- A seat is one staff login on a School or District plan.
- An administrator adds, removes, and reassigns seats for the building or district.
- Reassigning a seat keeps the student caseload; only the person changes.
- When a teacher leaves, transfer their students before freeing the seat.
- If you are unsure where seat controls live, ask your admin or contact us.
On School and District plans, each staff member who logs in uses a seat. Managing seats well keeps your roster clean and your access correct, especially across a staffing change in the middle of a year.
What a seat is
A seat represents one staff member with their own login. Every staff member with access occupies a seat, whatever their role, and your plan is sized to the number of staff who need to work in Evident. Staff are invited as teachers, counselors, or administrators; paraprofessionals who log daily typically hold a teacher seat.
Seats are about people, not students. A single teacher on one seat can carry a full caseload. You add seats when more staff need to log in, not when you add more students.
Adding and reassigning staff
An administrator manages seats for the building or district. Adding a staff member gives them a login and a role (teacher, counselor, or admin) that controls what they can see and do, so daily loggers work without the settings an administrator uses.
If your seat management interface differs from what a colleague describes, do not guess. Ask your administrator who holds that control, or contact us, and we will point you to the right place. We would rather walk you through it than have a seat assigned to the wrong person.
Handling a staff change
When a teacher leaves or changes assignments, handle their students before you free the seat. Transfer the caseload to the incoming staff member or to a case manager so no student is left without an owner. The student records and evidence are never deleted in this process; they move to the new owner.
Once the caseload is reassigned, the freed seat can go to the replacement teacher. Doing it in this order keeps daily logging uninterrupted for the students involved, which matters most during a mid-year handoff.
Right-sizing your seats
Review seats at natural checkpoints, like the start of a semester or a renewal. Free up seats held by staff who have moved on, and add seats for new hires before they need to start logging.
If your staff count is shifting, talk to us rather than letting seats drift. We can adjust your plan and billing to match who is actually using Evident.
Frequently asked questions
Does adding students use up seats?
No. A seat is one staff login. You add seats for staff, not for students. One teacher on one seat can carry an entire caseload.
What happens to a teacher's students when they leave?
Transfer the caseload to another staff member before freeing the seat. The students and their evidence are not deleted; they move to the new owner.
Who can add or remove seats?
An administrator on the School or District plan manages seats. If you are not sure who that is, ask your admin or contact us.
Can we change our seat count mid-year?
Yes. Talk to us about adjustments and we will sort out the billing rather than forcing a card transaction.