create Courses

1. Open your school's detail page or go to the course list.
2. Tap Add Course.
3. Fill in: course title, credits, grade level, course type, term, and pass/fail toggle if applicable.
4. Save.

Tip: You can clone a course from a previous year using Clone Course. This copies the course structure but not the grades.

Step 6: Enroll Students in Courses

1. Open a course.
2. Tap Enroll Students.
3. Select the students to add to this course's roster.
4. Save.

Enrolled students will appear in the gradebook and in all grade-related views for that course.

Step 7: Configure Your Grading Scale

Scholaright uses your school's GPA rules to calculate letter grades and GPA.

1. Go to School Settings (the edit/settings option on your school).
2. Find the Grading Scale or GPA Rules section.
3. Add rows defining each letter grade, its percentage range, and its GPA value.

Once configured, letter grades and GPA values appear automatically throughout the gradebook and on transcripts.

You're Set Up

With a school, academic year, students, and courses in place, you're ready to record grades, generate reports, and use all of Scholaright's other features. See also: Using Grading Tools, Grade Reports, and Creating Transcripts.

Using Grading Tools

Scholaright offers three complementary ways to work with grades. Each is suited to a different style or context. Choose the one that fits how you teach. All grades are saved the same regardless of how you enter them.

The Gradebook

The Gradebook gives you a spreadsheet-style view of all courses and students for the selected academic year. It's the fastest way to enter or review many grades at once.

Getting there: Tap Gradebook in the sidebar under Grades.

What you see

Each course appears as a section with a column for each assignment and a row for each enrolled student. Letter grades are shown alongside raw scores based on your school's grading scale.

Entering grades

1. Tap a score cell.
2. Type the score (e.g., 87 for 87 out of the assignment's max score).
3. Press Enter/Return to save and jump to the next cell.

Grades save automatically after a short delay. A brief "saved" indicator confirms the save.

Filtering

• Use the student filter to search for a specific student by name.
• Use the course filter to show only selected courses, helpful in large schools.

Adding assignments from the Gradebook

Tap + Add Assignment on a course header to create a new assignment without leaving the Gradebook.

Assignments View

The Assignments View is course-centric: you work with one course at a time, seeing all assignments and the details of each.

Getting there: Go to Courses → open a course → click on an assignment.

What you see

• A list of all assignments for the course, with type (homework, test, project, milestone, etc.), max score, and date.
• Tap any assignment to open the Assignment Details page.

Assignment Details

The details page shows all students' scores for an assignment, plus a score change audit log. Every change is recorded with the old value, new value, timestamp, and any comment the teacher added. Old scores are shown in red, new scores in green.

Assignment types

Types don't affect grade calculation but let you filter assignments and give context in reports.

Progress Dashboard

The Progress Dashboard (also called the Grades page) gives a per-student view of overall standing across all courses in the current year.

Getting there: Tap Grades in the sidebar and tap the selected student's name to view a different student. Parents are taken directly here on login.

What you see

• Each enrolled course, its current grade percentage and letter grade
• A student selector dropdown (admins and teachers) or a fixed student view (parents)
• Overall GPA for the selected student

For parents

Parents see this view by default when they log in. They see grades for their linked students only. Editing controls are not shown.

Which Tool Should I Use?

Journaling

The Journal in Scholaright is a shared log for your school. A place to record daily notes, observations, field trips, lesson summaries, or anything else worth documenting for your records.

Getting There

Tap Journal in the sidebar. The journal is scoped to the currently selected school and academic year.

Creating a Journal Entry

1. Tap + New Entry (or the plus button).
2. Set the entry date using the date picker.
3. Write your entry in the rich text editor.
4. Save.

Entries are saved per author, so if multiple teachers are contributing, each entry shows who wrote it.

Rich Text Formatting

The journal editor supports bold, italic, underline, strikethrough, bulleted and numbered lists, links, and @mentions for students and courses. Use the toolbar above the text area to apply formatting.

Mentioning Students and Courses

Type @ anywhere in an entry to trigger a mention dropdown. You can search for students by first or last name, or courses by title. Selecting a mention links that entry to the student or course in your records, making it easier to filter and find relevant journal entries later.

