Get staff and families signed in at the start of the year

This guide gets a school’s staff, parents and students signed in at the start of the year. The school imports its personnel and students, creates their logins from their records, and asks for any further role a person needs. Each person sets their own password, approves a new role when they already have an account, and chooses the role they work in.

Who does what

The school:

• Imports personnel and students from spreadsheets.
• Creates staff logins and requests further staff roles.
• Requests parent logins and creates student logins from their records.

Staff, parents and students set their password from the email they receive, approve a role request addressed to an account they already have, and choose or switch their role on the web and in the SmartClass app.

Important: One person keeps one login. A parent who is also a teacher at the school gets a second role on the same account: never create a second email address or enter a made-up identity number to give someone another login.

1. Import personnel and students

Personnel

1. Select the school the personnel belong to. In the ERP menu, choose Import personnel.
2. Choose Personnel template to download the spreadsheet. It is written in the language of the school’s country, and the button names that language. Keep its columns and its heading row.
3. Fill in one row per person and save the file.
4. Choose Choose file and pick the spreadsheet. Nothing is written yet: the table lists every row with its Row number, its Result and its Notes.
5. Check the table, then choose the import button, which says how many rows it will write, for example Import 12 rows.

The personnel import only adds people. An identifier this school already holds is refused rather than overwritten; change that person on their own record instead. One import takes up to 2,000 rows.

Students

1. Select the school and the academic year. In the School management menu, choose Import students.
2. Choose Student template, fill in one row per student and save the file.
3. Choose Choose file, check the table and choose the import button.

One row writes the student, one guardian with the link between them, a course enrolment and a place in a class group. A student already at the school is matched on the identifier and updated, so importing the same file again corrects the records instead of duplicating them. A row that is refused is left alone, and the rows around it are still written.

2. Create staff logins

1. In the ERP menu, choose Personnel.
2. Select the people who have no login yet and choose Create account. The panel opens beside the list.
3. Choose the User type. It applies to everyone in the panel, so select smaller groups when people need different types.
4. Choose Confirm and send requests. The panel reports what each request did.

A person with no account gets one, with an email inviting them to set their own password. A person who already has an account, for example as a parent, gets a role request instead, and the role becomes active only once they approve it. The personnel record must carry the person’s email address, because that is where both messages go.

A further role, or a role at another school

1. In the person’s row, open the arrow next to View and choose Manage account and roles.
2. The Account and role access panel shows the Account status and the roles the account already holds under Role access.
3. Under Request a new role, choose the School the role applies to when you work from a campus or headquarters, and the Personnel category. The role the category gives is shown under each option.
4. Choose Send access request and confirm your password when asked.

The account owner receives an email with a secure link and must approve the request before the role becomes active.

3. Create parent and student logins

Parents

1. In the School management menu, choose Parents. The Parent access column shows where each guardian stands, for example Invitation pending or Not granted.
2. In a guardian’s row, open the arrow next to View and choose Request parent access. The panel shows the Account status, the Parent access at this school and the Linked learners.
3. Choose Request parent access.

For several parents at once, select them in the list, choose Request parent access above the list, review them and choose Send access requests. Each parent is reported on its own line, and a parent for whom a request can do nothing here is listed as skipped.

A guardian with no account gets one, with an email to set the password. A guardian who already has an account receives a request to approve. The guardian record needs an email address, and the learner must be enrolled at the selected school. The message after sending is the same in every case; read Account status and Parent access once the list reloads.

Students

1. In the School management menu, choose the Students entry marked New.
2. In a student’s row, open the arrow next to View and choose Login account, or select several students and choose Create account above the table.
3. The panel checks each student and marks who is ready. Choose Create account for one student, or the button that creates the accounts of the ready students.

The login uses the student’s own email address from the student record, and the student receives the email to set the password. A student without a valid ID number or an email address of their own is refused, and so is a student not enrolled in the school’s current academic year.

The Users page shows these logins as managed from the parent or student record; they are not created there.

4. Sign in and choose a role

The first sign-in

Open the link in the email, set a password, and sign in with your email address. A link that has expired can be replaced with Forgot Password? on the sign-in page.

Approve a role request

1. Open the secure link in the latest request email. It opens your account home, where the Role access requests card shows the requested role and the school.
2. Choose Accept role, or Decline role if the request is not for you.
3. Enter your Current password and choose Verify and continue.

Each link works once and expires. Approving adds the role and leaves the account and its other roles as they were. Declining changes nothing; a change of mind needs a new request from the school.

Choose and switch your role

1. After signing in, an account with more than one role, or with a role at more than one school, sees Continue as. Choose a role under Available roles, choose the School if the role covers more than one, and choose Continue. An account with one role at one school opens straight away.
2. To change role later, open your account menu at the top right and choose Switch role. Choose the role and the school and choose Continue; SmartClass returns to Home in that role.
3. Unsaved changes on the page are discarded when you switch; SmartClass asks first, and Discard and switch goes ahead.

Only one role is active at a time, and each role sees only what it is allowed to. Switch role is offered only to an account with more than one role. In the SmartClass app, open More and choose Switch role.