Manage school users

Smartgrade comes with MIS integration, so all school users are linked to a staff record in your MIS. 

In order to create school users, if you are a MAT or a secondary school you first need to map and activate the subjects you wish to use within Smartgrade. 

Once users are created, a MAT or School Admin can then use the School users area of Configuration to send invites to those users as a batch or individually, to add additional school users that aren't linked to any activated subjects, or to set their permission level. 

If when following the steps below you can't see/find the email of any of your colleagues, please take a look at this guide.

To invite multiple school users at once:

1. Click on the three horizontal yellow bars in the top right of the screen, and select Configuration.
2. Select the School users tab from the left hand menu.
3. Review the school users in the table. A MAT admin will see all users in the MAT. A School Admin will see users from their school only.
4. If you wish to invite all existing users, click INVITE ALL. If you only wish to invite users that were created since you last invited users, click INVITE NEW.
5. A modal will appear listing all the email addresses to be invited. Click the INVITE button below the user email addresses to send invitations to all users on the list. Note: if you're inviting a large number of users, it may take a minute or two for all invitations to be sent. You will see a holding message while you wait. Do not navigate away from the page while the holding message is displayed.

To invite individual school users one at a time:

1. Click on the three horizontal yellow bars in the top right of the screen, and select Configuration.
2. Select the School users tab from the left hand menu.
3. Find the user you wish to invite and then click INVITE in the actions column. A message will appear to let you know when the user has been successfully invited.

To add additional users not linked to a classes

1. Click on the three horizontal yellow bars in the top right of the screen, and select Configuration.
2. Select the School Users tab from the left hand menu.
3. Click the ADD USER button.
4. If you are a MAT user, select the school from the drop-down.
5. Click on the Email drop-down and select the email address.
6. Select the appropriate permission level: USER, ADMIN or LEADER. For explanations of these permission levels, see this support article.
7. If setting a LEADER level, additionally choose the subjects / year groups you'd like to give "LEADER" permissions for. See below for an example of a user who is a LEADER for "Science" and "Year 7". Also, if the leader needs additional admin permissions for those subjects / year groups, use the "Additional admin permissions?" slider.
8. Invite the new user using one of the methods above.

Adjusting a user's permission level:

1. Select the School users tab from the left hand menu.
2. Find the user whose permissions need adjusting and then click EDIT in the actions column.
3. In the modal that appears, adjust the permission level to be USER, ADMIN or LEADER. For explanations of these permission levels, see this support article.
4. If setting a LEADER admin level, additionally choose the subjects / year groups you'd like to give "LEADER" permissions for. See below for an example of a user who is a LEADER for "Science" and "Year 7". Also, if the leader needs additional admin permissions for those subjects / year groups, use the "Additional admin permissions?" slider.

To view staff that have been deleted or deauthorised:

You may find that you don't see former members of staff or users that have been deauthorised in your School Users table. Use the Inactive slider to show or hide these members of staff. A member of staff will show as Deleted if they have an employment end date in your MIS or if they have been deleted and a member of staff will show as Deauthorised if a School or MAT admin has chosen to Deauthorise them.