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User Management Dashboard

Access the user management dashboard from: Admin Panel > User Management The dashboard displays:
  • Total user count by role (Teachers, Parents, Admins)
  • Recently added users and activity
  • Active/inactive user statistics
  • User search and filtering options
  • Bulk operation tools

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User Roles

System Admin

Full platform access and configuration rights
  • Manage all users and system settings
  • Access all reports and analytics
  • Configure school-wide policies
  • Handle system maintenance and updates

Teacher

Class management, messaging, and educational capabilities
  • Create and manage classrooms
  • Communicate with parents
  • Send announcements and updates
  • Manage student information

Parent

View-only access to student information and messaging
  • Join classrooms using codes or QR codes
  • Communicate with teachers
  • Receive announcements and updates
  • View calendar events and schedules

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Creating Individual Users

1

Navigate to User Management

Go to Admin Panel > User Management and click “Add New User”
2

Select User Role

Choose the appropriate role: Admin, Teacher, or Parent
Role selection determines the user’s permissions and cannot be easily changed later without proper authorization.
3

Fill User Information

Enter required details:
​
firstName
string
required
User’s first name
​
lastName
string
required
User’s last name
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email
string
required
Valid email address for account access and notifications
​
phone
string
Contact phone number (optional but recommended for notifications)
4

Assign to Classes/Groups

For Teachers: Select classes they will teach For Parents: Link to student accounts For Admins: Assign administrative privileges
5

Set Permissions

Configure role-specific permissions:
  • Admin Permissions
  • Teacher Permissions
  • Parent Permissions
  • User management access
  • System configuration rights
  • Report generation access
  • School-wide communication rights
  • Data export capabilities
  • System maintenance access
6

Send Invitation

Choose invitation method:
  • Email: Send login credentials via email
  • SMS: Send login code via text message
  • Manual: Generate login code to share personally
Users will receive an email/SMS with their login credentials and a link to set their password. They can also use the generated classroom codes to join their assigned classrooms.

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Bulk User Import

For adding multiple users at once, use the bulk import feature.
1

Download Template

Click “Bulk Import” and download the CSV template
2

Prepare CSV File

Fill in the template with user information:
firstName,lastName,email,phone,role,employeeId,classes,subjects
John,Doe,john.doe@school.edu,1234567890,teacher,T001,"Grade 1-A,Grade 1-B","Mathematics,Science"
Jane,Smith,jane.smith@email.com,0987654321,parent,,"Grade 2-A",
Mike,Johnson,mike.johnson@school.edu,1122334455,admin,A001,,"System Administration"
Ensure all required fields are filled and format matches the template exactly. Check for duplicate emails and valid email formats.
3

Upload CSV

Upload your prepared CSV file and select import options
4

Review & Confirm

Review the import preview showing:
  • Total users to be added
  • Any validation errors or warnings
  • Duplicate emails or conflicts
  • Missing required fields
  • Data format issues
5

Execute Import

Click “Import Users” to create all accountsAll users will receive invitation emails automatically with their login credentials and classroom codes.
Always backup your data before performing bulk imports. Invalid data could cause import failures and require manual cleanup.

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Editing Users

To modify existing user information:
1

Find User

Use the search bar or filters to locate the user by name, email, or role
2

Open User Profile

Click on the user’s name to open their detailed profile view
3

Edit Information

Click “Edit” and modify:
  • Personal information (name, email, phone)
  • Contact details and preferences
  • Assigned classes and permissions
  • Account status and role
  • Notification preferences
4

Save Changes

Click “Save” to apply changesUser will be notified of significant changes via email and in-app notification

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Managing User Status

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Suspending Users

Temporarily disable account access without deleting data:
1

Open User Profile

Navigate to the user’s profile in User Management
2

Suspend Account

Click “Actions” > “Suspend Account”
3

Add Reason

Add reason for suspension (optional but recommended for audit trail)
4

Confirm Suspension

Confirm the suspension action
Suspended users cannot log in but their data remains intact. You can reactivate them anytime by changing their status back to active.

