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General Tab

The General tab contains the core configuration settings that define how Manage1to1 behaves for your district. These settings establish district identity, control default communication behavior, and enable or disable several platform-wide features that affect day-to-day workflows.

Most districts configure this section during initial setup and revisit it occasionally as processes evolve.

Permission Required

To access the General tab, you need the Manage Settings permission assigned to your role.

District Identity​

The district identity fields define how your district is represented throughout the platform and in outbound communication.

District Name​

The District Name is displayed across Manage1to1, including emails, reports, and user-facing areas of the application. This should reflect the official district name used internally and externally.

Best practice: Use your official district name exactly as it appears on letterhead and official communications.

Example: "Springfield Public Schools" or "Lincoln County School District #45"

Address Fields​

Address-related fields store the district's primary mailing address. While not used heavily in workflows, these values will be used in invoices and email templates depending on your configuration.

Fields:

  • Street Address
  • City
  • State
  • ZIP Code

When to update: When district office relocates, addresses change, or incorrect information needs correction.

Email Behavior and Defaults​

Email settings control how messages sent from Manage1to1 appear to recipients and who receives copies of those messages.

Email Reply-To Address​

The Email Reply-To Address determines where replies are routed when users respond to system-generated emails. Many districts use a shared support or help desk inbox here.

Best practice: Use a monitored inbox that appropriate staff check regularly.

Examples:

  • techsupport@district.edu - Help desk inbox
  • devicehelp@district.edu - Device management team
  • oneto1@district.edu - 1:1 program coordinators

Avoid: Personal staff email addresses (what if that person leaves?)

Sender Name​

The Sender Name is the display name shown in outbound emails. Districts typically use a recognizable name such as the district name or technology department.

Best practice: Use a name parents will recognize and trust.

Examples:

  • "Springfield Public Schools" - Official district name
  • "Springfield Technology Department" - Specific department
  • "Springfield 1:1 Program" - Program-specific

Avoid: Generic names like "Manage1to1" (parents may not know what that is)

CC and BCC Fields​

Optional CC and BCC fields allow the district to receive copies of applicable outbound email. This is often used for auditing, record-keeping, or internal awareness without relying on end-user forwarding.

CC (Carbon Copy):

  • Recipients can see this address received a copy
  • Use when transparency is desired

BCC (Blind Carbon Copy):

  • Recipients cannot see this address received a copy
  • Use for internal tracking without exposing admin addresses to families

Common uses:

  • Billing office receives BCC of all invoice emails
  • Help desk receives CC of incident notifications
  • District administrator receives BCC of all parent communications

Caution: Sending CC/BCC on all emails can create inbox overload. Use selectively.

Email Domain Fields​

Staff and student email domain fields define the expected domain formats used throughout the system. These are commonly referenced during imports, validation, and automation to ensure consistency.

Staff Email Domain:

  • Example: @district.edu or @staff.district.org
  • Used when auto-generating staff email addresses

Student Email Domain:

  • Example: @students.district.edu
  • Used when auto-generating student email addresses

Purpose: Ensures consistency when creating user accounts from SIS imports or bulk uploads.

Email Server Configuration​

The Email Server section displays the current delivery method used by Manage1to1. Selecting Update Email Server opens the configuration workflow to modify or replace the existing email delivery settings.

Default: Most districts use Manage1to1's built-in email delivery service (no configuration needed).

Custom SMTP: Some districts prefer to use their own SMTP server for:

  • Email archiving compliance
  • Enhanced delivery monitoring
  • Integration with existing email systems

When to change: Only if district IT requires emails to flow through district-controlled servers. Contact Manage1to1 Support for assistance with custom SMTP configuration.

Platform Feature Toggles​

Several district-wide behaviors are controlled through enable/disable switches on this page. These toggles allow districts to align Manage1to1 with their operational practices without exposing unused features to staff.

Username Generation Settings​

Username generation settings determine how usernames are created when users are added through imports or automated processes. This ensures consistency across accounts created at different times.

Common patterns:

  • First initial + last name (jsmith)
  • First name + last initial (johns)
  • Last name + first initial (smithj)
  • Student ID number

Why it matters: Consistent usernames simplify troubleshooting, SIS integration, and user communication.

Kindergarten and Below Password​

The kindergarten and below password field supports districts that use simplified credentials for younger students. This value is applied automatically where applicable.

