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School Admin Setup

Are you coordinating Techlogia access for your school? This guide walks you through every step -- from the first contact to teachers who can start working.

Overview: the path to a running platform

graph LR
    A[Get in touch] --> B[Sign the DPA]
    B --> C[Receive school account]
    C --> D[Create teacher accounts]
    D --> E[Teachers start working]

The whole process typically takes 1--3 working days, depending on how quickly the data processing agreement is signed.

Step 1: Set up the school account

Get in touch

Send an email to info@techlogia.de with the following details:

  • Name of the school (official name)
  • Contact person (name, email, role)
  • Estimated number of teachers who will use the Lab
  • Estimated number of students (a rough figure is enough)

What Techlogia does next

  1. Techlogia reviews the request and replies within one working day.
  2. You receive the data processing agreement (DPA) for signature (see the next section).
  3. Once the signed DPA is returned, Techlogia sets up your school admin account.
  4. You receive an invitation email with an activation link.

Activate the account

  1. Click the link in the email.
  2. Set your password (at least 8 characters, with letters and digits).
  3. Sign in at techlogia.de/admin/login.

You land in the school dashboard and see the overview of your school.

Step 2: Sign the data processing agreement (DPA)

The DPA is mandatory under GDPR Art. 28 whenever personal data -- here: student data -- is processed. Without it, Techlogia cannot activate a school account.

What the DPA covers

Topic Content
Subject matter Techlogia processes student data on behalf of the school
Type of data Student names (class-code pseudonyms), learning progress, session metadata
Purpose Providing the learning platform for classroom teaching
Duration For as long as the school uses the platform
Technical measures Encryption, Hetzner infrastructure in Germany, access control
Deletion periods After the contract ends: deletion within 30 days
Sub-processors Hetzner Cloud (hosting, Frankfurt/Nuremberg), no transfer to third countries

How it works

  1. Techlogia sends you the DPA as a PDF by email.
  2. The school management (or an authorised person) signs it.
  3. You return the signed document (as a scan by email or by post).
  4. Techlogia countersigns and sends you a copy.

Want to review a sample DPA first?

Ask at info@techlogia.de for a blank copy if you would like your data protection officer to review the agreement in advance.

Step 3: Add teachers

As soon as your school admin account is active, you can create teacher accounts:

  1. In the school dashboard click the Teacher management tab.
  2. Select New teacher.
  3. Fill in the fields:
Field What to enter Required?
Email address The teacher's work email Yes
Display name Full name as it appears in the Lab Yes
Note E.g. subject area or year group No
  1. Click Save.

The teacher receives an invitation email with an activation link. After clicking it they set their password and can start immediately.

Several teachers at once?

At the moment accounts are created one at a time. For large schools (10+ teachers at once) Techlogia can run a bulk invitation -- write to info@techlogia.de with the list (name and email per person).

A teacher does not respond to the invitation?

  1. Open the teacher list and select the teacher.
  2. Click Resend invitation.
  3. The teacher receives a new email with a new link (the old one becomes invalid).

Tip for getting started

Pass the Quick Start for Teachers on to your teaching staff. It helps them find their way quickly.

Step 4: Understand the data protection setup

GDPR and your responsibility as a school

By signing the DPA your school becomes the controller (GDPR Art. 4 no. 7). Techlogia is the processor. In practice that means:

Who Responsible for
Your school Lawfulness of the processing, obtaining consent, informing parents
Techlogia Technical and organisational measures, data security, reporting incidents

Which student data is processed?

For class-code students (the normal case in school use):

  • Student name (only the pseudonym the teacher enters -- e.g. "Max M.")
  • Learning progress (which tasks were passed, when last active)
  • Session metadata (start/end, duration, status)
  • No real email address -- the system uses an internal pseudo address

No IP addresses are stored, no location data is collected and no behavioural profiles are created.

For the class-code login individual parental consent through the Lab is generally not required. The legal basis sits with the school (performance of its educational task / consent within the scope of the teaching relationship).

Check the rules of your federal state

Requirements for consent on learning platforms differ between the German federal states. Clarify with your data protection officer whether parents need to be informed or asked for consent. Techlogia can provide a sample consent form on request.

For students who register with their own email address and are under 16, the Lab automatically enforces parental confirmation by email (GDPR Art. 8).

Data export and deletion

Students can do the following themselves at any time:

  • Download a JSON data export of their entire account (GDPR Art. 15).
  • Delete their account and all data (GDPR Art. 17).

If parents or students approach the school, point them to these self-service functions in the Lab under Account > My data.

Step 5: Understanding the billing model

Current structure

The Techlogia Lab is currently billed on a school-year model:

  • Base fee per school (covers platform access, support, DPA administration)
  • Usage-based share according to the number of active students and started sessions

You receive the concrete prices during onboarding. They are agreed in advance for one school year.

What drives the cost

Every session starts a real cloud VM in the Hetzner Cloud (Frankfurt/Nuremberg). The cost per session is typically under 0.50 euro. The default limit of 3 sessions per student per day keeps costs predictable.

Invoices

  • Invoices go to the contact address you provide.
  • If a purchase order number or a particular invoice format is required (e.g. for municipal authorities), let us know during onboarding.

Trial period

Many schools start with a free trial period (typically 4 weeks, up to 5 teachers). Ask about it when you first get in touch.

Summary as a checklist

  • [ ] Email sent to info@techlogia.de with school name, contact person and estimated number of users
  • [ ] DPA received, signed by school management, returned
  • [ ] School admin account activated (invitation email, password set)
  • [ ] First teachers created in the school dashboard
  • [ ] Quick Start guide passed on to teachers
  • [ ] School data protection officer informed
  • [ ] Optional: parent information letter prepared (ask Techlogia for a template)

Frequently asked questions

"Who is my contact at Techlogia?"

For organisational matters (DPA, invoices, new accounts): info@techlogia.de. Teachers use the same address for technical problems.

"Can I create classes myself as a school admin?"

Not directly. The school admin role has no access to class management. However, you can hold both roles at once -- ask Techlogia during onboarding to add the teacher role to your account.

"Can several people be school admins?"

Yes. A school can have several school admins, all with the same rights. Contact Techlogia if you need an additional one.

"What happens at the end of the school year?"

Classes, student accounts and progress data remain until they are actively deleted. Teachers can archive classes. If the school does not renew the contract, all data is deleted within 30 days of the contract ending.

"We have a data protection incident -- what now?"

Report it immediately to info@techlogia.de. Techlogia is obliged to inform you within 72 hours under GDPR Art. 33 if an incident occurs on the Techlogia side. We expect the same in return if the incident is on the school side (e.g. class codes passed on to unauthorised people).

Further guides