This article is for institutional account administrators. If you’re an individual subscriber, you don’t need any of this — your account is ready to go the moment you sign up. But if your school has upgraded to an institutional plan and you’re the Partner Admin, here’s how to get everything set up for your team.

Upload your logos

Go to Institution Settings in your admin dashboard. You’ll upload two versions:

• Full logo — usually a horizontal version with your school’s official name.
• Shortened logo — usually a square version (just the symbol or a nickname).
  Logo requirements: PNG format recommended (for transparency), at least 600px wide for horizontal and 600×600px for square. Transparent or white background works best.
  Once uploaded, your logos automatically appear on promotional images for classes, registration pages, and participant evaluation pages — so everything your students see is co-branded with your institution.

Enter semester information

Still in Institution Settings, scroll to the Semesters section. For each term:

1. Name the semester (e.g., “Spring 2026” or “1st Quarter 2026”)
2. Enter the start and end dates
   This lets the platform automatically archive class rosters after the term ends, keep participant records organized by semester, and align evaluation data with your reporting needs. You can add multiple upcoming semesters to stay ahead of scheduling.

Set up departments

At the institutional level AOM is organized around departments. This is how your school can have multiple teams using the platform independently while still rolling up into one institutional account and benefiting from all the additional functionality that brings.
To create a department, go to the Departments section in Institution Settings and click “Add Department.” Name it whatever makes sense for your team — it doesn’t have to match your school’s formal org chart. “Counseling Center,” “Res Life,” “Peer Health Educators” — whatever helps you stay organized.
Each department has a department admin — the person who manages instructors within that department. When you create a department, you’ll assign yourself or someone else as the department admin. That person can then add and remove instructors in their department, see evaluation data for classes run within their department, and coordinate scheduling and promotion within their team.
You can be the department admin for multiple departments (useful when you’re the one setting everything up initially). As other departments come on board, you can transfer the department admin role to someone on their team.
Within the department admin interface, each department admin will select whether instructors in that department should be able to book their classes directly, or request to book classes through the system. The purpose of the request mechanism is coordination and visibility: having all scheduling requests go through one or more department admins can help avoid conflicts with other events happening in the department or on campus.

Add instructors

In the Team Members tab in Institution Settings, click “Add Instructor.” You’ll enter their name, email, and department assignment.
Once added, instructors receive an email with a code to access the platform. From there they can browse and preview classes, book and lead sessions, and view feedback for the classes they teach. Instructors within the same department can see each other so they can coordinate.

Tips & Notes

• Only institutional admins and department admins can manage team members (department admins can manage within their own department).
• If your school only has one team using AOM, you can create a single department and not think about it again until you grow.
• Department admin roles can be reassigned at any time which is useful for staff turnover or when someone new takes over a program.
• You can replace logos any time by uploading new files in the same spot and all future classes will use the new assets.
• This article only applies to institutional accounts. Individual subscribers have full access to everything without any setup steps but are unable share data with other instructors, coordinate schedules, or access institution-wide data.