Arc Knowledge Base

Over the past few weeks we have seen a few recurring questions, so we’ve compiled a quick guide on how Arc works and how to set up your organization’s accounts to hit the ground running when you head back into the classroom. 

The Architecture 

The Arc Ecosystem is built on a simple structure that can unlock powerful admin efficiencies. 

• At the top of your account is your Organization – this should be your school or organization name. 
• Under that is your Subject – this should be the type of ensemble you’re leading. Think Band, Choir, Orchestra, Theater, etc. 
• Below this are Groups – these should be smaller groups within the subject like: 
• Band: Marching Band, Winter Guard and Concert Band
• Choir: Jazz Choir, Chorale, Show Choir, TTB 
• Orchestra: Chamber, Philharmonic, Quartets
• You may decide to end the subcategorization here, but for finer detail around assigning music and drill, assigning edit and annotation access, as well as inviting specific subgroups to events – we recommend considering a few strategic subgroups. 
• The smallest sub-category is Subgroups. Here you might divide a group into Sections or Student Leadership, create bus lists, or create other custom sub-groups based on your program’s structure. 

Ready to start making Groups and Subgroups, or need to update what you’ve already built? Check out the UDB Knowledge Base for more detailed instructions and info. 

Once you have your organization and each level set up the way you’d like, it’s time to start inviting members. Make sure to share the Knowledge Base with your members for detailed instructions on getting into UDBapp, Beam, and Geo. 

Once your students have created their accounts, they can enter the Organization, Subject, and any Groups or Subgroups via the access codes under settings in each app. You can also share a QR code, selecting only the codes each group of students needs. Remember – your students will be able to login to UDBapp, Geo, and Beam with the same Arc account, so be sure they just create the one! 

Example: You have Marching Band Students that need access to UDBapp, Beam and Geo: 

1) Share the Subject Code – this adds them to your school (ex: Arc High School), and the correct subject (Band). These are listed under Settings>Codes on the Subject Codes tab.

2) Share the Marching Band Group Codes for UDBapp, Beam and Geo. These are in the same Settings>Codes section on the Group Codes tab. You can also find these by tapping Settings, then scrolling down to the Group you’d like to add members to, then hit Codes under that group. 

3) Add members to Subgroups. Once members are in the correct Groups, and after you’ve set up your Subgroups, you can navigate to Settings>Subgroups and select the Subgroup you’d like to edit. There, you can see the current list of members in the Subgroup, or hit the plus button in the bottom right to select new additions. Check off members, then hit add in the top right. 

TIP: Ensuring your Organization, Subject, Groups and Subgroups are properly set up before adding students will help streamline the process. You can always edit these later, but knowing how you will sort students beforehand is helpful in making sure they get the right access codes from the start!