First name and last initial only — never full names (privacy by design). If two students collide, you’ll be asked for one more letter.

Speducata keeps your break, timeout, restraint, and check-in records in one secure place. This manual walks you through each part of the app, step by step. You only see the tabs your role allows, so if a section below mentions a tab you don't have, that's expected.

Contents

1. Getting started — signing in, your first password, navigation, signing out
2. Managing users — filters, adding, editing, and which forms each person can use (Admin)
3. Students — adding, editing a name, bulk adding, filters, activating, reassigning
4. Entering data — the form, time-range fields, CSV upload
5. Editing and deleting records
6. Dashboards and reports
7. Messages
8. Reporting a problem
9. How your data is protected

Signing in. Your administrator gives you a login card with a username, a temporary password, and the web address.

1. Open the web address in your browser.
2. Type your username and temporary password.
3. Click Sign In.

Usernames aren't case-sensitive. Passwords are, so type yours exactly as it was given to you.

Setting your permanent password. A temporary password works once. The first time you sign in, Speducata asks you to choose a permanent password. Make it at least 8 characters, memorable but not easy to guess, and don't reuse a password from another system.

If you forget your password. There's no self-service reset, on purpose, because Speducata keeps no personal email for login. Ask your administrator for a new temporary password, or email educata@educata-re.com with your name and email and we'll issue one.

If your account locks. Five wrong passwords in a row lock the account for 15 minutes. Wait it out, or ask your administrator to clear the lock right away.

Finding your way around. The tabs across the top are your sections. Click any tab to switch. The tab you're on is highlighted. You'll only see the tabs your role includes. Your name and role show at the top left, next to the Speducata logo.

Messages and Problem Reporting sit at the top right, next to Sign Out. They're buttons there, not tabs. Click either one to open it.

Signing out. Click Sign Out at the top right. Speducata also signs you out after 30 minutes of inactivity, and after 8 hours no matter what, so on a shared computer your account never stays open.

The Users tab is where you add the staff who use Speducata and control what each one can do. You manage only the people in your own school, and never see another school's users.

Finding a user. Use the filters above the list to narrow it: search by Name or Username, and set Status to Active, Inactive, or All. A Super-admin also gets Program and Role filters.

Adding a user.

1. Click + New User.
2. Enter the first name, last initial, and a username, and pick a role. You can only create roles at or below your own.
3. Under Forms for Data Entry, tick the forms this person may fill out. Leaving every box ticked (or every box clear) gives them all of the program's forms.
4. Click Create User. Speducata shows a login card with a one-time temporary password. Hand it to the user in person or another secure way; it is never sent by email.

Editing a user. Click Edit next to anyone to change their first name, last initial, role, or the forms they can use, then Save Changes. If you change a role, that person is signed out and picks up the new role the next time they log in.

Which forms a person can use. This is the important control. In Data Entry, a user only sees the forms you have ticked for them. As an Admin you can only hand out the forms the Super-admin has made available to your program, so the list you see when editing a user is already limited to those. The short version: the Super-admin decides which forms your program gets, and you decide which of those each person uses.

Resetting a password. Click Reset PW to issue a new temporary password. The old one stops working right away, and the new one expires in 24 hours. Share the new login card securely.

Activating and deactivating. Use the toggle to deactivate someone who has left. They are signed out at once and can no longer log in, but every record they entered stays intact. Nothing is deleted.

Speducata stores only a student's first name and last initial. No birthdate, no ID, no address. That's the single most important privacy decision in the whole system.

Finding a student. Use the Name search and the Status filter (Active, Inactive, or All) above the list to narrow it down.

Adding one student.

1. If you oversee more than one program, pick the program at the top. A PowerUser's program is already filled in.
2. Type the first name and the last initial.
3. Click + Student.

If another active student already has that first name and last initial, Speducata asks you for one more letter of the last name so the two don't get confused (for example, "Ba" instead of just "B").

Adding a whole class at once. Click Bulk Add. Paste one student per line, written first name then last initial, like Jordan P. Or click Import CSV to load a file in the same layout. Speducata keeps only the first letter of the last name, so if you paste a full last name it gets trimmed for you. Anything it can't read, and any duplicate, is skipped and listed back so you can see exactly what happened. The rest are added.

Fixing a name. Click Edit next to a student to correct the first name or last initial, then Save. The same check applies: if the corrected name would collide with another active student, you'll be asked for one more letter.

Making a student inactive. Click Inactivate next to their name. They drop out of the form dropdowns straight away, but all of their past records stay intact. Nothing is ever deleted.

Moving a student (Admin). Click Reassign and choose the new program. The student's entire history travels with them, so the old program's monthly counts drop and the new program's rise. The move is written to the audit log, and that record is your reconciliation trail if you've already filed a report from the old numbers.