Use arrow keys to navigate the suggestion list, then press Enter to insert the mention.

Editing and Deleting Entries

• Tap the edit (pencil) icon on any entry to update it.
• Tap the delete (trash) icon to remove an entry permanently.

Only admins and teachers can create, edit, or delete entries.

Printing the Journal

Tap the Print button (printer icon) to open a print-ready view of your journal entries. Use your browser's print dialog to print or save as PDF.

Tips for Effective Journaling

• Use it for compliance. Many states require homeschool families to keep an instructional log. The journal with dated entries and course/student mentions provides a clear, searchable record.
• Log field trips and activities. Entries don't have to be about formal lessons. Trips to museums, library visits, or community service all count as instructional activities worth noting.
• Add a quick note after each day. Even one or two sentences per day creates a rich record over the course of a year.

Attendance Tracking and Printing

Scholaright's attendance tool lets you record daily presence for all students in your school, navigate back through past months, and print attendance records for compliance or reporting.

Getting There

Tap Attendance in the sidebar. Attendance is scoped to the currently selected school and academic year.

Taking Attendance

The attendance page shows a calendar grid for the current month, with a row for each student.

1. Select the date you want to record (tap the day on the calendar, or use the navigation arrows to move between months).
2. For each student, tap the attendance cell to toggle between Present and Absent.
3. Alternatively, tap the checkboxes at the top of a day to mark all students present for that day, or to the right of a week to mark a single student present for the whole week.

Changes save automatically. There's no separate save button.

Note: The attendance calendar is constrained to your selected academic year's start and end dates. If you need to adjust the available date range, go to Academic Years, click the gear icon next to the relevant year, update the start and end dates, and save.

Viewing Past Attendance

Use the navigation arrows on either side of the month to move backward or forward within the academic year. The calendar shows the saved attendance record for each day.

Printing Attendance Records

Tap Print Attendance Report to open the report selection page. From there, you can filter by date range and choose which students to include. Tap the Print Attendance Report button to open the printable view, then use your browser's print dialog to save as PDF or send to a printer.

Tips

• Record attendance consistently. Many states require a minimum number of instructional days per year. Regular records make it straightforward to demonstrate compliance.
• Use the journal alongside attendance. If a student was absent from formal schoolwork but participated in a field trip or family activity that still counts as instructional time, note it in the Journal with a date-matched entry.

Graduation Requirements and Tracking

Scholaright lets you define graduation requirements for your school and track each student's progress toward meeting them. This is especially valuable for high school students working toward a diploma.

Setting Up Graduation Requirements

Graduation requirements are optional and configured per school.

1. Go to your school's settings (Edit School or the settings option on the school detail page).
2. Find the Graduation Requirements section.
3. Configure your requirements.

You can set your own custom requirements or choose a template based on your state or province. Most states do not have specific graduation requirements for homeschoolers, but templates based on public school standards are provided for reference. Be sure to check with your state or province for the latest regulations, and check with target colleges if your student has specific schools in mind.

How Credits Are Counted

Only courses assigned to high school grade levels (9–12) count toward graduation. Courses at other grade levels are excluded.

A credit is earned when the student has a passing grade (based on your grading scale), or for Pass/Fail courses, the course is marked as Passed. Ungraded courses do not count toward earned credits.

Viewing a Student's Graduation Readiness

1. Go to Students and open a student's profile.
2. Tap the Graduation Readiness button (chart/checklist icon).

The Graduation Readiness modal shows total credits earned vs. required, credits by core category, elective credits, and standardized test status. Each requirement shows a checkmark when met or an open circle when still in progress.

Instructional Hours per Course

Individual courses can track instructional hours for state compliance. When creating or editing a course, enter the number of instructional hours. These are visible on course details and can be included in reports.

Tips

• Set up requirements early. Even if your state doesn't require a specific framework, having requirements configured makes transcript generation and planning easier.
• Assign grade levels accurately. Courses must have the correct grade level (9, 10, 11, or 12) to count in the graduation tracker.
• Check readiness each year. Review a student's graduation readiness at the start and end of each academic year to make sure they're on track.

