Users are the way people can interact with the system. Each user must have their own account, this allows their activity to be tracked and permissions assigned.

A user can be assigned multiple roles, each representing a way in which they interact with the system. A user can only have ONE active role at a time, this active role determines the functionality that will be available to a user at a given time.

Creating a User#

To create a new user select the Create option under the User section of the menu and enter the required information. You must provide a username, forename, surname and an email address for the new user.


It is recommended that the username is the same as the email address. This reduces the information that each user needs to remember to access the system.


The username must be unique, if an account exists with the username you have entered you will be unable to create the account.

You will also need to specify whether an account setup email should be sent to the new user or not.


You can specify the default value of the Send Account Setup Message option in the settings. See Default Send Account Setup Email Selection Setting.

Once the information has been entered click the green Save button at the top of the screen. You will then be redirected to the edit user page so that you can edit any additional information about the user.

Editing a User#

To edit an existing user select the Edit option from the User section of the side menu.

You will then be able to search the user accounts that have been set up and select the account you want to edit by selecting the corresponding check box from the results and clicking the edit button.


To edit the general information of the account, update the form fields above the horizontal line and click the green Save button. The general information includes:

  • Username

    • The users username for accessing the system.

  • School Identifier

    • Add a custom identifier to an account.

  • Status

    • The status of the user account.

  • Third Party ID

    • The unique identifier of the user within the third party system.


Once a user account is set to a status other than active, that user will no longer be able to log in.


The school identifier field is used to provide this information back to you within reports and exports. It’s intended use is to allow you to use a common identifier for a student across the systems you employ.


Incorrectly modifying the third party id will cause the user to be unlinked from the third party system.

Additional Information#

The additional information section contains more details about the user, you can update this information by editing the fields and clicking the Update Information button.

Login Details#

You can manage a users login details. These are only used when your school have enabled additional login types, such as Active Directory Federation Services - OAuth.

Once the login details screen has loaded, you’ll be able to update the ADFS OAuth username linked to the users account as well as remove an existing linked account.

.. TIP:: When you link a username, the auto linking process is reset. This means when the user logs in with their Active Directory account for the first time a link is established between their account and their AD account. This will also REMOVE any other account that may be linked to the AD username specified.

Profile Picture#

The profile picture section contains the users profile picture. If you have permission to access and update profile pictures for users in the current role you’ll be able to do so within this section.

To add a profile picture, select the file in the file selector and click the save button. The uploaded image will be shown in the page.

To update a profile picture, follow the same process as to create an image and the existing one will be replaced.

You can delete a profile picture from a users account by clicking the remove button under the image.


You can manage the roles assigned to a user by clicking the roles tab and switching each corresponding roles value to ‘Yes’ for the desired roles.

Once complete, click the Update Roles button to save the changes.

Subject Access Request#

You can access a users data for fulfilling a SAR by selecting this option. For more information see Subject Access Request.

SMS Messages#

You can view the SMS messages this user has been sent by selecting this option. It will take you straight to the Report User Messages report in the SMS module.


This option will only be available if your school have enabled the SMS Messaging module and you have permission to view this report.