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Deactivating Users

Permanently disable accounts for users no longer with the school:
1

Open User Profile

Navigate to the user’s profile
2

Deactivate Account

Click “Actions” > “Deactivate Account”
3

Choose Data Retention

Select what to do with their data:
  • Archive all data
  • Delete messages only
  • Keep essential records only
4

Confirm Deactivation

Confirm the deactivation action

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Deleting Users

Deleting users permanently removes all their data. This action cannot be undone and may affect related records!
1

Open User Profile

Navigate to the user’s profile
2

Delete Account

Click “Actions” > “Delete Account”
3

Confirm Deletion

Type “DELETE” to confirm the action
4

Select Data Handling

Choose what to do with their messages/content:
  • Transfer to another user
  • Archive before deletion
  • Delete immediately
5

Final Confirmation

Confirm the final deletion

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Password Management

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Resetting Passwords

Help users who forgot their password:
1

Locate User

Find the user in User Management
2

Initiate Reset

Click “Actions” > “Reset Password”
3

Choose Method

  • Send reset link via email
  • Generate temporary password
  • Allow user to create new password immediately
  • Force password change on next login
4

Confirm

User receives reset instructions and can set a new password

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Forcing Password Change

Require users to change their password on next login:
1

Open User Profile

Navigate to the user’s profile
2

Enable Force Change

Enable “Require password change on next login”
3

Save Changes

Save the changes

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User Permissions Matrix

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permission
table
PermissionAdminTeacherParent
View all users✅❌❌
Create users✅❌❌
Edit users✅Profile onlyProfile only
Delete users✅❌❌
Manage classes✅Assigned only❌
Send announcements✅Class only❌
View all messages✅Own onlyOwn only
Generate reports✅Limited❌
System settings✅❌❌
Export data✅Limited❌
Manage notifications✅Own onlyOwn only
Access analytics✅Class only❌

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User Activity Monitoring

Track user engagement and activity patterns:
  • Last login date and time
  • Login frequency and patterns
  • Failed login attempts
  • Device and location information
  • Session duration and activity
  • Total messages sent and received
  • Announcements posted and viewed
  • Response rates and engagement
  • File attachments and media usage
  • Communication preferences and settings
  • Calendar usage and event creation
  • Classroom management activities
  • Profile updates and changes
  • Notification interactions
  • App feature adoption rates
Access detailed activity logs: User Profile > Activity Tab

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Export User Data

Export user information for records or external analysis:
1

Go to Export

Navigate to User Management > Export
2

Select Users

Choose user roles to include (All, Teachers only, Parents only, etc.)
3

Choose Data Fields

Select which data fields to include in the export:
  • Basic information (name, email, phone)
  • Role and permissions
  • Class assignments
  • Activity data
  • Communication statistics
4

Select Format

Choose export format:
  • CSV: For spreadsheet applications
  • Excel: For detailed analysis
  • PDF: For reports and documentation
  • JSON: For system integration
5

Export

Click “Export” to generate and download the file

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Best Practices

  • Require strong passwords (minimum 8 characters, mix of letters, numbers, symbols)
  • Enable two-factor authentication for admin accounts
  • Regularly audit user permissions and access levels
  • Promptly deactivate accounts for departed staff and students
  • Monitor for suspicious login patterns or activities
  • Ensure accurate email addresses (required for notifications)
  • Keep phone numbers updated for emergency communications
  • Verify class assignments are correct and current
  • Regular data cleanup (remove duplicates, update outdated info)
  • Validate user information during onboarding process
  • Send welcome emails with platform guides and tutorials
  • Provide role-specific training materials and resources
  • Schedule onboarding sessions for new teachers and staff
  • Create quick reference guides and FAQ documents
  • Assign mentors or buddies for new users
  • Notify users of permission changes and policy updates
  • Inform about scheduled maintenance and system updates
  • Provide clear support contact information and procedures
  • Regular updates on new features and platform improvements
  • Establish feedback channels for user suggestions and concerns

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Common Issues

Solutions:
  • Check spam/junk folders and email filters
  • Verify email address is correct and active
  • Resend invitation with updated email
  • Use alternative method: Generate manual login code
  • Check email server configuration and delivery
Solutions:
  • Check CSV format matches template exactly
  • Ensure no duplicate emails or conflicting data
  • Verify all required fields are filled correctly
  • Check for special characters in names and data
  • Reduce batch size (try importing in smaller groups)
  • Validate email formats and phone numbers
Solutions:
  • Verify parent account is properly linked to student
  • Check student enrollment status and class assignments
  • Ensure class assignments are correct and active
  • Verify parent has proper permissions and role
  • Check classroom code and joining process
Solutions:
  • Verify assigned role is correct and appropriate
  • Check custom permission settings and overrides
  • Re-assign role if necessary with proper approval
  • Clear cache and require user to re-login
  • Review role hierarchy and inheritance settings
Solutions:
  • Verify user’s email address is correct
  • Check email delivery and spam filters
  • Generate new reset link with updated email
  • Use temporary password method instead
  • Check password complexity requirements

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User Management Reports

Generate comprehensive reports on user activity and management:

User Activity Report

Track user engagement and platform usage

Account Status Report

Monitor active, suspended, and inactive accounts

Permission Audit Report

Review user permissions and access levels

Communication Report

Analyze messaging and announcement activity
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