User Management

The User Management Tool allows Admins to affect user accounts in several ways. Which user accounts they can alter depends on the organization to which the Admin belongs.

  • Admin at a Region: Can manage all user accounts at the Region level, the District level, and all Schools within each district in the region (for all organizations which have a current subscription).
  • Admin at a District: Can manage all user accounts at that District level, and all Schools within that district (for all organizations which have a current subscription).
  • Admin at a School: Can ONLY manage user accounts at that school; cannot move users from that school to any other organization.

In addition, when choosing User Management from the Admin Tools sidebar menu, Admins at the District level or above will be presented with an Organizational drop-down menu from which they can select the specific organization whose users they want to manage. Admins who administer only a single school will not see the organizational drop-down menu when they select User Management from the Admin Tools sidebar menu. Instead, the Admin’s organizational label (e.g. school name) will be displayed.

The User Management tool provides a list of all users at an organization, their role (Student, Teacher, or Admin), their status (active or inactive), the date and time the user registered, and the date and time of their last login. The list can be sorted by Username, Role, Status, Registered On, or Last Login.

User Management Table Definitions

  • Username: The registered name of one user at a subscribing organization for which you are an Admin.
    Click on a username to edit its password.
  • Search Username: The Search Username box allows an Admin to find a specific username from either the currently selected organization or from that organization and all organizations below it.
  • Role: A user may be registered as a Student, a Teacher, or an Administrator. Click on a username’s role to change that username from its current role to any other role (Student, Teacher, or Admin). You MUST click on “Update” at the bottom of the column to save your changes.
    • Any user with a “Student” role can perform all Search and Save functions.
    • Any user with a “Teacher ” role can perform all Search and Save functions, can Share Saved Resources, and can Create Classes.
    • Any user with an “Admin” role can perform all Search and Save functions, can Share Saved Resources, can Create Classes, and can perform Administrative functions.
  • Status: A user’s status may be “Active,” “Locked,” or “Inactive.” You MUST click on “Update” at the bottom of the column to save your changes.
    • “Active” means this username has rights to use the application, including editing his or her own profile.
    • “Locked” means this username is active but the profile cannot be edited. This status should be used for any shared usernames in an organization to prevent changed passwords.
    • “Inactive” means this username is no longer allowed to access the application with the current subscription. This status should be used when students graduate, move to a new school, or abuse their use.
  • Registered On: This indicates the date on which a given username was registered or created.
  • Last Login: This indicates the last time this username accessed the application by logging in.

User Management Processes

An Admin can use the User Management Table to change users’ roles or status, to delete users, or, if the Admin is at the District or Region level, to move users from one organization to another. Each of these tasks can be applied to individual users or to groups of users.

Making Changes to Individual Users

Verify user’s organization:

  • If you are a District or Region Admin and know the organization to which that user belongs, choose the appropriate organization from the Choose Organization drop-down box. If you are a School Admin, your school will already be displayed, without any other options.
  • If you are a District or Region Admin and do NOT know the organization to which that user belongs, click the checkbox next to “At selected organization and below.” This allows you to search for a single user within multiple organizations.

Enter part or all of the individual username in the Search Username box. Click the appropriate radio button next to Begins With, Ends With, or Contains (the system defaults to “Contains”). All users who meet your search term will be presented in an alphabetical list.

User Management: Search for Individual Username

Use the Role drop-down menu to change the user’s role (for instance, from Student to Teacher); use the Status drop-down menu to change the user’s status (for instance, from Inactive to Active).

If you are a District or Region Admin and want to move this individual user from one organization to another, click the checkbox next to the user’s name, click the Move button, and select the appropriate new organization from the selections provided.

If you want to delete this user, click the checkbox next to the user’s name, then click the Delete button.

Note: Deleting a user is permanent and complete. Deleted users will no longer have access, including access to any material saved in My Content. If there is a chance that you will want this user to have access at a later date, change the status to Inactive instead of deleting the username.

Making Changes to Multiple Users

You may find it useful to apply a filter to the list of users in the organization you are addressing. You can filter by Role (Student, Teacher, Admin) OR you can filter by Status (Active, Inactive, Locked). When you apply a filter, you will be presented with a new list of users which is limited to those who fit the selected filter.

User Management: Filter Search for Users
  • Selecting Users
    • Each row of the User Management table begins with a checkbox. If you need to make the same change to multiple users, you can click the checkboxes next to all the appropriate usernames on a page and act on all of them at the same time.

      Note: You can only work with one page of usernames at a time. If you check users on a page, then move to another page without taking any action on the selected users, you will receive an error message. If you continue to the new page, the selections will not carry over.

  • Change Role or Status of Users
    • To change the Roles or Status or both of a group of usernames, click the appropriate usernames on a page of the User Management Table. Click the Edit tab at the top or bottom of the User Management Table . Then click on the drop-down menu for Role and/or Status and choose the appropriate change. Click to make the changes.
      User Management: Edit Role and Status
  • Moving Users Between Organizations
    • To Move a group of usernames to a different organization, click the appropriate usernames on a page of the User Management Table. Click the Move tab at the top or bottom of the User Management Table. In the Move Users box, choose the new organization to which you want these usernames moved. All selected usernames must be moved to the same organization. Then click . Remember, you can only work with a single page of users at a time.
    • When you move usernames to a different organization, the users will see that change the next time they log in. If they happen to be logged in at the time you make the change, they will not see any change until they log out and log in again.
    • The only exception to this occurs when you, as an Admin, move yourself to a new organization. In that case, your new organization will appear immediately in the upper right corner, next to Welcome [your name]. You will immediately become a member of that organization, not your previous one.
    • When you select the Move button, a Bulk Move ID # is generated. You will receive a message on the screen displaying the Bulk Move ID along with a message that informs you that the Move operation is being performed and that you will receive status updates in your Messages inbox. The message on the screen will allow you to click directly to your My Messages inbox or close the screen and return to the User Management page.
      User Management: Move Users
      User Management: Bulk Move Users
  • Deleting Users
    • To Delete a group of usernames from the User Management Table, click the appropriate usernames on a page of the User Management Table. Click the Delete tab at the top or bottom of the User Management Table.

      Note: Deleting a user is permanent and complete. A deleted user will no longer have access, including access to any material saved in My Content. If there is a chance that you will want this user to have access at a later date, change the status to Inactive instead of deleting the username.

    • Once you click the Delete tab, a Delete warning box will appear and you will need to confirm that you do, in fact, want to delete those users. If so, click . A new dialog box will appear if the deletion has been successful.
      User Management: Delete Users

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