User Profile Menu path : User Management-->User Profile
Here Institute can assign the role to the user.
They can define which classes and staffs can be accessed by the given user.
There are below default roles which will be assigned automatically when new user profile is being created
ADMIN => This is for Admin user, it has full access for all the functions, especially it has Auto authorization access.
PARENT => This is for parent user.
TEACHER_A => This is for teacher and other staff user
By default, user will have access to all classes and all staffs
User Profile-User details
User Profile-Class details
User Profile-Staff details
User Profile-Institute details
Q: How to create User Profile?
Basically, User profile cannot be created from this screen
Institute can create the Parent/Student Type user from Student-Profile Menu. Actually, when student profile is created, system automatically creates the user profile for parent. If it is college or Training institute and student is major (above 16 years old), student profile will be created
Create the Admin/other staff/Teacher type user in Staff-Profile Menu
Q: How to view the User Profile?
User profile can be Viewed by following the below steps:
Choose Menu ( User Management-->User Profile) from Menu tree.
Click “View” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records
User Name
User ID
User Type
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed
Then System will bring full detailed view of the record; you can see User, General, Parent, Class, Staff, Institute and Audit tabs. You can click the tab to see corresponding details.
Q: How to Modify User Profile?
User Profile can be modified by following the below steps:
Choose Menu ( User Management-->User Profile) from Menu tree
Click “Edit” in the step1.
You will see the filter screen now, wherein you can see below search filters which can be used to list out the records.
User Name
User ID
User Type
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press next
You can see all the resulted records that are satisfied by your above-chosen search filter.
If there is only one resulted record for the given filter, the system will automatically take you next step, otherwise click on record which needs to be modified.
Then System will bring the full detailed view of the record; you can see User, General, Parent, Class, Staff, Institute and Audit tabs. You can click the tab to modify corresponding details.
You can change the details of the required fields.
In order to add Students for Parent User Profile,
Press “+” button, new empty record will be created
Then enter Student Details
In order to remove Students from Parent User Profile,
Press “-” button, record will be removed
In order to add more Class access for Admin/Teacher/Other staff User Profile,
Press “+” button, new empty record will be created
Then enter Class Details
In order to remove Class in User Profile,
Press “-” button, record will be removed
In order to add more Staff access for Admin/Teacher/Other Staff User Profile,
Press “+” button, new empty record will be created
Then enter Staff Details
In order to remove Staff access in Admin/Teacher/Other staff User Profile,
Press “-” button, record will be removed
In order to add more Institute access for Admin/Teacher/Other staff User Profile,
Press “+” button, new empty record will be created
Then enter Institute Details
In order to remove Institute access in Admin/Teacher/Other staff User Profile,
Press “-” button, record will be removed
Click “Next” in the bottom on the screen.
Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants to convey some message to checker or they want to keep some notes, they can type it here. Checker can see the same before authorization under the audit tab in the screens.
Click “Save”.
Tips:
Admin, and Other Staff can Modify the User Profile.
If there is a change in mobile no or mail for Parent/Student type user, it should be done in Student profile=>Edit Screen. It is not advised to do here.
If there is a change in mobile no or mail in Staff type user, it should be done in Staff profile=>Edit Screen. It is not advised to do here.
Modification scenarios
Modification can be done for the following scenarios:
If there is a change in already existing record of User Profile.
Access to class, institute and Staff entities can be changed for staff.
If there is a change in the provision of parental access to the students.
If there is a change in the name of the Staff role.
Q: How to Delete the User Profile?
User profile can be Deleted by following the below steps:
Choose Menu ( User Management-->User Profile) from Menu tree.
Click “Delete” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records
User Name
User ID
User Type
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press next
You can see all the resulted records which are satisfied by your above-chosen search filter.
If there is only one resulted record for the given filter, the system will automatically take your next step, otherwise click on the record which needs to be deleted.
System will bring full detailed view of the record.
Click “Delete” in the bottom of the screen.
Tips:
The Person who Creates the Record can only delete that record.
Deletion scenarios
Deletion can be done for the following scenario:
Other staff mistakenly modify the User profile, and it is not yet authorized by Admin, they can delete the modification version.
Q: How to Authorize the User Profile?
Authorize means that a record created or modified by one staff should be verified by the admin. If one level of authorization steps is not required, you can avoid the same by allowing auto-authorization for Teacher / Other staff users. This can be done from User->Role screen, Please refer user manual of User -> Role screen for more details. User Profile can be authorized by following the below steps.
Choose Menu ( User Management-->User Profile) from Menu tree
Click “Authorize” in step1.
The unauthorized User Profile records will be displayed
If there is only one unauth record, the system will automatically take your next step, otherwise click on the record which needs to be authorized.
Then the system will show you the full details of the record, you can verify the details.
Then click “Next” at the bottom of the screen.
Once you reach the last step, if you want to enter any remarks about this authorization or rejection, you can enter them here. This can be viewed under the “Checker Remarks” field of the audit tab of the full record view.
Click “Auth” or “Reject”.
Tips:
Authorize means that a record created or modified by one staff should be verified by the admin.
If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is no need for authorization or verification by another admin.
During Authorization, admin can either Authorize or Reject the created or modified records. They can reject the record in the case of an error in modification.
Authorization scenarios
Authorization can be done for the following scenarios:
After creation or modification, in order to apply the changes throughout the application, it requires authorization or verification from the admin.
During verification, Admin can find the human errors.
Case Study
For example, UK-based ABC Schools wants to give access for primary class teachers to access only class year 1 to 5.
Teacher Jeni is taking Science Subject for primary class students. So, the teacher has the access for respective classes 1-5
Above scenario can be configured as below
User Name
User Type
Class
Jeni
Teacher
Role
Class
Teacher_A
1A
2C
3F
4B
5A
Other staff Martin should have access to himself and his subordinates
User Name
User Type
Class
Martin
Other Staff
Role
Staff Name
Teacher_A
Jeni
Martin
Calla
For example, Japan-based ABC college want to give access for Computer science department teacher to access only computer science classes.
Above scenario can be configured as below
Teacher Jeni is taking networking & security Subject for computer science class students. So, the teacher has the access respective classes as below
User Name
User Type
Class
Jeni
Teacher
Role
Class
Teacher_A
CSE1
CSE2
CSE3
Other staff Martin should have access to himself and his subordinates
User Name
User Type
Class
Martin
Other Staff
Role
Staff Name
Teacher_A
Jeni
Martin
Calla
For example, Dubai-based ABC Computer training institute want to give access for Java programming class teacher to java classes.
Above scenario can be configured as below
Teacher Jeni is taking Java programming classes. So, the teacher has the access for respective classes
User Name
User Type
Class
Jeni
Teacher
Role
Class
Teacher_A
Java1
Java2
Java3
Other staff Martin should have access to himself and his subordinates
