Inviting and activating your users

Four school-side user roles structure the onboarding: Administrator, Teacher, Student and Staff. Each role gives access to a different scope.

Which screen for which role

The detailed rights of each role and their technical mapping are described in Users and roles.

Single creation or mass (batch) creation

Single: the Add button on the screen of the role concerned. You open the form for a single user and fill in their basic information.

Mass (batch): the Import data button on the screen of the role concerned. You create or edit several rows in a table, from a file prepared in Excel, Google Sheets, Numbers or Calc. See Preparing your data for a mass import.

Activating a user

An active user can log in, appear on the screens that concern them and receive assignments.

To make a user inactive without deleting them, use their record or the mass action. An inactive account is blocked from logging in and from being assigned to new timetables, but its history remains available.

Inviting by email

The Invite user button, on a selection of users, sends each recipient an email with a first-login link. First check that the email addresses are filled in; otherwise the invitation cannot be sent.

Setting initial passwords

If the email invitation is not suitable, you can set passwords manually with Change password. Best reserved for pilot accounts, service accounts or situations where the school itself handles distributing the credentials. A password set manually this way (possibly with the help of the random generation button) is actually temporary: at their first login, the user will have to enter a new, personal one.

Placing students in classes and groups

Placements are managed from the Students screen:

1. On Students, select the students concerned.
2. Click Assign to a class.
3. Choose the school year, the class and the dates if necessary.
4. Use Groups for groups (languages, electives, practicals, half-classes).

Placements can be done in several waves, for example by level or as enrollments come in.

There is an option for students to be assigned directly to classes and groups at the timetable level, upfront, rather than in the Administration module, after the fact. Contact the Omniscol team if you are interested in this way of working.