Rolling out TeacherMatic successfully across an institution involves more than simply giving staff access to the platform. It also involves clear administration, effective communication, and ongoing professional development.

In our recent TeacherMatic Administration Webinar, we explored both sides of that process. First, we looked at the practical administration features available to organisation admins. Then we focused on how administrators, digital leads, and champions can help staff adopt TeacherMatic with confidence.

In this blog, we have brought together the key takeaways from that session, along with the most relevant links and resources to help you put them into practice.

Watch the webinar:

Each organisation has one account owner, and that person is also the main administrator on the site. They can give admin permissions to other members of the organisation, while remaining the primary admin account holder.

Administrators typically manage TeacherMatic through the My Account page, where most organisation-level admin functionality lives. From there, admins can access an overview of their organisation, including:

• usage over time
• active users
• most used generators
• licence allocation and availability
  
  

One particularly useful feature highlighted in the webinar was the Active Users table, which shows how many generations users have made within a selected period. This gives administrators a clearer picture of engagement across their organisation.

User Creation and Access

A lot of administration revolves around managing users and licences. TeacherMatic supports different routes for user creation.

For example, when users register via the TeacherMatic website, the platform checks whether their email domain matches the organisation’s domain. If it does, the user is added to the organisation and, depending on the settings, may also be allocated a licence automatically.

The process is similar when users access TeacherMatic through integrations such as LTI. Accounts can be created automatically using LMS account details, and domain matching or invitations can still be used to place those users into the organisation.

Useful onboarding link:
https://teachermatic.com/onboarding

Organisation Settings

The webinar also covered several key settings available to administrators.

• Multi-factor authentication (MFA) can be enabled for all organisation members.
• Automatic subscription on registration determines whether users are automatically given a licence when they sign up.
• Automatic subscription on login determines whether users receive a licence when they next log in.
• Ethical filtering allows organisations to apply different filtering levels to help manage potentially harmful content.
  
  

These settings give institutions useful control over how TeacherMatic is implemented locally and how access is managed at scale.

Managing Licences

Licence management is a major part of the admin role. Within the Organisation Members tab, administrators can:

• view all users in the organisation
• see whether users are subscribed
• allocate or remove licences
• make other users admins
  
  

The webinar also highlighted the ability to export and re-import user data, which makes it possible to update subscription status in bulk. This is especially useful for larger organisations.

Another valuable feature is the reset functionality. This allows administrators to unsubscribe all users at once and, if automatic subscription on login is enabled, licences can then be reallocated to active users as they return to the platform. This can be a very practical way to reset licence allocation at the start of a new academic cycle.

Inviting Users

Administrators can also invite users directly by email. This is useful where someone does not match the organisation’s domain conditions, such as external colleagues or staff using a different email address. If they already have a TeacherMatic account, they can be pulled into the organisation. If not, they receive an invite to register.

Managing Generators at Organisation Level

Another part of the webinar focused on how administrators can shape the TeacherMatic experience for their organisation.

Using the generator editing tools, admins can:

• hide specific generators from their organisation if needed
• add generators to organisation favourites so they appear prominently for staff
  
  

This means institutions can align the platform with their own policies and priorities while still giving staff a clear route into the most relevant tools.

Sharing Outputs Within the Organisation

The webinar also highlighted that users can save and share generations within their organisation. Shared outputs are available only to users inside the same organisation, which supports internal collaboration while keeping sharing contained within that institutional environment.

Even if a user is unsubscribed, they remain part of the organisation and retain access to saved generations, although their daily generation limits are reduced.

Supporting Staff Adoption

Administration is only one part of successful rollout. The other part is helping staff feel confident, supported, and motivated to use the platform.

In the webinar, we emphasised that administrators, digital leads, and champions often act as the bridge between the platform and the classroom. That role matters because the impact of TeacherMatic comes not simply from availability, but from staff actually using it in ways that support teaching, learning, and assessment.

Creating that confidence means encouraging staff to explore, experiment, and share practice. It also means making sure the right support and CPD are visible from the start.

Start with the Getting Started with TeacherMatic Course

The first and most important step discussed in the webinar was the Getting Started with TeacherMatic course.

This free, self-paced course is designed to give staff a practical introduction to the platform. It covers:

• how to navigate TeacherMatic
• how generators work
• examples of classroom use
• responsible AI practice
  
  

In the webinar, this was presented as essential baseline training for all staff. The course is broken into short videos to make it manageable for busy educators, and participants can receive a digital certificate on successful completion.

