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1. Accessing Admin Settings
From the left sidebar, select Settings.
The Admin Settings panel provides access to three configuration tabs:
Branding, Reports & Notifications
Limits & Storage
AI Configuration
Select the appropriate tab to manage your organization's settings.
2. Branding, Reports & Notifications
This tab contains settings for regional preferences, organizational branding, reporting permissions, and notifications.
Regional Settings
Configure your organization's timezone and default assignment times.
Timezone: Select your organization's timezone. Assignment start times, due times, and reminders use this timezone.
Default Start Time: Set the default time when new assignments become available.
Default Due Time: Set the default deadline for new assignments.
These times are applied automatically when new assignments are created. Instructors can change the times for individual assignments.
Branding
Customize the organization's identity and student-facing account access.
Client Name: Configure the organization name displayed to students when they use the account link.
Account Link: Enable or disable the public account link that students use to sign up, sign in, and access your organization.
Allowed Signup Email Domains: Restrict self-registration to specified email domains. Enter multiple domains separated by commas (e.g., school.edu, student.school.edu). Leave this field empty to allow any email domain.
Client Logos
Upload your organization's logos to customize the platform's branding.
Horizontal Logo: Upload the organization's horizontal logo.
Icon Logo: Upload the organization's icon logo.
Accepted formats: JPEG, PNG, and WEBP.
Maximum file size: 25MB.
Reports & Permissions
Control which reporting and privacy features staff can access when creating or editing assignments.
Available organization-wide permissions include:
Allow Email Reports: Enable or disable email reports.
Allow Student Identification: Control whether student identification information can be included.
Allow Transcript Access: Enable or disable transcript access.
Allow Audio Access: Enable or disable audio access.
These settings determine which reporting and privacy options staff can use.
Notifications
Configure which student reminder options staff can enable when creating assignments.
Available notification policies include:
Allow Availability Window Reminders
Allow 24-Hour Reminders
Allow Due Date Reminders
Allow Overdue Reminders
Enable or disable each option according to your organization's notification policies.
Click Save Changes to apply your updates.
3. Limits & Storage
Use the Limits & Storage tab to configure recording retention periods.
Available settings include:
Audio Storage Length (days): Specify how long audio recordings are retained.
Video Storage Length (days): Specify how long video recordings are retained.
Enter the desired retention period in days for each recording type.
Click Save Changes to confirm your settings.
4. AI Configuration
Use the AI Configuration tab to manage organization-wide comment flagging settings, email notifications, review rules, and response guidance for assignment sessions and self-serve sessions.
Understanding AI Configuration Settings
These settings influence two key aspects of the AI's behavior:
Comment Classification: Priority definitions and examples guide the AI in determining whether student comments should be classified as High, Medium, or Low priority.
AI Responses and Recommendations: Response guidelines and resource information guide how the AI responds to student concerns and which support services or platform resources it recommends.
Administrators should review these settings regularly to ensure that the AI's classifications, responses, and recommendations align with institutional policies and available student resources.
Comment Flags
Enable or disable comment flagging for assignment sessions and any self-serve sessions enabled by your organization.
When enabling comment flags, administrators confirm that they have reviewed and approved the configured rules and defaults. They also accept responsibility for maintaining the settings, selecting email recipients, and reviewing and responding to flagged comments.
Emails by Priority
Configure which priority levels trigger email notifications and how frequently notifications are sent.
Available priority settings include:
High Priority Emails: Notifications are sent when the report is ready.
Medium Priority Emails: Notifications are sent every 30 minutes.
Low Priority Emails: No email notifications are sent by default.
Use the available toggles to enable or disable email notifications for each priority level.
Assignment Sessions
Comment flag settings for assignment sessions are managed during assignment creation. Staff can enable or disable comment flags when configuring an assignment session.
Review Rules and Response Guidance
Expand the Review rules and response guidance section to review and edit the default rules used by the AI to evaluate student comments and determine their priority level.
These rules and response guidelines apply to both assignment sessions and self-serve sessions. Administrators can edit the individual settings using the Edit option beside each section.
The following settings are available:
High Priority Definition
Defines what qualifies as a high-priority comment.