Dual Enrollment and Honors Courses

Scholaright supports weighted course types, including Honors, AP, and Dual Enrollment, so your transcripts and GPA calculations accurately reflect the rigor of advanced coursework.

Course Types

When creating or editing a course, expand Special Course Options and choose a Course Type:

The label appears on the transcript next to the course title.

GPA Weighting

Advanced courses can carry a GPA weight adjustment. For example, an Honors course might add +0.5 to the GPA value, and an AP or Dual Enrollment course might add +1.0.

To configure weighting per course, edit the course, find the GPA Weight Adjustment field, and enter a numeric value (e.g., 0.5 or 1.0). This value is added to the base GPA value when calculating weighted GPA on the transcript.

You can also set GPA Weight Defaults at the school level so all courses of a given type use the same adjustment automatically.

The transcript shows both weighted GPA and unweighted GPA.

Dual Enrollment Specifics

Dual enrollment courses are college courses where a student earns credit at both the high school level and from a college or university. In Scholaright:

• Set the course type to Dual Enrollment (DE).
• Enter the course title as it appears on the college transcript if applicable.
• Credits entered count toward high school graduation requirements and appear on the high school transcript.
• The DE label signals to college admissions that the course was college-level.

Student Honors and Awards

Beyond course-level distinctions, you can record student-level honors and awards like National Honor Society, valedictorian recognition, or academic achievement awards.

1. Open a student's profile.
2. Find the Honors section.
3. Add each honor with a title and the year it was received.

These honors appear in a dedicated section on the official transcript.

Standardized Tests

For college-bound students, you can record standardized test results (SAT, ACT, PSAT, etc.) on the student profile.

1. Open the student's profile.
2. Find the Standardized Tests section.
3. Add a test entry with the test name, date, and scores.

Test scores appear on the transcript and can satisfy the standardized test requirement if one is configured in your graduation requirements.

On the Transcript

The transcript automatically:

• Labels each course with its type (H, AP, DE, IB) when applicable
• Calculates weighted GPA using any GPA weight adjustments
• Shows both weighted and unweighted cumulative GPA
• Lists student honors in a separate section (you can toggle each honor on or off)
• Lists standardized test scores if recorded (you can toggle each test on or off)

Extracurricular Tracking

Scholaright lets you record extracurricular activities for each student, like sports, clubs, volunteer work, music, community involvement, and more. These activities appear on a co-curricular transcript that complements the academic transcript.

Getting There

Tap Extracurriculars in the sidebar. You'll see a section for each student in your school.

Adding Extracurricular Activities

1. Find the student on the Extracurriculars page.
2. Tap Add Extracurricular Activity.
3. Fill in the activity details:
   • Activity name (e.g., "Soccer", "Community Choir", "Volunteer — Food Bank")
   • Role or position (e.g., "Team Captain", "Member", "Lead Volunteer")
   • Start and end date for when they participated
   • Hours per week (if applicable)
   • Description: notes about achievements, leadership, or impact
4. Save.

Editing and Removing Activities

Each activity entry has edit and delete options. Use these to correct details or remove activities that were entered incorrectly.

Co-Curricular Transcript

The co-curricular transcript is a formatted document listing all of a student's recorded extracurricular activities, designed to accompany a college application or scholarship submission.

1. On the Extracurriculars page, find the student.
2. Tap the Print icon next to their name.
3. A formatted co-curricular transcript will open. Choose Print Transcript or download the PDF version.

You can also access this from within a student's profile.

Tips

• Track years and hours. Colleges and scholarship committees often look for sustained commitment, so noting the years of participation and approximate hours adds important context.
• Include leadership roles. If the student held any leadership position, make sure that's reflected in the role field.
• Don't overlook informal activities. Family responsibilities, self-directed projects, entrepreneurship, and caregiving can all count as meaningful extracurriculars in a homeschool context.
• Update annually. Review and update extracurricular records at the end of each academic year while details are fresh.
• Check with colleges you're interested in to see what kinds of activities they look for.

