A tour of the portal.

Logging in & roles

The portal lives at schoolassistant.co.uk/portal/. Sign in with the email you used at checkout. Two role levels:

• Office - the day-to-day views: chat logs, triage, knowledge upload, analytics. This is what most office staff need.
• Admin - everything Office can do, plus billing, the embed snippet, settings, and user management. Usually the head’s PA, the business manager or a digital lead.

Unlimited seats on either role - no per-user fees.

Chat logs

Every parent conversation from the last 30 days, newest first. Each row shows the question, the language, whether it was answered, and the parent’s rating (if they gave one). Click any row to read the full thread - non-English conversations include the English translation alongside, so anyone in the office can spot-check answers.

Filter by topic, language, date, rating, or “answered vs unanswered”, and export conversations or an analytics summary to CSV from the toolbar.

Analytics

One page, five panels:

• Volume - conversations per day over the month.
• Topics - what parents are asking about this month, ranked.
• Languages - the language mix across conversations, useful for community-engagement reporting.
• Answer quality - the share of conversations marked “answered” vs routed to office vs unanswered.
• Triage - the unanswered-questions queue (topic-coverage gaps live on the Knowledge page).

A weekly digest of the same data lands in your inbox on Monday mornings.

Knowledge

Where all your source content lives. Four tabs at the top, and your full document library below them:

• Coverage - answer cards for the questions every school gets, each with a traffic-light status and the source we drafted it from. Approve, edit or fill in the blanks.
• Upload File - drag in a PDF or DOCX to add it directly.
• Paste Text - paste plain text or copy from a document you can’t upload.
• From Website - the pages our crawler has indexed, with “Check for updates” to re-scan what’s changed.

Below the tabs: your full document library - everything that’s been added, filterable by category or type. Click any row to edit, replace or delete it.

Sources (separate page) - pinned URLs we re-fetch every 24 hours, and ICS calendar feeds.

Triage

The weekly close-the-gaps workflow. The questions your assistant couldn’t answer, grouped by topic, sorted by frequency. Mark each as dealt with, false positive or open. See the dedicated triage workflow guide for the fifteen-minute Monday ritual.

Safeguarding routing

When a parent raises something sensitive - bullying, a worry about a child’s wellbeing, a concern about staff - the assistant doesn’t attempt an answer. The question goes straight to your named safeguarding contact (or the office address) by email, in real time. That email is your record: it lands in an inbox you already monitor and retain under your own policies, with nothing extra to check in the portal.

Routed conversations also stay visible in the chat logs for 30 days, labelled “routed to your safeguarding contact”, so the office has context.

Settings

The admin screen. Each section is collapsible:

• School details - name, website, office email and phone.
• Widget appearance - logo, accent colour, greeting message, placeholder text.
• Office & safeguarding contacts - the office address parents escalate to, and the DSL who receives routed sensitive questions.
• Fallback & callbacks - what the assistant offers when it can’t answer: email the office, request a callback, or both.
• Email preferences - which summary emails you receive, and who may email documents into your private inbox.

The embed snippet and install guides live on the separate Install page; calendar feeds and pinned URLs live under Sources.

Users

Invite a colleague by email; they receive an invitation with a link to set their password. You set their role at invite time. Remove access in one click.

Billing & renewals

Under My account in the top bar. Update card, download invoices, change renewal date or cancel. Cancellation takes effect at the end of the current paid year - you keep the service until then.

Still stuck?

Email info@schoolassistant.co.uk - we’ll screen-share for fifteen minutes if it’s easier to show you.