User Maintenance

 

TOPICS COVERED:

 

User Setup

User Links

User Type links

Family Association

 

CLICK HERE to download the complete User Maintenance Help File with screenshots

 

Welcome to the User Maintenance section of SOIN.  Below you will find instructions on how to use the User Maintenance pages. This section allows you to create and manage SOIN user accounts.  To begin, please login to the website using your login id and password.

 

 

USER SETUP

 

1.  Adding a new Family (Married) 

 

A.  Click on User Maintenance, then click on User Setup
B.  Click on Family View Link in the top left area of the screen
C.  Once in the Family View Screen, click on the Add Family button
D.  The Family Profile Entry/Update page opens.  Married is checked by default.  Besides Married, the other statuses allowed are Single, Divorced, and Widowed. Enter student info in fields provided.  The family name field will fill in automatically when saved.  All fields with a red ‘*’ must be filled out.
E.   Enter the parent’s information. The parent can be a mother, father, step parents, grand parents. Please enter the salutation, Gender, correctly.

If the father is already a staff in the school and he is already entered in the system, then please select the Parent Type as Existing, the default is New.

When existing user is selected as the Parent Type, the next page allows you to enter a last name. Users matching the last name will be display. Click on the name. The home address, telephone number etc will be filled in the parent’s information fields.
F.    Scroll down and enter mother’s or next parent’s information in the fields provided.  If the parent  resides at the same address as the father or first parent, check the “Same as above” check box and the address information will copy from the father’s contact information

G   You may check off the show Show Address Association.
H.  Click on the Save button at the bottom of the page.

I.  The “Student Address Association” page opens.  This page shows the parent the student is associated with. The address of the student is derived from the parent he is associated with. If the student’s address does not show up correctly in class lists or the student information page, please check this page or Update Address Association. The primary parent will be chosen by default.        

 

2.  Adding a New Family (Divorced / Separated)       

 

A.  Follow steps 1-3 as shown above.  Click on User Maintenance, and then click on User Setup and select Family View

B.  Once in the ‘Family View’ screen, click on Add Family button.
C.  Click on the ‘Divorced / Separated’ button.  And enter in the father’s family name and the mother’s family name.
D.  Enter in the student information and the father’s contact information
E.  Enter mother’s information.
F.  Click on Save button
G.  The Student Address Association pages opens.  Choose the custodial parent from the dropdown menu, and be sure to check the students under ‘Select’ column.    Then click on Save.       

 

3.  Change Family Association    

      

A.  To change primary parent or custodial parent association from one divorced parent to the other, go to User Maintenance drop down, and then click on Family Association
B.  Enter the name of the ‘source’ family (the family currently associated with the students) and click Go.  
C.  Then select the destination family (the new family to be associated with the students).  If the family already exists, then click on the Select destination Family button; if the destination family is new to SOIN, click on New Destination Family button and enter the information for the new family.
D.  If an existing family, enter the family name in the search field and click Go.  
E.  Check the desired destination family and click on Transfer Family Members button.
F.  Highlight the students to be transferred and click on the arrow to move them to the new destination. Click the SAVE button.

 

 

4.  Update Family Information for an Existing Family (without modifying family members)

 

A.  In family view, select the family to be updated and click on Update Family button.

B.  Make necessary changes and click on Save

 

5.  Add a Parent to an Existing Family   

 

A.  In family view, select the family account to which the parent will be added and click on the Add Parent button.

B.  The “Add Parent to Existing Family” page opens.  Scroll down to the area to add a parent.   If the new parent is new to SOIN, be sure to click New User.  Then enter the parent information and click Save.

C.  If the new parent is an existing user, click on Existing User.  The search existing users box opens, enter the parent’s last name and click Go. Click on the parent’s name and the information will automatically fill in.  Click Save.

 

6.  Delete a Family (Make Inactive)

 

A.  In Family View, select the family you wish to make inactive and click on Make Inactive.  Confirm that you want to make the family inactive.  All family members will no longer have access to SOIN.

B.  The Inactive family will now be shaded brown to indicate they are inactive.

 

7.  Restore an Inactive Family

 

A.  In Family View, select the inactive family to be restored and click on Restore Family.

B.  Once restored, the family will no longer be shaded brown.

 

8.  Add a New User (not a parent or student)

    

A.  In User Maintenance, User setup, click on User View.  (This is the default view in user setup).  Click on Add User.

B.  Enter the correct information for the new user.  All fields with a * are required fields.

C.  Toward the bottom of the page (scroll down), you must choose which type of user the new user is (teacher, admin, alumni, etc).  If the new user is a staff member, it is required to select the schools and departments where they are affiliated.