Quarterly and Detailed Grade Reports

Scholaright can generate two types of printable grade reports: a Quarterly Report (a concise summary per term) and a Detailed Grades Report (a thorough breakdown including individual assignments). Both are available as PDFs.

Quarterly Report

The Quarterly Report is a state-compliant summary (using the State of New York's template as the main reference) showing a student's course grades for a specific quarter or term. It's designed for submission to oversight organizations or for your own records.

What it includes

• Student name and grade level
• School name and academic year
• Course list with letter grades and percentages
• Total instructional hours for the period
• Quarter/term labels (e.g., Q1, Q2, Q3, Q4)

Generating a Quarterly Report

1. From the Dashboard, tap Print grade reports and choose Quarterly Report.
2. Select a student and the terms/quarters to include.
3. Tap Print Report.
4. Use Download PDF or Print Report from the formatted view.

Detailed Grades Report

The Detailed Grades Report goes deeper: it shows every assignment within each course, including individual scores and reading list entries if applicable. It's useful for portfolio reviews, evaluator meetings, or detailed record-keeping.

What it includes

• Everything in the Quarterly Report, plus:
• Each course broken down by individual assignments
• Assignment names, max scores, and earned scores
• Reading list entries attached to assignments (title, author, chapters, ISBN)
• Current GPA and quarter/term breakdown

Generating a Detailed Grade Report

1. From the Dashboard, tap Print grade reports and choose Detailed Grade Report.
2. Select a student and the terms/quarters to include.
3. Tap Generate Report, then download or print.

Reading Lists on Assignments

If your state or oversight organization requires a reading list, you can attach book and resource entries to individual assignments. These entries appear in the Detailed Grade Report.

1. Open an assignment from Courses.
2. Find the Reading List section.
3. Add each resource with title, author (optional), chapters (optional), and ISBN (optional).

Tips

• Generate quarterly reports at the end of each term while grades are finalized. You can regenerate them anytime, but having a saved PDF at the end of each quarter is good practice.
• Share reports with evaluators using the PDF download. Grade reports are for evaluator submissions; for official transcript sharing, see Creating Transcripts and Scholaright Verify.

Creating Transcripts

Scholaright generates professional official transcripts suitable for college applications, scholarship submissions, and program enrollment. This article covers how to generate a transcript, the available customization options, and how to share it securely using Scholaright Verify.

Getting to the Transcript Builder

From the Dashboard, tap Transcripts, or go to the Students list and tap Transcripts next to the student. Choose Print Transcripts to open the Transcript Selection screen.

Transcript Selection Options

Student

Select the student from the dropdown. If a student ID is pre-selected (e.g., from a student's profile), the field will pre-fill. If any required information is missing, you'll see a notice to fill it in or proceed with default values.

Academic Years

Choose which academic years to include. By default, all years are selected. Deselect specific years if you want a partial transcript (e.g., only grades 11–12).

Grade Levels

Default is 9, 10, 11, 12 (the standard high school years). You can add or remove grade levels. For example, remove grade 9 to exclude freshman year from a transfer transcript, or add grade 8 to include any high-school-credit courses taken in 8th grade.

Paper Size

• US Letter (8.5 × 11", standard in the US)
• A4 (standard outside the US)

Date Format

Group By

• By Year: courses organized under each academic year heading (default)
• By Subject: courses grouped by subject area across years, useful for showing subject-area progression

Pass/Fail GPA Options

• Include passing P/F courses in GPA: toggle on if pass/fail courses should count toward GPA (default: off)
• Include failing P/F courses in GPA: toggle on if failed pass/fail courses should count as 0.0 toward GPA (default: on)

Generating the Transcript

Tap Generate Transcript. The transcript will open in a formatted preview.

What Appears on the Transcript

• Student name and school name
• Academic years covered
• Courses organized per your grouping preference, each showing: title, course type label (H, AP, DE, IB), credits, letter grade, and grade level
• Cumulative weighted GPA and unweighted GPA
• Total credits earned
• Student honors and awards (if recorded on the student's profile)
• Standardized test scores (if recorded)
• Smart page breaks to prevent an academic year from being split across pages

Downloading as PDF

From the transcript preview, tap Download PDF. A professionally formatted PDF will be generated and downloaded.

