People profiles

Every person in schoolOS has a profile page. It shows who they are, where they work, what they're linked to, and what they've asked for. Open one by selecting a person anywhere in schoolOS: a row on Admin › People › Users, a ticket's requester, or an asset's owner.

Who can open a profile#

• Everyone can open their own profile.
• To open someone else's, you need View people (users.view), and the person has to be in your reach: your account, your district, or your locations, depending on your role.

The page has three parts: the person on the left, the selected pane in the middle, and a rail of icons on the right to switch panes. On a phone, they stack.

The person#

At the top: their photo, an Active or Inactive badge, their name, username, and an Out of office badge if they've set one. Under that, their email (with a copy button) and phone.

If you can edit this person, you also see:

• Edit profile. Opens the editor. See Edit a profile.
• Select the photo to upload a new one. If someone uploaded a picture, Use account photo removes it and goes back to the photo from their Google or Microsoft account.

Below, a short summary: Role, School role, Department (only if your account uses departments; with two or more, a star marks their default department), Location, Rooms (when they have any; see Rooms), Grade / Homeroom, ID number, Member since and Last online (or Online now).

Profile#

The first pane.

• School Information. School role, School / Location, Grade (or Grades, when the roster gives several, as it does for a teacher's classes), Homeroom, ID number, and Organization. Edit opens the editor on its School tab.
• Teams. The teams they're on. Manage opens the editor on its Teams tab. It needs Assign roles (users.assign_roles).
• Where they reach. The answer to "why can't they see that device?": their Home location, their Rooms, what their role reaches (the whole account, their district, or their school plus whatever their teams cover), What they see of tickets, assets and tasks (Own, Own and their rooms, Their teams' or All, set per role on Admin › People › Roles), and the locations their teams cover, with each team's coverage. Everyone has a home location; it's where they work, and for most roles it doesn't limit what they see.
• Synced from your SIS nightly. Only for people who come from your roster. See Keep my changes.
• Relationships. Their Parents & Guardians, or their Students, from your roster. Select one to open their profile.
• Classes. The classes your roster enrolls them in, with their role in each.
• Account Details. Email, Username, Role, Status, Member since, Last modified, Authenticated by, Email verified, and, for rostered people, Import source and SIS id.

Rooms#

A person belongs to one location and can be in any number of its rooms, or rooms in other buildings: a teacher's two classrooms, a para who floats, a tech's closet. The first is their primary room. Rooms come from the person's page (Edit profile › School › Rooms), the people import's Rooms column (how), or the person themself (Your rooms on their own profile).

What rooms do:

• Reach. A role whose assets are at Own and their rooms sees the devices in or assigned to the person's rooms, plus their own, and nothing else at the school. Set it on Admin › People › Roles; see who sees what. For every other level, rooms change nothing about what they see.
• Their devices. The Assets tab gains In their rooms (In my rooms on your own profile): the devices located in or assigned to those rooms that you can see.

A room must already exist on Admin › Locations › Locations; deleting a room takes it off everyone who had it.

Keep my changes#

For people who come from your SIS over OneRoster, the nightly roster sync owns their record. If you correct their name or school here, the next sync puts it back.

Turn on Keep my changes to stop that. schoolOS then won't overwrite this person from the roster, and they show a Kept tag on Admin › People › Users.

• On: your corrections stick. But changes in your SIS (a new school, a new name) no longer reach this person. You keep them up to date by hand.
• Off (the default): your SIS is the source of truth. Fix mistakes in the SIS, not here.

Turn it on only for the few people your SIS gets wrong and can't fix. You need Update people (users.edit), and you can't set it on yourself.

For example, your SIS lists a technology coach at the district office, but she works out of the high school every day. Fix her location here and turn on Keep my changes, so tonight's sync doesn't move her back. If she changes jobs next year, the SIS won't update her: turn it off again then.

Assets#

• Assigned Assets. A picture of each device assigned to them. Select one to open its record, if you can open assets.
• In their rooms. Only when they have rooms: the devices located in or assigned to them, within what your role sees of assets. On your own profile, Room check beside it opens schoolAgent › Room check, where you scan your room's door code during a room check.
• Repairs & Fines. At the top, this school year (your fiscal year) at a glance: Repairs this school year, Free repairs used (like 1 of 1, or None allowed) and Fines this school year with their total. Below, the repairs logged on their devices, newest first, with the damage type (Accidental, Deliberate, Maintenance or Not sure), what happened, any fine and where it stands (not yet assessed, unpaid, or paid), and why a fee was waived (Free repair 1 of 1 this school year, Wear and tear: not charged). Fines show to people with View fines (fines.view), and to the person themselves; without it, the repairs show with no fee and there's no Fines this school year. With Manage fines (fines.manage) you can move a fine to its next state. To work through everyone's fines at once, use Admin › People › Fines; to set free repairs, see Free repairs.