D.  Be sure to click on the Save button when complete.  SOIN will prompt you if you missed a required field.  After saving, another window opens for you to enter additional information about the staff member.  Since this is optional, either enter information or just click on Save.  You will be returned to the user view in User Setup.

 

9.  Update an Existing User  

 

A.  In user view, select the user to be updated and click on Update User.

B.  Enter necessary changes, then click on Save. 

C.  The Staff information window opens.  This is optional, so, either enter additional information or just click on Save.

 

10.  To Make a User Inactive

 

A.   To make a user inactive, select the desired user, and then click on the ‘Make Inactive’ button. 

 

11. Restore An Inactive Staff Member

 

A. To find an inactive user in the system, select the show users: filter ‘All’ or ‘Inactive Only’, enter the user name in the search field, check the ‘Use Above Criteria’ check box and click on the ‘Go’ button.

B. The inactive user will be shaded brown. If the user is a staff member, select the user and click on the ‘Update User’ button. Apply the user details (user type, etc), then click on the ‘Save’ button.  

C.  Apply the user details (user type, etc), then click on the ‘Save’ button.  

 

12.   Restore an Inactive Student or Parent

 

A.  To restore an inactive student or parent, go to User Maintenance, then click on the Family View link.  Select    the family of the user to be inactivated, click on the ‘Make Inactive’ to inactivate the entire family.  You will be asked to confirm the action, click ‘OK’.

B.   Then, select the family (now inactive) and click on the Restore button.  This will restore the entire family.

 

USER LINKS

 

User links allow users access to functions and information.  The User Links and User Type Links pages allow administrators to manage user links. 

 

13.   Add or Modify the User Links available to a User    

 

A.  Under User Maintenance, click on User Links. 

B.  The User link setup page opens.  Search for the user by name or staff type and click Go.

C.  Click on the User Name link to access that user’s links.

D.  The User links page opens showing the existing user links for the selected user.  Check all links to be available to that user, uncheck all links that are not to be available for that user.  Please note, some staff members may be listed as more than one user type (i.e. administrator, teacher, parent, alumni, etc), make change to the appropriate links for the appropriate user type.  Then click Save.

E.  To add a link to a user’s account, click on the Add/Modify Link button.  If the user has more than one user type, you must select the user type to which the link will be added.

F.   The ‘Add Link for User’ window opens.  Select the desired link(s) and click Save to add those links to the User accounts

 

14.   Change the Name\Designation of a User 

 

This feature allows you to change the name and/or designation (Mr. Mrs, Ms., etc) of a user.

A.  Under User Maintenance, click on Change Name/Designation.

B.  In the Change Name\Designation screen, enter the name of the user and click Go.   You can select the user type or leave it blank.

C.  Select the user and choose the new designation (if applicable) from the dropdown menu.  Enter the new name in the correct field.  Click Update when complete.

 

15.  Manage Links for User Types

 

You have the ability to manage user links on the user type level (i.e. parents, students, staff, etc).

A.  Click on User Maintenance, then User Type Links.

B.  The Add/Update link page opens.  Select the user type to be changed from the drop down menus

C.  Check all links for which you want the user type to have access.  Uncheck those links which the user type will not access.

D.  The sequence box refers to the order in which the links appear under their module dropdown.  Enter the desired sequence.  When a teacher logs in they will see the drop down in that order.

 

16.   Proxy Login

 

Proxy login is a tool for SOIN administrators to use to see and test what a user sees and does when they are logged in.  As outlined earlier, different user types have different links to functions within SOIN.  A SOIN administrator will have a much different experience than a parent, alumni or student when they log in.

A.  From the User Maintenance, click on Proxy Login. The proxy Login window will open.

B.  Select the user type and or enter the user’s last name.  For staff user types, you can further filter the search by selecting a staff type from the dropdown.  Then click Go

C.  Select the desired user and click on the Login by user button.

D.  You will be brought to that user’s homepage

E.  To get out of the proxy login, you have to click on the Logout link and re-login as yourself.