User Management

User Management controls who can log into EduCore, what role they have, and whether their account is active or deactivated.

Understanding Users vs. Staff

• A staff member is a record in the staff database (name, department, designation, contact details).
• A user is a login account (email, password, role).
• Not every staff member needs a user account. For example, support staff (security, housekeeping) may not need EduCore access.
• A user account is linked to a staff profile when applicable.

Creating a User

1. Navigate to Settings > User Management from the sidebar.
2. Click Create User.
3. Fill in:

4. Click Create User.
5. If “Send Welcome Email” is checked, the user receives an email with:
   • Their login email
   • A temporary password
   • A link to EduCore
   • Instructions to change their password on first login

Tip: Always link user accounts to staff profiles when applicable. This ensures attendance, leave, and timetable data are connected to the login.

Creating Parent Users

Parent user accounts are typically created automatically when a student is added:

1. When you add a student with a parent email address, EduCore can auto-create a parent user account.
2. This can be enabled in Settings > User Management > Auto-Create Parent Accounts.
3. When enabled:
   • A parent account is created using the father’s or mother’s email.
   • The role is set to “Parent”.
   • The parent receives a welcome email with login credentials.
   • The account is linked to their child(ren).

Manual Parent Account Creation

1. Navigate to Settings > User Management > Create User.
2. Enter the parent’s email and name.
3. Set the role to Parent.
4. Click Create User.
5. Then link the parent to their child:
   • Open the student’s profile.
   • In the parent section, verify the email matches.

Tip: If both parents need separate accounts, create two user accounts with different email addresses. Both can be linked to the same student.

Creating Student Users

Student accounts provide students with read-only access to their own data.

1. Navigate to Settings > User Management > Create User.
2. Enter the student’s email (if available, or a school-provided email).
3. Set the role to Student.
4. Link to the student’s profile.
5. Click Create User.

For bulk creation:

1. Navigate to Settings > User Management > Bulk Create Student Accounts.
2. Select the class and section.
3. Click Generate Accounts.
4. Accounts are created for all students with email addresses on file.
5. A summary shows how many accounts were created.

Assigning Roles

1. Open the user from the user list.
2. Click Edit.
3. Change the Role dropdown to the new role.
4. Click Save.
5. The user’s permissions update immediately.

Tip: When a teacher becomes a Vice Principal or takes on additional responsibilities, update their role rather than creating a new account. This preserves their data and history.

Activating and Deactivating Users

Deactivating a User

When a staff member leaves or a user should no longer have access:

1. Navigate to Settings > User Management.
2. Find the user in the list.
3. Click the Deactivate button (or toggle).
4. The user’s status changes to “Inactive”.
5. The user can no longer log in.
6. Their data (attendance marked, fees collected, marks entered) is preserved.

Reactivating a User

1. Filter the user list to show Inactive users.
2. Find the user.
3. Click Activate.
4. The user can log in again with their existing credentials.

Tip: Always deactivate rather than delete user accounts. Deletion is permanent and removes the audit trail (who did what in the system).

Resetting a User’s Password

If a user forgets their password and cannot use the self-service reset:

1. Navigate to Settings > User Management.
2. Find the user.
3. Click Reset Password.
4. Choose one of:
   • Send Reset Email — sends a password reset link to the user’s email
   • Set Temporary Password — you set a temporary password and share it with the user
5. If setting a temporary password, the user will be prompted to change it on their next login.

Searching and Filtering Users

1. Use the search bar to find users by name or email.
2. Use filters:

3. Click Export CSV to download the user list.

User Activity Log

To see what a user has done in the system:

1. Open the user from the user list.
2. Click the Activity tab.
3. A log shows their recent actions:
   • Login times
   • Pages visited
   • Data modifications (fee collections, attendance marks, student edits)
4. Filter by date range.

Tip: The activity log is useful when investigating data discrepancies. If a fee receipt seems incorrect, check the activity log to see who created it and when.

Bulk User Operations

Bulk Deactivate

1. Navigate to Settings > User Management.
2. Check multiple users.
3. Click Bulk Actions > Deactivate Selected.
4. Confirm the action.

Bulk Role Change

1. Check multiple users.
2. Click Bulk Actions > Change Role.
3. Select the new role.
4. Confirm.

Best Practices

1. One account per person. Never share login credentials between users.
2. Use email addresses that the user actively checks. This ensures they receive password resets and notifications.
3. Deactivate promptly when staff leave. Do not leave inactive accounts with active login access.
4. Review user list quarterly. Identify inactive users who should be deactivated.
5. Use the minimum role necessary. A teacher does not need admin access. An accountant does not need exam access.
6. Enable auto-create for parent accounts. This saves significant time during admission season.