Filling out a form.

1. Go to Data Entry and pick a form from the dropdown.
2. Every form starts with the same four fields: evaluation date, day of the week, staff, and student. Fill those in.
3. Answer the form's own questions below.
4. Click Submit & New to save and clear the form for the next record, or Submit & Stay to save but keep your entries on screen.

Time-range questions. Some forms ask for a start and an end time, for example the length of a timeout or a restraint. Pick the hour, minute, and AM or PM for the start, then the same for the end. Speducata works out the duration in minutes for you and shows it below the two rows. If you set an end time earlier than the start, it tells you so you can fix it.

Uploading many records at once (Admin and PowerUser). Click Upload CSV next to the Submit buttons.

1. Click Download Template to get a spreadsheet laid out for that exact form.
2. Fill in your rows. For a time-range column, write one cell as 1:30 PM - 2:15 PM.
3. Choose your file, then click Validate. Speducata checks every row first.
4. If anything is wrong, you get the full list of problems and nothing is imported. Fix the file and try again.
5. When it's clean, review the preview and click Confirm Import.

Uploads only ever add new records. They never create students, so add any new students first.

Go to Data Editing to find and fix records. A classroom User sees their own entries; a PowerUser or Admin sees the whole program's.

1. Choose a form, and narrow down with the date range, student, or staff filters.
2. Click Apply.
3. Click Edit on a record to open it, change what you need, and Save.

When you edit, Speducata checks the record against the version of the form it was entered under, so an old scale is never quietly reinterpreted against a newer one. Every edit and deletion is written to the audit log with the previous values. Deleting is soft: the record leaves your lists and reports, but it's never truly gone.

The Dashboard tab turns your records into charts: how often something happens each month, total and average durations, and the spread of answers to your dropdown and scale questions.

1. Pick a form.
2. Filter by date range, student, staff, day of the week, or any dropdown answer.
3. Click Apply to update the charts.

Resizing a chart. Drag the bottom-right corner of any chart to make it bigger or smaller, so you can spread one out to full width or fit several side by side.

Click Export CSV to pull the filtered records into a spreadsheet, or Print Report for a clean page you can save as a PDF. To produce a restraint or seclusion extract for a state report, set the date range and export.

Messages, the button at the top right, is where notes from the Speducata team reach you, including a reply to any problem you've reported. When something's unread, a small badge appears on the Messages button. Click it to read.

If something isn't working, click Problem Reporting at the top right.

1. Pick the date you noticed the problem.
2. Choose your browser.
3. Describe what happened and what you already tried.
4. Click Submit Report.

Your report goes straight to the support team, and their reply comes back to you in the Messages tab. This works even if your subscription has lapsed, since that's exactly when you might need to reach us.

A few things worth knowing. Speducata stores no student identity beyond a first name and last initial. Signing in uses no personal email. Many schools share one secure database, but the server re-checks your school and program on every single request, so you only ever see your own program's records and never another school's.

Submitted by — your report goes straight to the Speducata support team.

Flushes the server-side cache layer so direct edits you make in the Sheet become visible immediately.

Why can (or can't) a user see a record? Uses the same rules as the app. Read-only: no answers are shown, and each check is logged.

These addresses receive subscription expiry alerts (30/7/0 days) and are used for nothing else. The daily trigger must be installed once: run installAlertTrigger in the editor (Alerts.gs). Test alerts go only to marc@risk-eraser.com.

Deleted forms and their responses are hidden from every screen, dashboard and export, but nothing is erased from the Sheet. Restore puts a form back with the status it had, together with its dashboard and its responses.

Email chosen people when a form is submitted. Emails name the form, the staff member and the date, with links that need sign-in. They never contain student names or answers. Alerts fire for Data Entry submissions only.

Every form has one dashboard (Section 8). Pick a form and Speducata proposes a chart per question — keep, relabel, reorder, publish. Until a dashboard is published, the Dashboard tab shows the same proposal automatically.

One-way announcements to everyone, one school, or one program: renewal notices, new forms, maintenance windows. Users see them in their Messages tab with an unread badge. No student data belongs here.

Speducata copies the whole database to a private Drive folder every night and trims old copies automatically (30 days of nightly copies, then 12 months of first-of-month copies). Take an on-demand snapshot before any planned manual change to the Sheet.

Stage 4 — delivered: Data Editing, dashboards, CSV export & upload, Messages.
Stage 5A — delivered: nightly backups with on-demand snapshot, retention pruning, the in-app Manual.
Stage 5B — next: injection/XSS hardening pass, quota dry run, archive-at-threshold prompt, full pre-launch checklist.