Use Case: Setting Up a New School
Complete walkthrough of setting up a new school organization on Speakly.PRO from scratch.
Step 1: Create Your Account
Register on Speakly.PRO
Go to Speakly.PRO and click Sign Up. Enter your name, email address, and a strong password. Verify your email when prompted.
Complete the Onboarding Wizard
The onboarding wizard guides you through profile setup. Choose your target language and UI language. When prompted for your role, select Organization Admin.
Create Your Organization
Enter your organization's name (for example, "Lingua Academy Berlin"). Choose your preferred currency symbol for billing display. Click Create Organization.
At this point, you have a registered OrgAdmin account with an empty organization.
Step 2: Configure Organization Settings
Set Default Costs
Navigate to My School > Settings > Default Costs. Set the defaults that will apply to all new enrollments:
- Lesson cost: 100 tokens (a typical starting point)
- Homework cost: 250 tokens
- Exercise cost: 10 tokens
These can be adjusted later. Individual courses and enrollments can override these values.
Add Branding
Go to My School > Settings > Profile. Upload your school logo (400 x 400 px recommended) and write a brief description of your school. This information appears in invitation emails and on teacher/student dashboards.
Step 3: Purchase Initial Tokens
Before your teachers start creating content, make sure you have tokens available for AI-powered features.
Navigate to My School > Billing > Purchase Tokens.
For a school with three teachers, the Standard package (100 tokens for $50) is a reasonable starting point. This provides enough for several AI lesson generations and initial content creation.
Complete the purchase using your preferred payment method.
Set up low balance alerts so you are notified before running out of tokens.
You can always purchase more tokens later. Starting with the Standard package lets you evaluate usage patterns before committing to a larger purchase.
Step 4: Invite Your Teachers
Generate Invite Codes
Navigate to My School > Teachers and click Generate Invite Codes. Generate 3 codes (one per teacher) and select the Teacher role.
Send Invitations
Copy each code and send it to a teacher via email. Include these instructions:
- Go to Speakly.PRO and click Sign Up.
- During onboarding, enter the invite code when prompted.
- Complete your teacher profile: teaching languages, experience, certifications.
- Set your availability status.
Verify Teachers Joined
Check My School > Teachers to confirm that each teacher's status changes from "pending" to "active" as they complete registration.
Step 5: Distribute Tokens to Teachers
Once your teachers have joined, give them tokens for content creation.
Navigate to My School > Billing > Token Distribution.
Select all three teachers and allocate 100 tokens each. This is enough for one AI lesson generation per teacher.
Confirm the distribution. Each teacher receives a notification about their token allocation.
Step 6: Help Teachers Create Their First Course
Share these instructions with your teachers:
- Navigate to Courses in the sidebar and click Create New Course.
- Enter the course name, language, and CEFR level.
- Set the course visibility to Private while building content, then change to Public when ready.
- Use the Lex Editor to create the first lesson.
For detailed teacher-side instructions, point your teachers to the Teacher / School Guide.
Step 7: Enroll Your First Students
With courses created, you can start enrolling students.
Generate Student Invite Codes
Navigate to My School > Students (or have teachers generate codes from their own course pages). Generate codes and associate them with specific courses.
Distribute Codes to Students
Send codes via email, post them on your school's website, or hand them out in person.
Monitor Enrollments
Watch the My School > Students page as students register and enroll. Accept any pending enrollments that need manual approval.
Step 8: Review and Verify
Confirm the following in My School > Dashboard:
- All teachers have active status.
- Tokens have been distributed.
- Low balance alerts are configured.
- At least one student enrollment is active.
What Comes Next
- Analytics & Reports -- check the dashboard weekly.
- Accounting & Billing -- review token usage monthly.
- Teacher Management -- review course quality and respond to questions.
- Student Management -- track progress and identify at-risk students.