Administration

Admins set up the organisation, add people and keep an eye on the server. Installing a server is described in Running a server.

The first start

The first person to open a new server sees Welcome to notenwart: name the organisation and create the first admin account. Do it right after installing – until then, anyone who opens the address can.

Setting up

System (admins only) starts with a checklist; My music reminds admins of open steps (Continue setting up).

  1. Name and logo of the organisation (optional) – on the Organisation page; the logo appears in the header and on the sign-in page. There you also decide whether people may show a profile picture. Switched off, nobody’s picture is shown and none can be uploaded – worth considering when many members are minors.
  2. Check the instruments – see Instruments; tick it by hand.
  3. Create the ensembles – choirs, orchestras, classes, courses (Ensembles).
  4. Add people – see below.
  5. Bring in the music – see Importing a folder.
  6. Email – configured on the server; Send test email sends one to yourself and ticks the step.
  7. Sign-in with school accounts (optional) – configured on the server.
  8. Back up regularly – on the server; tick it by hand.

Below the checklist, This server shows the version, address, email settings, storage used, the upload limit, how sheet music is read and whether single sign-on is on.

People

People (admins only) lists everyone with role, ensembles and status (invited, has a password, last seen).

Adding one person: name, email, role → Add and invite. When the server sends email, the invitation goes out by email; you can always copy the link and hand it over yourself. It works once, for seven days; New sign-in link makes a new one.

Many people at once: Import from a table takes a CSV file – saved from Excel, LibreOffice or Numbers; Download a template shows the columns: name and email, optionally role, ensemble, instrument and part number (German or English column names; first and last name columns are joined). Every row is checked first; nothing changes unless all rows are fine. Missing ensembles are created, people who exist already are only added to ensembles. New people get invitations; Download invitation links (CSV) gives you the links to hand out. Up to 2000 rows at a time.

Selecting several people in the table: Add to ensemble … (with instrument and part number), Remove from ensemble …, Change role …, New invitation links (as a CSV) or delete.

Roles: member, leader, librarian, admin – see the overview. Admins cannot take their own admin role away or delete themselves.

Privacy

  • Export: Export data on the people page gives everything stored about a person as a file (also Download my data on everyone’s own account page) – for requests under Art. 15 and 20 GDPR.
  • Deleting a person removes their account with their memberships, sign-ins, markings and single parts. People with printed parts still out cannot be deleted until they are returned. Each deletion is listed under Deletion record – when, by whom, how many records – without the person’s name or email.
  • After a school year: Select former members picks people who are in no ensemble and have not signed in for a year (never admins), to check and delete in one go.

notenwart stores names, email addresses, ensembles, instruments and the time of the last sign-in – no tracking, no telemetry. The organisation running a server is responsible for the data on it and for the rights to the sheet music shared there.