Users

Go to Admin › People › Users to see everyone in your account, find a person, and change who they are in schoolOS: their role, their school, and whether they can sign in. You need View people (users.view) to open the page.

Selecting a row opens that person's profile. See the profile page for everything on it.

The header#

Under the page title, Users, a line says what the page is for, with Learn more. New user, on the right, opens the New user dialog. See Add a user.

The count of people that match your tab, search and filters is under the list, with the pages (for example "1–20 of 1,204 users").

Tabs#

Each tab is a preset over the same list. Search, sorting and the other filters keep working inside a tab.

• All users. Everyone you can see.
• Agents. People whose schoolOS role is Agent. On this tab the Family column becomes Teams, and lists the teams each agent is on.
• Teams. Manages the teams that group people for ticket queues, tasks, workflows and escalations. It's the same screen as Admin › Tickets › Teams.
• Students. People your roster links to a guardian, as the student.
• Guardians. People your roster links to a student, as the guardian.

Search and filters#

• Search users by name, email or username. Matches anywhere in a person's full name, email, username or ID number. It searches a moment after you stop typing.
• Filter, then Status: Active or Inactive, whether the person can sign in.
• Filter, then schoolOS role: one role. The roles listed are the ones you're allowed to assign. Picking another role replaces the first.
• Filter, then User fields: one filter per user field, once your account has one.

A filter's choices are listed A to Z, with Has a value and Is empty last, and a list longer than five choices has its own search box. User fields come after the built-in filters, under a Custom fields heading. Each filter you set shows as a chip you can remove. When nothing matches, Clear search and filters resets the search, the filters and any filters a link brought.

Some links arrive with filters the toolbar doesn't have, for example from Otto, an import, or a school role. They show as a note above the list, each with Clear:

• Showing people imported by job … Only the people one import created or updated.
• Showing people whose school role is …
• Showing people who have assets assigned to them (or without assigned assets). The Assigned Assets column turns on while this is set.
• Leaving out people at … Leaves out people at the named locations.
• Otto filters. The conditions Otto used, spelled out, such as "School role is empty" or "Has assigned assets".

Columns#

Use the columns button at the right of the toolbar to show, hide and reorder columns, or reset them. Your choice is saved for you in this browser.

Shown to start with:

• Name. The person's photo and name, with an Inactive badge if they can't sign in. Sortable.
• Email. With their username under it, if they have one. Sortable.
• schoolOS Role. The role that decides what they can do. If your roster calls them something different, that shows underneath, for example "guardian in SIS". Sortable.
• School Role. Their job at the school, such as Teacher or Principal. It's a label for filtering and reports. It grants nothing. Sortable.
• Location. Their main school or building. Staff with no location show Default. Sortable.
• Phone. Sortable.
• Family. Who they're the guardian of, and who guards them, with grade and school. A Kept tag means the nightly roster sync won't overwrite this person (see Keep my changes).

Hidden to start with:

• Status. Active or Inactive. Sortable.
• Last Sign-in. Never if they've never signed in. Sortable.
• Created. Sortable.
• Grade.
• Assigned Assets. How many assets are assigned to them. Sortable.
• Outstanding Fines. The total they owe in unpaid repair fines. See Admin › People › Fines.
• Username. Sortable.
• SIS Role. What your roster called them. Sortable.
• Source. Where the person came from, such as a roster import. Sortable.

Under User fields, hidden to start with:

• Each of your account's user fields, by its name. Options show as tags, checkboxes as Yes or No, and dates in your account's date format. Archived fields aren't listed.

Last Sign-in, Grade, Assigned Assets, Outstanding Fines and user fields are worked out when you turn them on, so the list may take a moment longer with them showing.

Select a sortable header to sort by it, ascending; select it again for descending. The whole list is sorted, not just the page you're on, and empty values go last either way. The sort stays in the page's address, so a link keeps it. Family, Grade, Outstanding Fines and user fields are worked out a page at a time, so they don't sort.

The list shows 20 people a page. Pick 50 or 100 under Rows per page, and use the arrows at the bottom to move between pages.

Row actions#

Open the … menu at the end of a row:

• Open profile. The same as selecting the row.
• Edit opens the Edit user dialog. It has the same fields as Add a user except teams and departments (those are on the person's page), and District is always required for roles that need one. Select Save changes. A person has one home location and always keeps one: leaving Location empty keeps the one they have, and a role moved to another district takes the default location there. The other schools they look after come from their teams.
• Deactivate or Activate. Asks you to confirm first. See Deactivate or delete.
• Delete. Only on people whose role is Staff or Student. Asks you to confirm first.