High priority should be reserved for situations requiring immediate human intervention, such as a risk of serious harm to the student or another person, or an issue that a staff member must address that day.
The guidance distinguishes between serious, immediate concerns and comments that simply contain concerning language. For example, words such as "unsafe," "scared," or "can't" should not automatically result in a high-priority flag without additional context. When there is no indication of immediate harm, medium priority should be used.
High Priority Comments Response Guidelines
Defines how the AI should guide students when a high-priority concern is identified.
For example, if a student indicates they are in distress, feel unsafe, or are experiencing severe conflict, the AI should guide them to seek professional support, such as speaking with a school counselor.
High Priority Examples
Provides examples of comments that should be classified as high priority, including:
References to suicide, killing themselves, or self-harm, even in a short sentence or as a joke.
Threats or wishes to hurt another person.
Statements that someone is hurting, abusing, threatening, or stalking the student.
Statements indicating the student is in danger now, at home, at work, or at school.
Hateful or discriminatory statements about a group of people (race, religion, ethnicity, gender, sexuality, or disability), whether made by the student or directed toward the student.
Harassment or bullying that is currently happening.
Requests or pressure to participate in illegal or dangerous activities.
Signs of forced labour or exploitation, such as an employer holding a passport or identification document, or not paying the student.
Medium Priority Definition
Defines concerns that warrant staff review soon but do not indicate immediate harm.
Examples include situations where a student expresses distress, describes a problem that could stop their progress, or shares something about themselves that a school or employer would be concerned about.
Medium priority should be used rather than low priority when a student says they are scared, afraid, or not okay, even in a short sentence and even if they subsequently change the topic.
Medium Priority Examples
Examples of comments that should be classified as medium priority include:
Saying they are scared, afraid, or not okay, with no clear sign of immediate danger.
Asking to stop or avoid a topic because it upsets them.
Saying they are unsafe, unreliable, or unable to perform a key part of their role (for example, being unable to drive when driving is required).
Ongoing stress, anxiety, or sadness that affects work or studies.
Ongoing difficulty balancing work, study, and personal life.
Fear of failing or not meeting performance standards.
Conflict with a supervisor, instructor, or peer that is not yet severe.
Low Priority Definition
Defines minor concerns that should be noted but do not require staff intervention.
Examples include normal nerves, small frustrations, mild uncertainty about goals, and slight dissatisfaction.
Low priority should not be used to flag how well a student answered a question or normal discussions about their skills, projects, and experience.
Low Priority Examples
Examples of comments that should be classified as low priority include:
Mild nerves about an interview or practice session (for example, "I'm a bit nervous about this").
Occasionally feeling uncertain about personal goals.
Small frustrations with a task, course, or the platform.
Slight dissatisfaction.
Wanting more variety in tasks or projects.
Job Search Resources
This section provides the AI with information about available job search tools and resources that it can recommend to students when appropriate.
The default guidance includes:
1. InStage Mock Interviews
Helps students practice for real interviews.
Is accessible through the same InStage web platform as the current session.
Students can access a section for creating self-practice sessions using the Create Interview button.
Students select a target job and the interview stages they want to practice. They then progress through each stage in sequence, simulating a real hiring process.
For each interview stage, students can customize the question list and the interviewer's attitude.
Afterward, students receive a session summary report with feedback to help them improve.
Can be conducted via telephone or through the browser.
2. InStage Resume Review
Helps students edit, create, or enhance a resume to tailor it to a specific job opportunity.
Allows users to download a complete resume file.
Is available through the same InStage web platform as the current session.
Administrators should review this guidance to ensure that the AI provides accurate information about the resources available to students.
Academic Comments Response Guidelines
Defines how the AI should respond when students raise academic questions or concerns.
For example, if a student expresses confusion about courses, grading, or deadlines, the AI should direct them to connect with their instructor or academic advisor.
Editing Review Rules and Response Guidance
Administrators can customize each section using the Edit option displayed beside the corresponding heading.
Review and update the definitions, examples, and response guidelines to ensure that the AI's comment classification and recommendations align with institutional policies and available student support resources.
Click Save Changes, where available, to apply your updates.
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