User Profile: Access (tab)

Platform managers can impersonate other users to see what they see while logged in and to complete actions on another user's behalf. However, some things are off limits:

• Users with a cloned platform manager role cannot impersonate a user with the original platform manager role.

• Social security numbers (SSN), credit cards, medical, and other highly secured information is hidden from the impersonator.

• Some authentication settings are not accessible while impersonating. To set up authentication for your school, log in as the platform manager who has organization admin rights instead of impersonating one.

To impersonate another user, use the People Finder to go to the user's profile in Core. Select Access and then select Impersonate. When you're done, select your name (top right corner) and then select Stop impersonating.

Alternatively, select your name in the top menu and then select Impersonate user. Select someone you've recently impersonated (their names appear on the right side), or use Search in plus the Role or Grad year filter options to find and select a user to impersonate.

Warning: If you're testing changes to roles and tasks, consider impersonating a user with the affected role. Remind any real users affected by the changes to sign out and then back in to see the updates.

Using the affinity content type, managers can create listings of associated constituents (such as constituents who work in the same department) and show their contact and biographical information.

Affinity groups are often used on “Meet the Staff” or “Meet the Office” pages. For example, the members of the admissions office could be listed with their contact and biographical information on a “Meet the Admissions Office” page.

To view or edit a specific user's membership in an affinity category, go to their user profile in Core and scroll down to Affinity. Then select Edit, choose the categories to which this user is associated, and select Save. For details, see choose a user's affinity categories.

If a user is not attached to any academic sections, athletic teams, emergency contacts, or other necessities, a platform manager can remove the user. Select Remove user under the header on a user's profile. For details, see remove a user.

Due to the sensitive nature of personal identifying information, some information is protected by additional security access functions.

Your school might determine that a specific user should have access to view social security numbers or national identification numbers.

A platform manager can configure this access. For details, see special access numbers.

A platform manager register a student for an event. Select Online registrations under the header on a user's profile. For details, seeonline registration.

A platform manager configures which users are employed by the school.

Users must have an employment. record to have a staff, teacher, dorm group supervisor, adviser, nurse, or coach role.

To edit a user's employment, find the Employment tile on the Access tab of the user's Core user profile, select Edit employment and then see manage employment for detailed instructions.

Typically, individuals will become alums as part of grade level promotion and graduation.

However, a platform manager can also associate a user to a graduating class they did not graduate. To do this, use the Honorary Alum field.

1. From the Access tab of the user's Core profile, select Alum affiliation (under personas)

2. Select Edit for an existing alum, or Add for a non-alum.

3. In the Alum class of field, select the graduation year.

4. Select Honorary alum and Save & exit.

Users must be enrolled in the school to have the student role and persona.

To enroll a student:

1. Under Personas, select the edit icon next to Student.

   

2. Select Enroll in school.

3. Enter the Enroll date.

4. Choose the school year.

5. Choose the appropriate school level and grade level.

6. Select Create enrollment information for future school years to handle the student's future enrollments.

7. Select Save.

To have the student role, a user must be enrolled into the school. If the user does not already have the incoming student role, a platform manager can enroll the student into the current school year manually.

To update enrollment information, including withdrawal dates:

1. Under Personas, select the edit icon to the left of Student.

   

2. Choose Edit school enrollment.

3. Edit the appropriate fields.

4. Select Add another enrollment to add an additional enrollment year.

5. Select Save.

To add a transfer school year:

1. Under Personas, select the edit icon to the left of Student.

   

2. Choose Enroll in transfer school.

3. Choose the appropriate Transfer school, or add a new school.

4. Enter the necessary enrollment information.

5. Select Save.

To edit transfer enrollment information:

1. Under Personas, select the edit icon next to Student.

   

2. Choose Edit transfer school enrollment.

3. Edit the appropriate fields.

4. Select Add another enrollment to add an additional enrollment year.

5. Select Save.

Tip: To add or edit transfer or sending schools, refer to information about transfer and sending schools. To manage courses and grades from a transfer or sending school for a specific student, refer to information about how to manage grades.

Note: This information only appears on transcripts if School Information Systems is installed.

Tip: To drop, remove, or withdraw a student from one or more courses, select Academics, use the People finder to go to the user's academic profile, and then select Schedule. Next, select Edit enrollment. See Academic Profile Schedule Tab for details.

To withdraw a student from the school:

1. Under Personas, select the edit icon to the left of Student.

   

2. Choose Withdraw.

3. Select Effective date/time to select a future date or Effective immediately.

   Note: If teachers have not yet entered grades for the student, withdraw the student after the grades are entered.

4. Choose the School year from which the student is withdrawing.

5. Enter the student's Depart date.

6. Determine if the student should have the past student or alum Role.

   Note: Select Graduate with class to move the past student to the alum role when you graduate the rest of the class.

7. Enter a new Host ID and/or Remove access if necessary.

8. Select Save & exit.

   Note: Parent roles will be updated automatically to "parent of past student" or "parent of alum." However, the parent's login access is not disabled, even if the student's access is disabled.

