Contents

Accounts

The fifth tab on the Administrator View is the Accounts tab. This is where administrators can create or delete user accounts, assign account permissions, and sync with G Suite. (More integrations coming soon)

Accounts can be of two types:

  • A Standard Account - Where a user is manually added through the website and sign in with a username/email and password.
  • A G Suite Account - Where a user has been added by syncing through G Suite and sign in with their google credentials.

An account can be assigned to one or more of the following groups (with the exception of assistants):

  • Admins
  • Teachers
  • Assistants
  • Students

Managing Accounts

You can view and manage all accounts in SmartPass by selecting the gray arrow icon to the right of the add button. This will display a list of all the accounts and which groups they are a part of.

The Account Profile

Clicking on an account will display it's profile. At a glance, you can see their name, email/username, sign-in status, last-sign in, and other relavant information.

Adding Accounts

Accounts can be added in two ways:

  • By manually adding the account in the account page by either adding an existing G Suite user from your Google Organization or by creating a Standard Account.
  • Syncing G Suite Organizational Units into a SmartPass group.

Manually adding an account is simple:

  1. On the Accounts Tab, hit the green Add button on the top.
  2. Search for an existing G Suite user or create a new Standard Account.
  3. Click on the white Add button on the top right of the window.
  4. If you can't see the list of all accounts, hit the gray arrow icon on the right of the add button to display them.

G Suite syncing is explained below.

Deleting Accounts

Deleting an account will permanently erase all data. Only use this if you never want the user to be able to sign in again. You can also temporarily disable an account. See below for instructions.

Steps:

  1. On the Accounts tab, click the gray arrow icon to the right of the add button. This will display all accounts in SmartPass.
  2. Search for the account you are looking for in the search bar.
  3. Click the edit button and select the account
  4. Click Delete Account & Data

Groups

There are 4 group types in SmartPass. You can add and remove accounts from these groups to change what users have access to.

Administrators

An administrator has a high-level look at the school, views/generates reports, configures passes, and manages accounts and profiles. Principals, Vice Principals, and Assistant Principals are examples of positions that would have an administrator profile.

Teachers

A teacher has a room or multiple rooms where students can create passes to. A teacher can manage passes in his/her room and create passes. Teachers, counselors, nurses, librarians, and aids are examples of positions that would have a teacher profile.

Students

A student can create passes, schedule passes for the future, and send pass requests to teachers.

Assistants

An assistant acts on behalf of certain teacher when they sign in. They can manage passes in his/her room and create passes as that teacher. Assistants, secretaries, and substitute teachers are examples of positions that would be part of the assistant group.

Managing Accounts in a Group

Adding a new Standard Account to a Group
  1. First click on the group that you want to assign the account to.
  2. Then click on the green Add button on the top right corner.
  3. Select the Standard Account type and enter in the desired credentials.
  4. Hit the white Add button on the top right of the window.
Adding an existing account to another Group

Accounts can be a part of multiple groups. Currently only administrators can also be teachers and vice-versa.

  1. Go to the group where you want to add the existing account.
  2. Click on the green Add button on the top right corner.
  3. Search for the existing account by their name or username.
  4. Hit the white Add button on the top right of the window.
Disabling Sign In

Disabling sign in temporarily prevents that user from being able to sign in with the current user group. For example, maybe a misbehaving student has lost their hallway priveledges and you want to disable their sign in.

  1. Go to the group on which you want to disable sign in
  2. Click on the user to bring up their profile
  3. Click on the disable sign in button
Removing an account from a Group

Removing an account won't permanently delete that accounts data. For example, removing an account from the teacher group won't delete all passes that the teacher created. It will although disable that account from being able to sign in as a teacher.

  1. Go to the group from which you want to remove the account.
  2. Search for the user you want to remove.
  3. Click on the edit button.
  4. Select the account and click on the Remove from Group button.

Group Permissions

Every group except students has its own set of permissions that are specific to each account.

For Admins:

  • Dashboard Tab Access
  • Hall Monitor Tab Access
  • Search Tab Access
  • Accounts Tab Access
  • Pass Configuration Tab Access

For Teachers:

  • Access to Hall Monitor

For Assistants:

  • Passes Tab Access
  • Hall Monitor Tab Access
  • My Room Tab Access
Editing Group Permissions

It's easy to change what permissions every account has:

  1. Click on the group where the account exists
  2. Click on the specific account
  3. Change the desired permission

You can also bulk edit permissions for multiple accounts:

  1. Click on the group where the accounts exist
  2. Hit the edit button on the top right
  3. Click on the checbox to select the accounts
  4. Click on the bulk edit permissions button on the top left

G Suite Syncing

This section is under construction...

Last updated on

July 30, 2019

Need more help? Contact us directly at support@smartpass.app