Use case: Young students who cannot remember complex passwords use a shared, simple password like "abc123" or "kindergarten2024".

Security note: While convenient, shared passwords reduce security. Consider if appropriate for your district.

Enable Insurance Tracking​

Enables or disables the Insurance tab on user profiles for tracking device insurance coverage.

Enable when: District offers device insurance program and needs to track enrollment.

Disable when: District doesn't use device insurance.

See: Insurance Tab Documentation for details.

Enable Apple Fields​

These are legacy fields utilized by districts wishing to store older information regarding Apple Devices such as Unlock Code, Device Username, and Device Passcode.

Enable when: District manages older Apple devices requiring these specific fields.

Disable when: Not using Apple-specific legacy fields (recommended for most districts).

Enable Device Fees​

Controls whether device fee functionality is available throughout the system.

Enable when: District charges annual device fees or checkout fees.

Disable when: District does not charge device-related fees.

Enable Case Tracking​

Enables tracking of protective cases as separate items from devices.

Enable when: District tracks cases independently (inventory, damage, replacement).

Disable when: Cases are not separately tracked.

Enable Check-In Incident Bypass​

Enabling this option will allow devices to be checked in without an incident being created. If this is disabled, in order to check in a device, an incident will be required.

Enable when: Devices can be returned in good condition without creating an incident.

Disable when: District policy requires incident documentation for all check-ins (strict accountability).

Enable Rapid Check-In/Out​

Enabling this option will turn on the "Librarian Style" check in and out functionality of Manage1to1.

What it does: Streamlined checkout interface for high-volume, quick transactions (similar to library book checkout).

Enable when: Staff check out many devices quickly (cart checkouts, library-style distribution).

Disable when: Standard checkout workflow is sufficient.

Admin Password Self-Service​

Controls whether administrators can reset their own passwords via email without contacting a super administrator.

What it does: When enabled, a "Forgot Password?" link appears on the admin login page. Administrators can request a password reset link via email, which expires after 24 hours.

Enable when:

  • You want administrators to be able to reset their own passwords independently
  • Your district email system is reliable and secure
  • You trust administrators to manage their own account security

Disable when:

  • District policy requires centralized password reset management
  • You want all password changes to go through super administrators
  • Enhanced security protocols are needed for administrative access

Security features:

  • Reset tokens expire after 24 hours
  • Rate limiting prevents abuse (3 requests per hour per email address)
  • Tokens are single-use only
  • All password reset attempts are logged in activity log
  • Email enumeration protection (won't reveal if email exists)

Common use case: Most districts enable this feature to reduce help desk burden and allow administrators to regain access quickly during off-hours.

See also: Administrators documentation for more on admin account security.

Admin Multi-Factor Authentication​

Enables two-factor authentication (2FA/MFA) for administrator accounts using Time-based One-Time Password (TOTP) apps such as Google Authenticator, Authy, or Microsoft Authenticator.

What it does: When enabled, administrators can optionally (or mandatorily, if enforced) protect their accounts with an additional layer of security beyond username and password. After entering their password, administrators must provide a 6-digit code from their authenticator app to complete login.

Enable when:

  • District security policy requires multi-factor authentication
  • Administrators access Manage1to1 from various locations or devices
  • Compliance requirements mandate MFA for administrative systems
  • District wants to reduce risk of compromised admin credentials

Disable when:

  • District has alternative security measures in place
  • MFA creates operational challenges (though this is rare)

How it works:

  1. Administrator enables MFA in their profile (My Profile > Security tab)
  2. System generates a QR code to scan with authenticator app
  3. Administrator verifies setup by entering a code from their app
  4. System provides 10 backup codes for emergency access
  5. On future logins, administrator enters password + 6-digit code

Security features:

  • TOTP codes rotate every 30 seconds
  • Backup codes are single-use and hashed for security
  • 90-second verification window accounts for clock drift
  • Administrators can regenerate backup codes if lost
  • All MFA events are logged in activity log
  • Rate limiting prevents brute-force attempts

Important: When MFA is enabled but not enforced, it's optional per administrator. Each admin decides whether to enroll based on their security preferences.

See also: MFA Setup Guide for step-by-step enrollment instructions.

