To Add/Edit/Delete a Federation-level user, go to Settings > Federation > Users.
Note: If the Users option has a padlock, this means you do not have permission and will need to contact your system administrator.
Add a New User
Please Note: If you have added a user under their Organisation, they will automatically appear on your Federation User list as this is a list of all users across the trust.
To add a new trust-level user, go to Settings > Federation > Users.
Press the 'Add User' button, enter the user's Name and Email, then toggle on the permissions you would like them to have:
Note: The administrator role contains all other roles and will give the user full access across the whole Trust. If the selected role supersedes another role, it will automatically select it for you.
Press Save Changes when done and the user will be created.
The system will automatically register the User and notify them by email to create a password. If the user does not receive the email within 5 minutes, please check the email address or contact support.
Users that have MFA set up will have a green locked padlock icon next to their username, and users who have yet to set this up will have a red unlocked padlock icon:
If you would like to enforce the use of MFA across your Federation/Trust, please see the following guide: Multi-Factor Authentication
If after creating a new User, you notice that you have entered the wrong name, the User can amend this by going to Settings>User>Preferences and amending their name:
If you have entered the wrong email address, simply Delete the User in question and re-add with the correct details.
Note: Depending on the user's role within the federation, you may then need to add them to a user group. Please see our guide on Grouping Users/Schools and Setting Permissions for further information.
Amending Permissions
Head to Settings > Federation > Users
To amend the permissions for an existing federation user, double-click on the user's name, to bring up the 'Edit User' dialogue box. From here, you can toggle permissions on or off as needed, and then click 'Save Changes'
Delete a Federation User
Head to Settings > Federation > Users
To remove a User from your federation, right-click on the user you want to delete and select 'Delete User':
Please Note: Removing a User does not delete their account from our system in case they have access to other federations/trusts. It simply removes all access to your federation/trust.
The operation is instant, and they are currently not notified.
Grouping Users and Setting Permissions
Grouping
If you are a Trust-level Administrator, you will be able to group your system users into groups, your schools into groups, and denote specific permissions for each group of users.
For example, if you want to give a specific group of people Administrator access to a regional group of schools – or, if you want to give a specific group of people Read-only access to your central team SCR.
Note: If you do not have permission, this will be identified by a padlock. Please contact your system administrator for the required access.
First, you'll need to add users to your Organisation/Federation. This can either be done by Adding a New User to their specific organisation, or if they are a federation-level user you can add them to your Federation User List.
Once your users have been added, you can then follow the three steps below to create your groups and assign permissions.
Step 1: User Groups
Now, you can add your users to a new group. For example, if you want to add regional users into a group together. User Groups allows you to group together staff members.
Navigate to: Settings > Federation > User Groups. Click Add Group and then enter the name of your User Group. For example, 'Read Only Access to Central Team' and then select which members of staff you'd like to add to the group from the list:
To finish, click Save Changes.
Step 2: Organisation Groups
Now, you can create groups of organisations within your federation. Organisation Groups allows you to do this.
Navigate to: Settings > Federation > Organisation Groups. Click Add Group and then enter the name of your Organisation Group. For example, 'Central Team Only' and then select which Organisations you'd like to add to the group from the list:
To finish, click Save Changes.
Step 3: Group Permissions
Finally, you can set which permission levels you would like a User Group to have to an Organisation Group.
In this example, we would like to give our...
'Read Only Access to Central Team' User Group,
access to the...
'Central Team Only' Organisation Group,
and grant...
'Read Only' Group Permissions.
Navigate to: Settings > Federation > Group Permissions. To begin, click Assign Permissions. You can then select the User Group and Organisation group from the drop-down lists, and assign the relevant permissions using the toggles as below:
To finish, click Save Changes.