How to manage your user accounts

In this article

What you need to know about user accounts

User accounts are automatically created or disabled when parents, students and staff are imported from your SIS administration software into XUNO. This means that IT staff will have a minimal work-load to maintain user accounts.

XUNO supports and imports data from the following SIS (School Information Software) products:

  • MAZE
  • Civica
  • CASES / CHESS
  • Denbigh
  • Human Edge SAS
  • EdSAS and DUX

Importing Your Data

The steps needed to import your data depend on which SIS program you are using. We do not allow you to edit your SIS data inside of XUNO so as to keep your data integrity. Your SIS should always be your primary and accurate source of data.

Follow the related articles that correspond to your SIS. Please contact your SIS supplier if the instructions you need are not found here.

Important notes

  • New students and staff with an 'active' status will have their user accounts automatically enabled and added to your default corresponding permissions group. Parent accounts are created and added to the default parents permission group, but disabled by default - this is a security feature so that you can review the accounts for access restrictions before enabling them.
  • When the status of existing students and staff are updated as non-active (i.e. leaving, left, future, in-active etc.), their user accounts are automatically disabled.
  • Parent accounts are automatically disabled once all of their children's statuses are set to non-active.
  • New students and staff with an 'active' status will be able to sign-in to XUNO straight away after the import with their new user account. Since a password has not yet been set the first time they sign-in, XUNO will prompt them to perform a password.
  • Permissions are set via groups. Each user can only belong to one permission group.
  • You can email any user or group of users a welcome email, export their account details, print welcome letters, reset their passwords, etc.
  • Each parent (or guardian) in a family receives their own user account. Parent accounts in the same family are able to see each others contact details, whereas parent accounts in separate families (i.e. primary and secondary families) will not be able to see each others contact details. Only primary family parents and their students are able to see emergency contact details.
  • You will sometimes see two red flags next to the parents user accounts. These flags come from CASES. The"AR" (Access Restrictions) flag means that some of the parents children have Access or Parent Contact Restrictions. "NR" (No Reports) flag means that the parent will not have access to the students Reports in the Portal.

All users must use their email address (as registered in your SIS administration software) or their unique username to sign-in. Their email address is used when users want to reset their password.

Parents: email address or unique parent username
Staff: email address or staff code
Students: email address or student code

  

How to manage new users

User accounts are automatically created or disabled when parents, students and staff are imported from your SIS into XUNO based on the rules in the summary above. You will only need to review and enable new parent accounts as required, and set group permissions or provide new students and staff with their usernames if needed. Students and staff will be able to login and reset their password as soon as their account is created.

We recommend that you periodically check for new parent accounts in XUNO and enable these as required and send a bulk welcome email with login details to parents.

How to send welcome emails and letters

Warning: Sending welcome emails and using the 'Exporting to CSV with reset password' option will reset each selected users password

  1. Sign-in to XUNO as an administrator.
  2. Click on the Options menu and then click on the User Accounts menu item.
  3. Filter your user accounts as required by using the filtering options provided. Click the Show button to view your filtered results. Select New only to only view new user accounts.
  4. You can easily identify new users by the "NEW" tag next to their name. Alerts will also be shown for users using the red tags "AR" (Access Restrictions) and "NR" (No Reports). Users are considered "NEW" if they haven't yet signed in and have not received a welcome email or letter.
  5. Select the check boxes of the users that you want to send a welcome email or letter to. You can also use the header check box to select all users in the list.
  6. If you want to send a welcome email: click on the down arrow next to the header check box, and then click on the Send welcome email option. This option will reset their password, then send a welcome email with their username, new password and instructions on how to sign-in to XUNO.
  7. If you want to send a welcome letter you can export your user account details to a CSV file and then use these to perform a mail-merge in your Word processing software. Click on the down arrow next to the header check box, and then click on the Export to CSV option to only export the user details without a password; or alternatively click on the Export to CSV with password option to reset the selected user's password and export the details including their new password to a CSV file.
  8. Alternatively, you can click on the welcome email icon next to each user account to send individual welcome emails one-by-one.

