Setting up users

When you first log in as an Administrator, you will be presented with a list of your institution's existing users.

Adding new users

To set up a new user in the system:

  1. Click the 'New user' button to go to the 'new user' screen.
  2. Complete the user type, login (username), surname, first name and password - you will be asked to enter the password twice to confirm.
  3. Click the 'Add User' button to add the new user to the database.

Note that you can amend user details later, but you cannot change a login name once it is set.

Please note: Your school code is the last four characters of your Admin username as displayed in the Login Confirmation email. The school code will be automatically added to the end of every username you create for new users. All users you create must add this 4-character code to the end of their username when logging in.

Importing users into the system

The 'import users' feature allows you to import multiple users of the same type via a Comma Separated Values (.csv) file. These instructions assume you will use Microsoft Excel (or an equivalent spreadsheet package) to create the file, or that you can export data from your school administration system directly into this format (you may need your IT technician to do this for you). Note that you can only import users of one type at a time - you will need to create three separate files if you want to import teachers, administrators and students. To create a file to import:

  1. Create a spreadsheet with the following values as headings in row 1:
    name (Column A), firstname (Column B), login (Column C), password (Column D).
  2. Fill in the details of the users to be imported in the relevant columns, one user per row.
  3. Use 'Save as...' to save the file in .csv format to your machine.
  4. In the 'Import users' section of the Administrator homepage, select the relevant user type.
  5. Use the 'Browse' button to specify the location of the .csv file you just saved.
  6. Click the 'Import' button.

If there is a problem with your file you will see a short error message when you try and import it. To see a more specific description of the error(s), repeat the process again and uncheck the 'Ignore errors' tickbox before you click the 'import' button.

In most cases, you should not have to change the 'UTF-8' setting which specifies the character type for the .csv file.

Searching for users

To search for a particular user, enter their name in the search box and click the 'Search' button. You can search on either the login name or the real name and you can search on either a whole name or part of a name (e.g. 'pat' could return a user called 'Pat Phoenix' or 'Mike Patton'). Use the user-type drop-down menu to narrow the search to only a particular type of user. Specifying a user type and leaving the name blank returns a list of all users of that type in the system. Leaving the name and user type blank will return a list of all users in the system.

Amending user details

Click on a user's name in the search results list to display their details in a set of editable text boxes. You can amend any of the details you like from here, apart from the login name which is fixed when you create a user.

Deleting users

To delete a user, tick the checkbox in front of their name and click the 'Delete' button. You can delete multiple users at once from the same set of search results but note that any selected users will become unchecked if you run a search after you have checked them.