Tickets#

The tickets this person asked for. Select one to open it.

Timeline#

Everything that has happened with this person, newest first. Filter it by All, Assets, Tickets, Repairs, Chats, Account, or Their changes (what they did themselves).

Dates and times read in your district's date format and in your own computer's time zone, like "09/05/2026 · 1:29 PM", the same as on a ticket's or a device's history. A date with no time is the same day for everyone.

Integrations#

Only on your own profile, just above Settings in the rail. Connect your Google Calendar or Outlook calendar: your task, ticket and approval due dates go on a calendar named schoolOS in your account, your events show in schoolOS (only to you), and your time off marks you out of office. Choose what goes each way, Sync now, or Disconnect. See Connect your calendar.

Settings#

At the bottom of the rail. The person, or anyone who can edit people, can change these. Everyone else sees them read-only.

• Homepage. Where they land after signing in. Use role's suggestion follows their role, and changes if their role does. Choosing a page pins it. If they later lose access to that page, they land on the role's suggestion instead. Leave it on Use role's suggestion for most people, so a role change takes them to the right place. Pin a page for someone whose day starts somewhere else, like a Facilities lead who opens Work orders first while their role suggests the dashboard.
• Insights home. Which Insights dashboard opens first. Only shown if there are dashboards. It's saved in this browser only.
• Language. Saved in this browser only. schoolOS doesn't translate the app yet, so this changes nothing today.
• Theme. Light, Dark or System. System follows your device's light or dark setting, and is where schoolOS starts in a browser where nobody has picked. A browser that already had a theme keeps it. It applies to the browser you're using, whoever's profile you're on.
• Out of office. Turn it on to mark them out until someone turns it off. Or select Schedule time off, pick the first and last day (or one day), and Save: they're out for just those days, from midnight at the school. Scheduled days are listed under the switch, marked Out now while they're running; select the X to remove them. With a connected calendar, the time off in your calendar is listed too, marked From Google Calendar or From Outlook; change it in your calendar (how). While someone is out, their profile shows an Out of office badge (with the day they're back), their avatar has the out-of-office ring, and automatic assignment skips them. You can schedule up to 20 stretches, each up to a year.
• Quick links. Only on your own profile. These are the shortcuts in your avatar menu, at the top right. Your role gives you a starting set: Bulk Check In and Bulk Check Out for admins and agents (plus Audit Manager for admins), and My tickets for staff, students and guardians. Move a link up or down, or remove it. The pencil opens Edit quick link, where you change its name or the page it opens. Add link opens the same window for a new one: pick a suggested page, or type any page's address. To keep a list with its filters, like your open tickets or the Chromebooks at one school, open it and choose Add this page in the avatar menu. Reset to my role's links goes back to the starting set. A link to a page you can't open is hidden from the menu. You can keep 12.

Edit a profile#

Edit profile opens a panel with tabs. Change what you need, then Save changes. The panel tells you whether there are unsaved changes.

What you can change depends on who you are:

• On your own profile, you can change your name, phone, ID number, school role, your rooms, grade, homeroom and out-of-office. Your email, username, role and location are set by an administrator.
• With Update people (users.edit), you can change everything below for people in your reach, except your own role, location and status.

The tabs:

• Details. First name, Last name, Email, Username, Phone, ID number.
• School. schoolOS role (changing it needs Assign roles, users.assign_roles), School role, Location, Rooms (search the account's rooms, like 104 or AHS; the first chosen is primary; ✕ removes one), Grade and Homeroom. For rostered people, grades come from the roster and can't be edited.

Changing a person's schoolOS role ends their current sign-in. They can sign in again to use their new access.

• Teams. Select a team under Available teams to add them, or under Member of to remove them. Needs Assign roles (users.assign_roles).
• Departments. Only if your account uses departments. Members see that department's tickets, assets and tasks. With none ticked, the person falls back to the default department. For someone in two or more, select Make default beside the department whose colors they should see outside department pages, like the Dashboard and Admin. Until you pick one, the first in the department order is used. See Each person's default department.
• Status. Active and Out of office. An inactive person can't sign in.

Other schools they look after#

A person has one Location. The other schools they look after come from the teams they're on: each team covers some locations (how). Put the person on the right team under Teams, and they see what's at every school the team covers, if their role sees Their teams' tickets, assets and tasks.

For example, an IT tech splits the week between two elementary schools. Set the first as their Location, and put them on the "Elementary North" team, which covers both: they see both schools' tickets and assets, and nothing from the district's other schools. When a third school joins the team, they see it too, without touching their profile.