How to use EdCertly.

Four groups of people use the platform, each through their own view:

• Administrators (DSOs) — manage teachers, pathways, deadlines, and exemptions from the Admin Dashboard.
• Auditors / RDSOs — review compliance across schools, approve exemptions, and run analytics from the same dashboard with a wider, read-heavy view.
• Teachers — never log in. They use secure email links to find their pathway, upload documents, and complete exemption forms.
• Network leaders (CMOs) — oversee multiple schools, with cross-school analytics and a per-school selector.

1. 1Open the Pricing page and choose the plan that fits you — Single School, Decentralized network, or Centralized network. Click the plan's “Get started” button.
2. 2Fill in your details: first name, last name, work email, and a password of at least 8 characters.
3. 3Enter your school or organization name and a short abbreviation. On a Single School plan, your school is created for you automatically.
4. 4Submit the form. We email you a 6-digit verification code (it expires in 10 minutes).
5. 5Enter the code to verify your account. You'll then be taken to checkout to confirm your subscription.
6. 6After payment, you land directly in your Admin Dashboard, signed in and ready to go.

1. 1On your first sign-in, network-plan admins see a short onboarding step asking for school details.
2. 2Enter the school name and abbreviation (required), plus address, contact email, and website (optional).
3. 3Save. The school is created and linked to your account, and the dashboard unlocks.

You can add more schools later from the Schools page (network plans only). See “Managing schools” below.

1. 1Go to your Admin Dashboard login page and enter your email and password.
2. 2We email you a 6-digit one-time code. Enter it to finish signing in.
3. 3You stay signed in on that device until you log out.

• Codes expire after 10 minutes — request a fresh login if yours lapses.
• After 5 wrong password attempts, the account locks for 15 minutes to block guessing.
• If you're locked out, simply wait 15 minutes and try again with the correct password.

• Certificates — the home base for managing teachers and their credentials.
• Exemptions — the dual-approval exemption workflow.
• Dashboard, Reports, ADP Reports, Analytics — compliance reporting and insight (admins and auditors).
• Timelines & Pathways — deadlines and certification templates (admins).
• Charters — portal and questionnaire setup (network plans).
• Schools, Users, Roles — organization management (network plans).
• Audit Log & Billing — account oversight (admins).
• Support — reach our team any time.

Add teachers in whichever way suits you:

• Add New Teacher — enter one teacher manually with their role, grade, category, and pathway.
• Import TEACH Results — upload a TEACH XLSX export to bulk-create or update teacher credentials (network features).
• CSV import — bring in certification records in bulk from a spreadsheet.

Open any teacher to see tabs for Info & Cert details, their Requirements / Schedule, uploaded documents (Document Review), and full History.

• Filter the list by school, deadline, expiration window, certified vs. uncertified, and more.
• Quick stats up top show your certification rate, certified/uncertified counts, certs expiring within 90 days, and deficiencies.
• Edit Teacher updates any detail; every change is recorded in the teacher's History.

• Global pathways are EdCertly's read-only NY State templates — a reliable starting point.
• Clone a global pathway to create your own editable Custom version.
• Edit a custom pathway's tasks, costs, how-to instructions, and deadlines to match your school.
• On network plans, share a pathway (or a single requirement) with specific schools only.

Pathways feed two things: the deadlines/tasks assigned to each teacher, and the timeline applicants see in the public portal.

1. 1Go to Charters and open your charter's portal settings.
2. 2Set a unique URL slug (e.g. your-school-ny), a portal title, subtitle, and contact email, then choose which pathways appear.
3. 3Toggle the portal on, and copy the shareable link to send to staff.
4. 4Click Edit Questionnaire to build the guiding questions. Add a question, then branch each answer toward the next question or a final pathway.
5. 5Add helper text for the footer and save. The public portal updates immediately.

• Pathway wizard — a teacher opens your portal link, answers a few questions, and is matched to the right certification pathway with a clear timeline of what's due and when.
• Self-registration — they submit their contact details and are added to your dashboard automatically.
• Document upload — from a secure “magic link”, teachers upload exam results, transcripts, and training certificates against each required task.
• Progress view — a read-only link lets a teacher check their own completion status any time.

To send a teacher their upload link, open their record and use Generate Portal Link, then Copy Link or Send via Email.

• Each teacher's tasks carry a status: Pending, Submitted, Passed, Failed, Waived, or N/A.
• Automated reminders go out ahead of key dates so nothing slips through.
• Send Warning emails a behind-schedule teacher using a ready-made template, and logs it to their history.
• Approve a teacher's certification once their requirements are met — they're notified by email.
• Use Timelines to set and track review deadlines for exemption items.

1. 1DSO initiates — from a teacher's record, choose Request Exemption. The teacher is emailed a secure form link (valid 7 days).
2. 2Teacher submits — they complete the form (degree, experience, grades/subjects) and upload a resume.
3. 3DSO reviews — you approve (with an expiration date) or deny with notes. Admins are notified when a form is submitted.
4. 4Auditor gives final approval — once both DSO and auditor approve, the exemption is granted, the teacher's status updates, and they're notified.

• Analytics Dashboard — certification trends, certified vs. uncertified by school, exemptions, and expirations.
• Deadline Analytics — compliance against key NY dates, with on-time / late / missing breakdowns per school.
• Reports — pull expiring-certification lists and deficiency reports, and export to CSV, XLSX, or PDF.
• ADP Reports — upload your payroll export to cross-reference staff against your certification records, flagging anyone missing a TEACH ID or not yet in EdCertly.

Centralized network plans add cross-school analytics so leaders can compare every school in one view.

• Add, edit, and remove schools from the Schools page (Decentralized and Centralized plans).
• Bulk-import schools from a CSV file.
• Toggle a school's audit status to mark it for the current audit cycle.
• Centralized plans show a school selector in the header that filters the whole dashboard to one school at a time.

• Users — invite teammates by email and assign their school (available on the Decentralized plan).
• Roles — every account starts with four built-in roles: Admin, RDSO, Writer, and Viewer.
• Custom roles — on network plans, create your own roles by picking from a list of permissions (e.g. an “Exemption Reviewer” who can approve exemptions).
• Built-in (System) roles can have their permissions edited but cannot be deleted.

• See your current plan, status, and renewal date at a glance.
• Change plan — upgrade or downgrade; your available features and menu update to match.
• Manage payment — open the secure billing portal to update your card and download invoices.
• Cancel or resume — cancel takes effect at the end of your billing period; resume reverts it before then.

• View who did what, when, and from where — actor, action, resource, and result.
• Filter by action, resource, or success/failure.
• Sensitive details like passwords and payment IDs are automatically redacted.
• You only ever see your own organization's events.

• Open Support in the dashboard to raise a ticket, attach files, and chat with our team in a thread.
• Prefer email? Reach us any time at info@a12labs.com.
• You can also use the Contact form on this website before you have an account.