Users: logins for the school office

Account → Users lists the people who sign in to the admin portal: the head teacher, the bursar, the secretary and so on. Give each person their own login, so that the Audit Log shows who did what. Never share one login.

Teachers have their own logins for the teacher portal, created on the Teachers page (see Teachers and their portal login). Parents have theirs too (see Parent logins and contacts). Neither appears here.

Each row shows the Name, Email, Role, the linked Employee and the Status (whether the person can sign in). A login with no role shows Administrator: it can do everything.

Add a user

1. Click New user.

   

2. Fill in the form:

3. Click Create.

Your package limits the number of admin logins. If the limit is reached you see "Login limit reached" and the user is not created. Switch off logins no longer needed, or ask for a bigger package (see Your plan).

Your own profile

Every office login can change their own name and email: click your initials at the top right and choose My profile. Anything else about your account — your role, your employee link, whether you can sign in — is set by another administrator here on the Users page.

Change a user

Click Edit to change the name, email, role, employee link, or Can sign in. If the change is not allowed you see "Not saved" and the reason.

Reset a password

There is no "forgot password" link. Use Reset password on the person's row.

Type a Temporary password (at least 8 characters) and confirm. You see "Password reset". Tell the person the new password yourself. They must choose their own the next time they sign in.

Switch a login off

When someone leaves, use Switch off on their row. They can no longer sign in, and nothing is deleted. Switch on brings the login back.

Two safety rules stop a school locking itself out: you cannot switch off your own login, and you cannot switch off or remove the only login that can manage users. You see "Not switched off" with the reason. Give another person a role that can manage users first.

If the person is an employee who is leaving, use Record leaving on their employee page instead, which switches the login off for you (see Add and manage employees).

If something goes wrong