Add a user#

Select New user. You need Add people (users.create). Fields with a red asterisk are required.

• First name and Last name. Required.
• Account. Your account. It's filled in for you and can't be changed. It's hidden for roles that aren't tied to an account.
• Email. Required. It must be a valid address and, if your account has a primary email domain, on that domain. An address that can't be one, like jane@district, is named under the box as you type, and Create user stays off until it's fixed. It can't already belong to someone in your account. Someone who already uses schoolOS in another district can be added: they get a record in your account with the role you give, and keep the way they sign in (see Work in more than one district).
• schoolOS role. Required. You can only pick roles you're allowed to give.
• District. Shown for roles that reach only a district or only some locations.
• Location. Everyone in the account has a home location, so it shows for every role except schoolOS staff. It starts as your account's default location (District, unless you renamed it): change it to their school. For a role that reaches only some locations it's where they reach; for every other role it's just where they work, and what they see comes from their role and teams. Without a default location, it's required for roles that reach only some locations.
• Teams. Tick the teams they start on. You need Assign roles (users.assign_roles) to see this; without it, add them from the person's page later. Teams bring queues, tasks and the schools the team covers.
• Departments. Which departments' tickets, assets and tasks they work in, when your account uses departments. With none ticked they belong to the default department. A sole department becomes their default.
• Reach. A line under the pickers says where the person will reach as you choose their role, location and teams: the whole account, their district, or their school plus whatever their teams cover. What they see of tickets, assets and tasks within that is set per role on Admin › People › Roles.
• School role. Pick one from the list, or choose Add new school role and type it. A new school role is created for your account.
• Username. Optional.
• Phone. Optional. A US number.
• Additional details. Your account's user fields, when it has any. Required ones are marked with an asterisk and must be filled in. They're saved with the person, all at once.

Select Create user. schoolOS emails the person an invitation with a temporary password. Someone who already uses schoolOS in another district gets an email saying you added them instead, with no password. If the email can't be sent, you see User created with warning: the person exists, but you need to tell them how to sign in.

If you add someone with the email of a person who was deleted from your account, schoolOS brings that person back with their history, instead of creating a second record. If you add someone schoolOS made when they emailed your helpdesk, that record becomes theirs, with the role and details you give.

Change many people at once#

Tick the checkbox on each row, or the one in the header for everyone on the page. A toolbar appears at the bottom:

• Edit fields… opens Edit N users. Pick a Field (Status or schoolOS role) and a Value, then Apply to N.
• Change role… Pick a role from the list. If the role needs a district or location, the Edit N users dialog opens so you can choose them. The same district and location apply to everyone you selected.
• Change status… Active or Inactive, applied right away.

Each person is updated on their own. If some fail, for example because they're outside your reach, the message says how many were updated and why the others weren't.

Deactivate or delete#

Both stop a person from signing in. They differ in what's kept.

• Deactivate turns the person off. They can't sign in, and they stay in the list with an Inactive badge, with everything intact. Activate turns them back on. Use this for someone who has left or is on leave. It needs Update people (users.edit).
• Delete archives the person. They disappear from the list, can't sign in, and are signed out everywhere. Their phone number and photo are removed. Their tickets and asset history stay. It's recorded in the audit log. It needs Delete people (users.delete), and only works on Staff and Students. Admins, agents and guardians can only be deactivated.

People from your SIS are turned off by the roster, too: set Active to false in your file, or let the nightly sync do it. Deleting a rostered person doesn't stop a later import from restoring them.

Which should I choose?#

| Option | What it does | Choose it when | | --- | --- | --- | | Deactivate | Stops sign-in. The person stays on the list, and Activate brings them back as they were. | Someone leaves, is on leave, or might come back. It's the safe default. | | Active false in your roster | The same as Deactivate, done by your file or the nightly sync. | The person comes from your SIS. Otherwise the next import turns them back on. | | Delete | Removes the person from the list. Only adding them again brings them back. | A Staff or Student record made by mistake, like a duplicate or a test account. |

For example, a teacher on maternity leave is deactivated in August and activated in January, with her tickets, assets and teams as she left them. A student who transfers out is set to false in the roster file, so the nightly sync doesn't turn them back on. A "Test Student" account made during setup is deleted.

Who can do what#

• View people (users.view): open this page and see people in your reach.
• Add people (users.create): New user.
• Update people (users.edit): Edit, Activate and Deactivate, and the bulk status change.
• Assign roles (users.assign_roles): change someone's schoolOS role.
• Delete people (users.delete): Delete. It never deactivates anyone; that's Update people.

What people you see depends on your role's reach: the whole account, one district, or only your locations. Set these on Admin › People › Roles.