Welcome to your Mana journey! As leaders in your organisation, you play a key role in bringing Mana to life at your centres. Setting things up properly now means less admin later, smoother workflows for your team and more time to focus on what matters most: supporting children’s learning and growth.
This guide will walk you through everything you need to get your organisation and centres Mana-ready.
To get the best out of training, we recommend you complete all actions in this guide before your centre’s training session.
To start, let’s bookmark the Mana help centre, your one-stop shop for all of your ongoing Mana support needs: https://help.makemana.com/en/
You will see these icons used throughout the guide:
✅ Green tick: key action to complete
📖 Book: read more for further support
💡 Light bulb: tips & tricks
⚠️ Exclamation point: take note
Step 1: Organisation account and billing set up
Setting up your organisation account and billing details is quick and easy. It helps us tailor the platform to your team, makes sure the right people have access, and keeps your subscription running smoothly without interruptions.
✅ Create your organisation's account in Mana
✅ Create your organisation's account in Mana
Log into your Mana account and select your Profile Icon > Settings > Team
Scroll down to your 'Analytics and Billing' section and select Create an Enterprise
Enter your Org Name and select your Country (e.g., Australia), an enter the access token provided to you by the Mana team to complete the organisation setup
✅ Add your billing information to Mana
✅ Add your billing information to Mana
After creating the account, you will be prompted to enter credit card details for billing. Add and confirm your payment method to proceed.
💡 You can pay for your organisation's Mana subscription on a monthly basis (using a credit card) or via invoice (upfront for a year in advance). If you are paying by invoice, the Mana team will apply this as a credit to your account and you will only be required to add a credit card as a back up only.
Step 2: Update your policies and communicate your Mana rollout
✅ Create or update your AI policy
Using Mana involves the usage of AI. As part of your activation process, you will need to examine your policies and create an AI policy or update your existing AI policy.
📖 Read more: View our sample AI policy to get started
📖 Read more: View Mana's privacy policy for more information
✅ Communicate with your teams about the Mana rollout
📖 Read more: Common FAQs about Mana
Step 3: Parent and guardian consent
At the heart of our approach is the belief that children learn best when teachers and families work together. Parent consent honours that partnership, protects privacy, and gives confidence in how Mana is used, enabling your centre to activate Mana fully and set every child up for success.
✅ Obtain parent and guardian consent to support your Mana rollout
📖 If you are rolling out Mana Teachers only, check out our sample letter and consent form here: A letter to families and consent form (Mana Teachers)
📖 If you are rolling out Mana Teachers and Mana Families, check out our sample letter and consent form here: A letter to families and consent form (Mana Teachers & Mana Families)
Step 4: Set up your centres in Mana
Adding multiple centres to your organisation can be a time-consuming task if done individually. Mana supports you to add all of your centres at once using bulk upload.
✅ Add all of your centres to Mana via a bulk upload
This includes a bulk upload csv template
⚠️ Bulk uploading teams is available only to the Organisation Manager
Step 5: Build out your organisation in Mana
As an Org Manager, your Mana Org Dashboard will look like this. You'll have tiles showing you your:
Teams: Teams are your Centres on Mana. Each Centre will have their own Team space to use.
Groups: These are groupings of centres based on location, learning framework, centre type (more on this below).
Users: Your users are your teachers, educators, educational leaders and managers (or equivalent) who are part of your Organisation in Mana.
Children: The children across all of your Teams in Mana.
Resources: A space for you to upload Organisation specific resources that train Mana's AI on key information about your organisation.
✅ Add your centres into “groups” in Mana
✅ Add your centres into “groups” in Mana
💡 Organising your centres into groups within Mana is a great way to manage different centre's efficiently. Groups allow you to set specific philosophies and frameworks for each set of centres, making it especially useful if your centres operate in different states or regions with varying educational frameworks or if they have different philosophies.
At minimum, create 1 group with all of your centres so you can apply a consistent learning framework for all of them.
✅ Customise your Organisation's Philosophy, Writing Style and Frameworks
✅ Customise your Organisation's Philosophy, Writing Style and Frameworks
Selecting Settings on the left hand side navigation panel and use the tiles under Capabilities:
✅ Add your organisation’s philosophy
📖 Read more: How to set the philosophy for your organisation
✅ Add your organisation’s writing style (if you have one)
📖 Read more: How to set the writing style for you organisation
✅ Add your organisation’s learning frameworks
Step 6: Bulk upload educators and children
Use the bulk upload option to add all children and educators to your enterprise account quickly and accurately. This saves significant time, ensures no one is missed and prepares your centre for immediate use of Mana.
⚠️ We recommend that this step is done by head office (or equivalent) for consistency and to save Centre Managers time. However, this can be delegated to centres if required.
✅ Add all of your children to Mana via a bulk upload
📖 Read more: How to bulk upload Children into your Centres
This includes a bulk upload csv template
✅ Add all of your educators/teachers to Mana via a bulk upload
📖 Read more: How to bulk upload educators into an organisation (this includes a bulk upload csv template)
Remember to send pre-training communication to your educators so they know what they should do before their Mana training session.
