Bringing a new teacher into your team is a chance to set them up for confident, consistent practice from day one. This guide outlines a simple approach many centres use to onboard staff into Educa without overloading them.
A flexible onboarding flow
Many centres find onboarding works best when it covers three areas:
Access + essentials: Can they log in, and do they know the basics?
Centre expectations: How does your team use Educa day to day?
Confidence check-in: A quick follow-up once they’ve had time to explore
Quick setup checklist (for Site Admins)
A reliable “first steps” checklist many centres use:
Invite the teacher and confirm they can log in
Add them to the correct class / group
Confirm the right permissions for their role (what they can post and where)
Show them where drafts live and how your team uses drafts
Point them to the two or three resources you want them to use first
1. Set expectations for how your centre uses Educa
New teachers need more than “where the buttons are” - they need to know how Educa fits your daily rhythm and teaching practice.
What many centres clarify early:
Documentation rhythm: How often you capture learning (and what “good” looks like in your setting)
Content types: What goes in stories vs plans (and when you use group stories, if you do)
Communication channels: What you use for private messages vs general announcements vs internal-only notes
Framework connections: How you link learning to your curriculum framework and/or centre philosophy
Quality baseline: Simple norms like photo count, length, tone, and whether you use Educa Assist for writing support or translations
Practical tip: A short “This is how we do it here” overview prevents weeks of inconsistency later.
2. Point them to platform essentials
Rather than trying to cover everything at once, many centres direct new teachers to a small set of self-paced Educa resources so they can get confident quickly.
🔗 Getting Started for Teachers — covers logging in, navigating child profiles, creating stories, and checking notifications
🔗 Mastering Educa: Step-by-Step Video Course — short walkthroughs for teachers who prefer learning by watching
Practical tip: Encourage teachers to bookmark their Educa site URL or add it as a home screen shortcut on their phone for quick access during the day.
3. Create a “How We Use Educa” internal guide
Instead of describing the platform, document your centre’s approach. This becomes a reference staff can revisit anytime—and it helps new teachers align faster.
What to include (keep it to 1–2 pages):
How often learning is shared with families (your realistic rhythm)
Your typical story format (for example: “2–3 photos + short narrative + curriculum link”)
How you tag to your framework/philosophy (and any preferred tags)
Draft expectations (when drafts are used, who reviews them, any deadlines)
Who holds Site Admin responsibilities and what to do if something looks wrong
Any centre-specific routines (for example: peer review, planning meetings, end-of-week tidy-up)
Where to save it:
Many centres upload this into the Resources folder in Educa so it’s always accessible in one place (rather than buried in emails).
4. Confirm roles and permissions early
A common source of frustration is when a new teacher can’t see or do what the team expects.
Common items to check:
Are they added to the right class / group?
Do they have the right posting permissions for the Message Board (if your centre uses it)?
Do they understand what’s visible to families vs internal-only areas?
Practical tip: If a teacher says “I can’t see it” or “I can’t post”, it’s often a class assignment or permission setting—worth checking first.
5. Do a quick check-in after the first weeks
Once they’ve had time to explore, a short check-in can clear small blockers before they become bigger issues.
Useful questions:
What felt unclear or slower than expected?
Are you confident creating and saving stories?
Do you understand how we communicate with families here?
Anything you expected to do in Educa but couldn’t?
The Outcome
When new teachers understand both the platform basics and your centre’s expectations, they contribute sooner, align with your teaching approach, and feel more confident in their role.
Need support?
If you’d like help shaping your “How We Use Educa” guide or setting up a smooth onboarding flow, message us via the chat or contact support@geteduca.com.