Require MFA for All Admins​

Enforcement Setting

This option only appears when Admin Multi-Factor Authentication is enabled.

Forces all administrators to enroll in MFA before accessing the system. Administrators will be unable to disable MFA once enrolled.

What it does:

  • Unenrolled administrators are prompted to set up MFA immediately after login
  • Administrators cannot skip or postpone MFA enrollment
  • "Disable MFA" option is hidden from administrator profiles
  • All admin accounts must maintain active MFA enrollment

Enable when:

  • District security policy mandates MFA for all administrative access
  • Compliance requirements require MFA across all admin accounts
  • District wants maximum security for sensitive student/staff data
  • External audits or insurance requirements demand universal MFA

Disable when:

  • District wants to allow optional MFA per administrator
  • Some administrator roles don't require MFA protection
  • Gradual rollout approach is preferred (optional first, enforced later)

⚠️ Important considerations before enforcing:

  • Communication: Notify all administrators before enabling enforcement
  • Training: Ensure administrators know how to use authenticator apps
  • Support: Have a plan for administrators who lose phone/access
  • Emergency access: Backup codes must be stored securely by each admin
  • No exceptions: Once enforced, all admins must comply (including super admins)

Rollout recommendation:

  1. Enable MFA as optional first
  2. Encourage administrators to enroll voluntarily
  3. Provide training and support during transition period
  4. Monitor enrollment rate via admin list
  5. Enable enforcement once majority are enrolled

Emergency access: If an administrator loses their authenticator device and backup codes:

  • Contact super administrator for manual MFA reset
  • Super administrator can disable MFA for the affected account
  • Administrator must re-enroll immediately upon regaining access

Common use case: Districts typically enable optional MFA first, then enforce universally after 30-60 days once staff are comfortable with the process.

See also:

System Defaults​

Default Record Display Settings​

Default record display settings control how many records appear in tables across the application. This is purely a usability preference.

Common values: 25, 50, 100 records per page

Considerations:

  • Higher values reduce clicking "next page"
  • Lower values improve page load speed
  • Users can typically override on individual pages

System Timezone​

The system timezone defines how timestamps are displayed throughout Manage1to1, including reports, activity logs, and time-based workflows. This should match the district's timezone.

Important: Choose your district's primary timezone (e.g., America/Chicago, America/New_York).

Impact:

  • Report timestamps
  • Activity log entries
  • Scheduled automation
  • Email send times

Change carefully: Changing timezone affects how historical timestamps are displayed.

Grade Labels​

Grade label fields allow districts to customize how lower grade levels are labeled throughout the system. This is especially useful for early childhood programs where traditional grade naming may not apply.

Examples:

  • Standard: K, 1, 2, 3...
  • Custom: PreK, Kindergarten, First Grade, Second Grade...
  • Alternative: PK, KG, G1, G2...

Why customize: Match your district's official grade terminology for consistency across systems.

Common Questions​

Q: Can I change district name mid-year? Yes. The district name can be updated at any time. It will appear in future emails, reports, and invoices. Historical records retain the name that was active when they were created.

Q: What if I change the Reply-To email address? New emails will use the updated address. Already-sent emails still show the old reply-to address. Ensure the new address is monitored before changing.

Q: Should I enable all feature toggles? No. Only enable features your district actually uses. Unused features can clutter the interface and confuse staff.

Q: Can I test email settings before going live? For sender name and reply-to, send a test invoice or notification email to yourself to verify appearance. For SMTP configuration, work with Manage1to1 Support to test.

Q: What happens if I set the wrong timezone? Timestamps throughout the system will display incorrectly. Activity logs, reports, and scheduled tasks may show confusing times. Set correctly during initial setup.

Q: Can building-level admins access the General tab? Only if they have the Manage Settings permission. This is typically restricted to district-level administrators to prevent unintended changes.

Q: Do email CC/BCC settings apply to all emails? Yes, if configured in the General tab. For template-specific CC/BCC, configure in individual email templates (Email Templates tab).

Q: How often should I review the General tab settings? Annually at minimum, or when:

  • District office contact information changes
  • Staff responsible for email monitoring changes
  • District policies evolve (requiring feature toggle adjustments)
  • SIS integration details change

The General tab establishes foundational platform behavior. Properly configured, these settings ensure consistent district identity, effective communication, and features aligned with your operational needs.

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