Educator Profiles

The Educator profiles in Office can be used to complete a range of tasks to set your Educators up for success in Xplor including gaining access the Hub, Playground App and/or Playground Web, updating details and resetting account details. .

View our interactive guide to Educator Profiles

We recommend also adding administrators using Office as educators so they are able to sign children in / out and access the Playground app, even if you already have an admin account set up. 

Adding Educators

Add a New Educator Profile

Navigate to Profiles > Educators > Add > Fill in the Educator Details


In the blank profile that pops up, add in the educators details and then press save at the bottom of the page.


Once you add their email address and press "Save", the educator will be sent a welcome email and will be able to set their password, then login through the app. 

Adding Educators Across Multiple Services

When creating an educator, the first option called 'Select Service' determines which services this educator will have access to. You have the option to select a singular service or mulitple. 

Once you finish, scroll down to the bottom of the page and press "Save"

Your educator/s will now have access to the multiple services that you have selected for them.


Resend Welcome Email

For an Individual Educator

This option will only be available in the instance where the Educator has not completed the setup of their Xplor ID. This would occur through one of the below circumstances:

  • Educator does not action Welcome Email within 7 days of it being sent to them and the account creation link expires.

  • Welcome email was sent to the Educators wrong email address.

Navigate to Profiles > Educators > Select Individual Educator

  1. Select the Resend Welcome Email button in contact information.

  2. Select Ok
  3. Done


This button will not be shown when:

  • When an educator has their Xplor ID created. This is because the welcome email has been actioned and not needed to be sent.
  • When an educator is first created. This is because the welcome email has been automatically sent.
  • If the educator has no email recorded, you can’t send a welcome email and therefore cannot now resend one. 

For Multiple Educators

Navigate to Profiles > Educators > Select Educators using the checkboxes near their profiles.

Select the 'Send Educator Welcome Email" button > Select Confirm

This process can only be completed for educators who are currently listed as Active. This process can also be completed for individual educators.

Password Resets

If your educators are unable to recall their login credentials, you can reset these for them via Office.

Navigate to Profiles > Educators > Find Educator. Press the green icons with three dots to bring up a list of actions and select 'Reset Password'.

A password reset email will be sent to the email address listed in their educator profile for them to click and reset their own password. 


This link will expire after 2 hours and the above steps can be repeated if not actioned in time.

Educator Status

Educators can be placed as active or inactive to represent their current employment at the service and user permissions. Placing an educator as inactive will remove them from the Dashboard Roster and disable their login credentials. 

Update Status

To change the status of an educator, navigate to Profiles > Educators > Select Educator > Account Settings > Permissions > Select Active or Inactive


Educators placed as inactive can later be changed to active which will make them visible in the Dashboard Roster and allow the educator to access Playground.  

Delete an Educator

If you need to delete an educator's profile completely from Office, this can be completed in the Educator tab. 

Navigate to Profiles > Educators > Find Educator. Press the green icon with three dots to bring up a list of actions and select 'Delete'.

This will update their status to 'Deleted' indicated by a red pill.


Educator Permissions

Setting Permissions

The default settings for educators created in Office is to allow them to post Observations freely on Playground. If you wish to change this so that educator's Observations need to be approved by another user, this can be completed in their educator profile.

To change the default setting so an Educator requires their Observations approved first, navigate to Profiles > Educators > Select Educator.

  1. Click 'Account Settings' on the left-hand side of the screen
  2. Scroll to the bottom of the page, to 'Permissions'
  3. Select the box 'Yes' under 'Review Post'
  4. Click 'Save'


Approving Posts

Any educators without 'Review Post' attached to their educator profile are able to review and publish other's Observations. This is completed in Playground Web

Navigate to Observations > Needs Review > Click the three dots > Approve. You will be able to see how many Observations need review with the number in the brackets.

The post should now disappear from view and will be available for parents to view in Home App/Web and for other educators to view in Playground.