Trial accounts: PDF download is available on paid plans. Trial users can preview the transcript but will be prompted to subscribe before downloading.

Sharing with Scholaright Verify

To share a tamper-evident, verifiable version of the transcript:

1. From the student's profile, go to Transcript Submissions.
2. Click Share Transcript.
3. Configure the options above to decide what to include.
4. Follow the prompts to choose who to send the transcript to, review the personal data that will be shared, and submit.

See the Scholaright Verify article for full details on how recipients verify the transcript.

Tips

• Review course credits and grade levels before generating. The transcript pulls whatever is in the system. Make sure each course has the correct credits and grade level assigned.
• Check your grading scale. Letter grades are calculated using your school's configured GPA rules. If something looks off, verify the grading scale in School Settings.
• Honors and test scores must be entered first. These sections only appear on the transcript if the data has been recorded under the student's profile.

Security

Scholaright is built to protect your family's records. This article covers the security features available to you, how your data is protected at the infrastructure level, and best practices to keep your school secure.

Two-Factor Authentication for Your Account

Two-factor authentication (2FA) adds a second step to your login. After entering your password, Scholaright sends a one-time code to your email address. You must enter that code to complete the login. This means that even if someone obtains your password, they cannot access your account without also having access to your email.

Enabling 2FA

1. Go to your profile by clicking the user icon in the top-right corner and choosing Profile Settings.
2. Tap Security & Sessions.
3. Find the Two-Factor Authentication section.
4. Tap Enable and follow the prompts. Scholaright will send a verification code to your email to confirm setup.

Once enabled, every login will require a code from your email.

Disabling 2FA

To disable 2FA, go to the same Security & Sessions page and tap Disable. You will be asked to confirm with your current password.

School-Level 2FA Enforcement

School admins can require 2FA for everyone who accesses their school. When this is enabled, any team member who does not already have personal 2FA enabled will be prompted to enter a one-time email code each time they switch into that school. Team members who already have personal 2FA enabled are automatically considered verified and are not prompted again.

Enabling School 2FA Enforcement

1. Go to Manage School Access (under the gear icon in the upper right).
2. Scroll to the Security section at the bottom.
3. Toggle on Two-factor authentication required.

This setting only applies to that school. If you manage multiple schools, you can set different policies for each.

Tip: School-level 2FA is especially useful for group schools and co-ops where multiple families' records are in one place.

How Your Data Is Protected

Encryption in transit

All communication between your browser and Scholaright is encrypted using HTTPS (TLS). Your data is never transmitted over an unencrypted connection.

Encryption at rest

Scholaright's database runs on Amazon Web Services (AWS) with encryption at rest enabled. Your data is stored in encrypted form on disk. This protects against unauthorized access to the physical or virtual storage underlying the database.

Access control between users

Scholaright enforces strict data isolation between accounts. Every API request is authenticated with a signed token and checked against your account's school memberships before any data is returned or modified. There is no way for another Scholaright user to access your school, students, grades, or records even if they know a URL, unless they have been explicitly invited to your school with a role.

Passwords

Passwords are hashed using a strong one-way hashing algorithm before being stored. Scholaright never stores your password in plain text and cannot retrieve it. If you forget your password, you must reset it via email.

Scholaright enforces minimum password requirements and blocks commonly compromised passwords.

Session management

Your login session is managed with a signed token stored in your browser. You can view and revoke active sessions at any time from Security & Sessions in your profile. Revoking a session immediately invalidates the token, even if it has not expired yet.

Best Practices

Keep your team list current. Remove teachers, admins, and parents who no longer need access to your school. A former teacher still on your roster has access to your courses and student records. Review your team in Manage School Access at the start and end of each school year.

Enable 2FA on your account. If you're the admin of a school, your account has the most access. Protecting it with 2FA significantly reduces the risk from a compromised password.

Use a strong, unique password. Don't reuse a password from another site. If another service is breached and your credentials are leaked, a unique password means your Scholaright account stays protected.

Enforce school 2FA for group schools. If you run a co-op or umbrella school, enabling school-level 2FA adds a layer of protection for all the families whose records are in your school.