Access the course here:
https://teachermatic.com/course

Use the TeacherMatic Rollout Strategy Guide

For institutions thinking more strategically about implementation, the webinar also pointed to the TeacherMatic Rollout Strategy Guide.

This guide is designed to support institutional adoption and includes areas such as:

• adoption strategy
• staff engagement
• champion roles
• communication planning
• CPD integration
• implementation roadmap
  
  

During the webinar, we also explained that this guide is based on the ADKAR change management model, making it useful for organisations that want a more structured approach to AI rollout.

Access the rollout guide here:
https://teachermatic.com/resources/strategy

Ongoing CPD and Community Learning

TeacherMatic continues to evolve, and ongoing professional development helps staff stay up to date with new generators, practical applications, and effective use cases.

In the webinar, we highlighted the value of:

• Deep Dive sessions
• community webinars
• live training
• practical generator demonstrations
• Q&A with the TeacherMatic team
  
  

These sessions are designed to be practical and help staff see how other educators are using the platform in real contexts. They are also a powerful way to keep TeacherMatic visible after the initial rollout.

All of these links and resources can be accessed here:
https://teachermatic.com/resources/links

This links page brings together the main TeacherMatic resources in one place, including webinars, community sessions, support materials, and more.

Keep TeacherMatic Visible Across Your Organisation

One of the strongest messages from the webinar was that sustaining adoption requires visibility. Institutions that see the greatest impact tend to keep TeacherMatic present within staff culture and professional learning.

That does not have to mean using only Microsoft tools. While we referenced SharePoint and Microsoft Teams in the webinar, the principle is broader than that. What matters is creating a shared space where staff can find guidance, recordings, resources, and practical examples.

Depending on your institution, that shared space could be:

• SharePoint
• Microsoft Teams
• Google Sites
• a staff intranet page
• a VLE page such as Moodle, Canvas, Blackboard, or another learning platform
• an internal CPD hub
  
  

In practical terms, institutions may wish to create a central TeacherMatic page or space where staff can access:

• the Getting Started course
• the rollout strategy guide
• webinar recordings
• newsletter links
• useful updates and announcements

This helps ensure TeacherMatic becomes part of an institution’s ongoing professional development culture, rather than simply another tool staff were told about once.

Encourage Staff to Subscribe to Updates

The webinar also highlighted the value of the TeacherMatic newsletter as a simple but effective way to keep staff engaged.

The newsletter includes tips, practical ideas, announcements of new generators, invitations to webinars and training, and examples of how educators are using the platform.

Join the newsletter here:
https://teachermatic.com/resources/join-the-newsletter/

Subscribe to the TeacherMatic YouTube Channel

All recorded sessions are published on the TeacherMatic YouTube channel, making it easier for staff to catch up on training and revisit practical demonstrations in their own time.

Subscribe here:
https://youtube.com/@teachermatic?sub_confirmation=1

Five Practical Actions for Administrators

To close the webinar, we summarised five practical actions that can make a real difference when introducing TeacherMatic across an institution:

1. Encourage staff to complete the Getting Started with TeacherMatic course
2. Create a central TeacherMatic resource hub using the platform that works best for your institution
3. Set up a collaborative staff space where ideas, questions, and examples can be shared
4. Promote Deep Dives, webinars, and recordings regularly
5. Use the TeacherMatic Rollout Strategy Guide to support adoption planning

These are relatively small steps, but together they can help move TeacherMatic from being a new platform to becoming a meaningful part of day-to-day professional practice.

Useful TeacherMatic Links

• Getting Started with TeacherMatic course:
  https://teachermatic.com/course
• TeacherMatic Rollout Strategy Guide:
  https://teachermatic.com/resources/strategy
• TeacherMatic resources and links hub:
  https://teachermatic.com/resources/links
• Join the TeacherMatic newsletter:
  https://teachermatic.com/resources/join-the-newsletter/
• Subscribe to the TeacherMatic YouTube channel:
  https://youtube.com/@teachermatic?sub_confirmation=1
• TeacherMatic onboarding page:
  https://teachermatic.com/onboarding
  
  

Final Thoughts

Successful TeacherMatic adoption depends on both good administration and ongoing support for staff. When institutions make training visible, provide shared spaces for learning, and keep TeacherMatic connected to CPD, staff are far more likely to engage with confidence.

That is where the real impact begins. Not just in access to AI, but in helping educators use it thoughtfully to save time, reduce workload, and support better teaching and learning.