How to enable or disable user accounts

When the status of existing students and staff is updated as non-active (i.e. leaving, left, future, in-active etc.), their user accounts are automatically disabled. Parent accounts are automatically disabled once all of their children's statuses are set to non-active.

  1. Sign-in to XUNO as an administrator.
  2. Click on the Options menu and then click on the User Accounts menu item.
  3. Filter your user accounts as required by using the filtering options provided. You'll need to click the Show button to view your filtered results. Select the Only show new users check box to only show new user accounts.
  4. You can easily identify new users by the "NEW" tag next to their name. Alerts will also be shown for users using the red tags "AR" (Access Restrictions) and "NR" (No Reports). Users are considered "NEW" if they haven't yet signed in and have not received a welcome email or letter.
  5. Check the tick boxes of the users that you want to enable or disable. You can also use the header check box to select all users in the list.
  6. Click on the down arrow next to the header check box, and then click on either the Enable user accounts or Disable user accounts option as required. Disabled users will not be able to sign-in to XUNO.
  7. Alternatively, you can enable or disable an individual user account by selecting or deselecting the corresponding user's Disabled check box. Disabled users will not be able to sign-in to XUNO.

How to manage user details and API keys

User details, such as their email address changes or names, need to be updated in your SIS administration software. When you re-import the updated details, your user accounts will also be updated. This has been designed this way so that your SIS database and XUNO both have accurate and up-to-date records.

Each user receives an API key that is used to authenticate them when they sign-in XUNO or use the XUNO API (Application Programming Interface). Most users will never need to be told what their API key is. 

To integrate XUNO with other applications you'll need to use a user's API key. The end-points and data an API key has access to is dependant on the user's group permissions. If you don't want to use an existing user's API key, you can create a new CRT staff member - which will automatically create a new user and API key. Set the permissions of this user and use their API key to integrate XUNO with other applications.

How to assign users into groups

  1. Sign-in to XUNO as an administrator.
  2. Click on the Options menu and then click on the User Accounts menu item.
  3. Filter your user accounts as required by using the filtering options provided. You'll need to click the Show button to view your filtered results. Select New only to only show new user accounts.
  4. You can easily identify new users by the "NEW" tag next to their name. Alerts will also be shown for users using the red tags "AR" (Access Restrictions) and "NR" (No Reports). You may want to create a separate group for parents that have access restrictions or are not allowed to view or download student reports.
  5. Select the individual users that you want to add to a group by selecting their check box. A user can only be a member of one group. You can also use the header check box to select all users in the list.
  6. Click on the down arrow next to the header check box, and click on a new group under the Move users to group section of the drop-down list. The selected users will be moved to the group you selected, and the new group's permissions will now apply to those users when they next login or use their API key.

How to manage user groups and permissions

   
Default Groups

New users are automatically added to your default groups. You can change the default groups new users are assigned to by following the below steps.

  1. Sign-in to XUNO as an administrator.
  2. Click on the Options menu and then click on the User Groups & Permissions menu item.
  3. Use the drop-down lists in the Default Groups table to change the default group new users are allocated to. Existing new user accounts will not be affected - this will only affect new user accounts that are created after your change.

  
Groups and Permissions

Create new groups, delete groups and modify group permissions. Your groups define what permissions users will have when they sign-in to XUNO. Users can only be part of one group at a time, so you might have to create extra groups for different sets of permissions.

  1. Sign-in to XUNO as an administrator.
  2. Click on the Options menu and then click on the User Groups & Permissions menu item.
  3. To create a new group, type a new group name into the New name... field, select the type of group, the preferred LDAP link, and then click on the Add button. The type of user group you create defines what groups are available to the type of user (for example: you won't be able to assign a student user to a staff group). Choose the group type carefully as you will not be able to change it after you have created your new group.
  4. To edit the permissions of a group, find the group in the list and click on the corresponding Edit button. Clicking this button also allows you to view the members of each group. 
  5. To delete a group, find the group in the list and click on the corresponding Delete button. Any user's that are a member of the group will automatically be moved into the default group setting for their user type.

    

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