To edit withdrawal information for a student:

1. Under Personas, select the edit icon to the left of Student.

   

2. If the student has already been withdrawn, you will see the menu option Edit student withdrawal. Select it.

3. You will see the School year of withdrawal and Depart date. These cannot be edited. (If a student has withdrawn multiple times, the data will reflect the student’s most recent withdrawal.)

4. Use the dropdown menu to modify the Withdrawal Reason. Select Save when you are finished.

   Note: Withdrawal reasons can be customized in Core by going to Settings, General settings, then Table values. Scroll down until you find Withdrawal Reason, then select Edit. For more information, see Table Values for Custom Fields.

To unenroll an incoming student from the school:

1. Under Personas, select the edit icon to the left of Student: Incoming student.

2. Choose Undo incoming student enrollment and confirm the change.

   Note: Parent roles will be updated automatically.

   The individual becomes an active candidate instead of an incoming student.

If a student has returned to your school or was withdrawn accidentally, you can easily re-enroll them.

1. Under Personas, select the edit icon next to Student.

   

2. Select Reenroll in school.

3. Select whether to the student will Reenroll into the current school year or Enroll into a different school year.

4. Enter the Enroll date.

5. Choose the school year.

6. Choose the appropriate school level and grade level.

7. Select Create enrollment information for future school years to handle the student's future enrollments.

8. Select Save.

If a user has one or more product roles, the user will also have a "product or app persona". The user can select to use their product persona to view relevant configuration settings for the corresponding capability or functionality in Academics, Enrollment management, Extracurricular, School website, and Core.

If a user doesn't have a product role, the user will only have one or more "constituent personas." The user can select to use their constituent persona to view relevant capabilities or functionality as a Faculty member, Parent, Student, Alum, or Friend.

Tip: If you have multiple personas, you can toggle between them using the menu in the upper left corner.

Enable or disable roles (and the tasks associated with each role) to determine what the user can see and do in the application. Under the profile header, select Role membership. For details, see manage a user's roles.

If the user has access to a group and can manage content for it, this access is indicated in under Content editor access. It shows the:

• Group type (such as activity, classes, or community)

• Content access group

• Groups (name)

To change the user's access, a platform managers should go to Core, Security, Content editor access. For details, see content editors.

If the user can manage content for pushpages and send issues, this access is indicated in under Pushpage editor access. It shows the:

• Group name

• Template name

To change the user's access, a platform manager should go to Core, Security, Pushpage editor access. For details, see pushpage editor access.

Users with the role of Password manager automatically have the Manage logins task enabled.

This enables password managers to use the People finder in Core to open a user's profile and then view:

• the basic information in the header at the top of the user's record

• the user's Personas (on the Access tab of the user profile)

• the user's Product roles (on the Access tab of the user profile)

The manager can view and manage all of the user’s Log In Information (on the Access tab of the user profile)

Note: However, to Edit Host ID, a user must also have the User profile role enabled.

For information about Blackbaud ID and how to enable Blackbaud Authentication for your school, refer to Blackbaud ID for K-12 schools.

• For "unregistered" users, select Connect to Blackbaud ID. By default, the primary email address from the user's Contact card, will become the username. However, you can enter a different email address when necessary. Determine whether to send the user an email invitation with instructions. Select Save. Each invitation is valid for 30 days. If a user's invitation expires, consider reinviting them.

• For users who have been invited to connect with Blackbaud ID, but whose status is "awaiting response, select Reinvite to Blackbaud ID to confirm the email address which will be the username and resend an email invitation with instructions. Each invitation is valid for 30 days. If a user's invitation expires, consider reinviting them.

• For users who are "awaiting response" or who are "registered" (have logged in with Blackbaud ID), select Disconnect Blackbaud ID account to remove the connection, and set the user's status to "unregistered." The user will no longer be able to login.

Tip: For more information about Blackbaud ID, including best practices for how to manage students as they graduate to become alums or for single sign ons (SSO), see Blackbaud ID authentication,

To view the dates and times and other information about a user's previous sessions, select View login history.

• Filter the type of data to show all login information, only attempts, only requests, only security changes, or only information about when the account was disabled or locked ("yes").

• Select a column heading to sort the historical data.

• Select a date range.

• The Action column shows if a user logged in, typed in an incorrect password, and/or changed a password.

• A login with an (e) indicates the user performed the action from an external application and not from the site itself [example: Logged In (e)].

  Note: Errors can indicate an issue with a Single Sign On (SSO).

• IP Addresses for each login attempt are also listed.

Platform managers also use the Login information to assist users who need help resetting their passwords. The status indicates whether the user logs in via:

• Single Sign On (SSO),

• Sign in with Google,

• Sign in with Apple,

• or a Username (email address) and Password.

It also indicates the user’s status for Blackbaud’s multi-factor authentication (MFA):

• N/A - Because of their authentication type, the user is not required to use our MFA.

• Enabled – The user is not required to use our MFA but has chosen to turn it on.

• Disabled – The user is not required to use our MFA and does not have it on.

• Required —The user has at least one security role that is required to use our MFA.

Platform managers can decide which page constituents land on upon login, based on their persona(s).

The platform manager can also enable individual users to select their own start page.

See Default starting pages.

See Locked, Disabled, and Inactive Accounts.