Review parent access. Parents linked to former students should be removed once your relationship ends. They can see grades and progress for all students they're linked to, so keeping that list accurate matters.

Check invitation status. Expired pending invitations are visible in Manage School Access. Cancel any invitations you no longer intend to fulfill.

Group Plan Subscriptions

The Group plan lets a single subscriber cover a school used by multiple families, such as a co-op, umbrella school, or tutorial center. This article explains how subscription ownership works for group schools, how coverage is managed across schools, and what happens when ownership changes hands.

What the Group Plan Covers

A Group plan subscription is attached to one Scholaright user (the subscription owner) and covers up to five schools that user administers. All members of any covered school get full access to Scholaright for that school, regardless of whether they have their own subscription.

Plan limits per school on the Group plan:

• Up to 25 team members (admins and teachers combined)
• Up to 250 students
• Unlimited parents

Subscription Ownership

When you subscribe to the Group plan, you become the subscription owner for the schools covered by your plan. Your subscription status is shown on the Subscription Settings page for each school you administer.

The subscription owner is identified with a "subscription owner" label next to their name in Manage School Access. Other admins can see who owns the subscription for a given school.

Managing Covered Schools

As the subscription owner, you can see all the schools covered by your plan from your Subscription Settings page. Each covered school is listed with its name and coverage status.

Adding a school to your coverage

When you become an admin of a new school, you can bring it under your Group plan coverage from Subscription Settings. This does not require an additional purchase.

Removing a school from your coverage

You can remove a school from your Group plan coverage at any time. When you remove a school, all of its admins are notified by email and within Scholaright, and a 14-day grace period begins during which the school retains full access. After the grace period, the school is frozen until one of its admins subscribes independently.

Transferring Subscription Ownership

If you need to hand off ownership of a school's subscription to another admin, you can transfer it from either:

• Subscription Settings, under the school's coverage management section, or
• Manage School Access, when removing the current subscription owner from the school

How transfer works

1. Open the relevant school's Subscription Settings or Manage School Access page.
2. Select Transfer Ownership (or when removing a user who is the subscription owner, you'll be prompted to transfer first).
3. Choose the admin you want to transfer ownership to.
4. Confirm.

There are three possible outcomes depending on the new owner's subscription status:

When the Subscription Owner Leaves a School

If you remove a team member who is the subscription owner, Scholaright will prompt you before completing the removal. You'll have the option to transfer ownership first (recommended) or proceed with a 14-day grace period.

During the grace period:

• All school admins are notified by email and in-app
• The school continues to operate normally
• Any admin can start a new subscription to take over coverage

After the grace period ends without a new subscription, the school becomes frozen and records become read-only until a new subscription is set up.

Downgrading from Group to Standard Family

If you switch from a Group plan to a Standard Family plan:

1. You choose one school to keep active on the Standard Family plan.
2. All other schools you administer are deactivated (read-only). Deactivated schools and their records are preserved but cannot be edited.
3. Plan limits for the Standard Family plan apply to the school you keep: up to 2 team members (admins and teachers) and up to 10 students.

If you need to reactivate a deactivated school, upgrade back to the Group plan.

Billing

Billing is managed through Stripe. You can view invoices, update your payment method, and change your billing interval (monthly or annual) from Subscription Settings. Annual billing is available for the convenience of those who budget annually. Switching from monthly to annual takes effect at your next billing cycle.

If you cancel your subscription, access continues until the end of the current billing period.

Frequently Asked Questions

Can a school have more than one subscription covering it?

No. Each school is covered by one subscription at a time. If you transfer coverage, the previous owner no longer covers that school.

What happens to student records when a school is deactivated?

Records are preserved and remain visible in read-only mode. Nothing is deleted. Reactivating the school (by upgrading to Group) restores full access.

Can parents keep their access if the subscription lapses?

Parents' accounts remain intact, but they will lose access to any schools that are frozen or deactivated. Their account itself is not deleted.

I'm an admin but not the subscription owner. Can I subscribe?

Yes. If your school is in a grace period or frozen, any admin can start a new Standard Family or Group subscription to restore access.