Creating Schooltool Accounts

School's can create accounts in Schooltool in using a few methods. Click the tabs below to see more information on each method.

Active Directory Accounts

When using this method to create Schooltool accounts, you allow anyone with an account in your school's Active Directory to login to Schooltool using their Active Directory username and password.

To see the steps required to create an account in Schooltool and associate it to an existing account in Active Directory, expand the section below that pertains to the type of account that you'd like to create:

Creating Student Accounts

  1. (IMPORTANT!!) Confirm that the user you expect to create an account for in Schooltool actually has an account in your school's Active Directory, and then make note of what EXACTLY the username that they've been given in Active Directory is

  2. Log in to Schooltool

  3. Click Maintenance>User/Group>Network Map

  4. On the left hand side of the "Network Map" screen, mark "User ID" as illustrated below:

    image

  5. Type the username that you made note of in step #1 into the field that appears just below, EXACTLY as it appeared for the user in Active Directory

  6. On the right hand side of the "Network Map" screen, mark "Census" as illustrated above

  7. Type all or part of the name of the person you're creating the account for, into the field that appears just below

  8. Click the "Search" button that appears to the right of the field - a list of records similar to the what you typed will appear below


    image

  9. Click the "Select" button (select button) that appears to the left of the person that you wish to associate the account you entered in step #5 to - once you've done so successfully, their name will appear just above the list as illustrated below

    image

  10. (IMPORTANT!!) Confirm that the Username appearing on the left side of the screen is correctly typed and belongs to the user appearing on the right side of the screen

    image

  11. Click the "Associate" button that appears in the center of the screen - if the process was successful you'll see a message similar to the following appear near to the top of the screen


  12. (Optional) Validate that the account you just associated to the student record is actually valid by searching for the student record using the Schooltool Census Module, and then by clicking the "Accounts" tab that appears on the "Details" bar in the middle of the screen as illustrated below:

    Valid Account:
    image

    Not a Valid Account:
    image

Creating Staff Accounts

  1. (IMPORTANT!!) Confirm that the user you expect to create an account for in Schooltool actually has an account in your school's Active Directory, and then make note of what EXACTLY the username that they've been given in Active Directory is

  2. Log in to Schooltool

  3. Click Maintenance>User/Group>Network Map

  4. On the left hand side of the "Network Map" screen, mark "User ID" as illustrated below:

    image

  5. Type the username that you made note of in step #1 into the field that appears just below, EXACTLY as it appeared for the user in Active Directory

  6. On the right hand side of the "Network Map" screen, mark "Faculty" as illustrated above

  7. Use fields that appear below to select the "Building", "School Level" that the staff member you're creating the account for is assigned to in their Schooltool Faculty Record (Hint: If they are a member of more than one building, you can pick any building they're assigned to for this step)

  8. Click the "Faculty" field and select the name of the staff member you wish to create an account for - if you don't find the person in this list, retrace your steps...either you selected the wrong values in the previous step, or the person you're expecting to find doesn't actually have a Faculty record in the Schooltool Faculty module

  9. (IMPORTANT!!) Confirm that the Username appearing on the left side of the screen is correctly typed and belongs to the user appearing on the right side of the screen



  10. Click the "Associate" button that appears in the center of the screen - if the process was successful you'll see a message similar to the following appear near to the top of the screen

    Example Only:


  11. (Optional) Validate that the account you just associated to the student record is actually valid by searching for the faculty record using the Schooltool Faculty Module, and then by clicking the "Accounts" tab that appears on the "Details" bar of the lower part of the screen as illustrated below:

    Valid Account:
    image

    Not a Valid Account:
    image

Email Based Accounts

When using this method, you allow parents, staff and students to login to Schooltool using any email address they prefer, and a password that they can set and store in Schooltool itself. Schooltool allows you to quickly and easily create local accounts for Students, Faculty and Parents using the email address that appears in the "Email" field of their person record:

Adding an Email Based Account

One at a Time

The following steps can be completed, if and only if a valid email address has been entered into the "Email" field of the users person record. However, should the email address on file for a person be changed at anytime, the steps that follow must be completed again, to add a new account using the new email address. Email Based accounts do not get updated automatically when the email address for a person is changed!

  1. Click the "Add" button () that appears to the top right of the Accounts tab


  2. When you're prompted to confirm the action, click OK to continue - the "Acccounts" tab will change and look like the following:


  3. Check one or more of the boxes that appear in the "Group Assignments" box as illustrated below



    Hint: When the user logs into Schooltool with the local account you create, the group(s) that you check in this step, will then grant the user the permissions in Schooltool that the group(s) you check are currently configured with (Go to the Maintenance>User Group>Groups and Security Tree module to review specific group permissions).

  4. Click the "Save group assignments" button that appears just above the "Group Assignments box, to add the account to the group(s) you selected as illustrated above

  5. Set a password for the user to log in with when they use this account, by performing ONE of the following steps:
     
    • Generate a Random Password: Click the Select Button () that appears to the left of "Generate new password" to generate a random password and assign it to the account.
       
    • Assign a Specific Password: Type a specific password for the user to use into the "Set Password" field and then click the Select Button () that appears to the left "Set Password" to assign the specific password that you made to the account.

      Optional: Check the "Automatically send email..." checkbox to have Schooltool send an email to the user with the password you assigned - this feature only works however if you've setup the Maintenance>User/Group>Account Options feature in Schooltool, and that "Email Settings" for Schooltool have been properly configured to send email messages under Maintenance>Application>Network Settings.
       
  6. Click the "Done" button that appears in the upper right of the Accounts tab to complete the steps in this section

In Batches

Schooltool allows you to create email based accounts for staff, students and/or parents for multiple users at one time.  The following steps assist you with do so.

  1. Log into Schooltool if you haven't already
     
  2. Click Maintenance>User/Group
     
  3. Click the Select triangle () to the left of "Create Account"
     
  4. Depending on the type of account you wish to create, click one of the tabs that appears to the right, using the following as a guide:

 

Student Accounts

Before You Begin: Although Schooltool allows users to have multiple types of accounts in the system, if your students already login to Schooltool using their Active Directory username and password, there's no need to also create local accounts for them.  

  1. Click the "Student" tab to start the process of creating local Student accounts
     
  2. Use the "Add Search Criteria" field to select a search term to locate students to create accounts for

    Example: if you wish to create local accounts for students in an entire grade, or building choose "Enrollment" term, and then use the fields that appear to select a specific building or grade.  To find students in more than one building, or more than one grade, simply use the "Add Search Criteria" field twice (or more) to add the "Enrollment" term to the screen as illustrated below:
    Image showing multiple buildings selected
  3. Click the "Search" button - a list of students that match the criteria you specified using the search term(s) you selected will appear below
     
  4. Review the list of students that appear and if needed, un-check any students whom you do not wish to create accounts for

    **Hint:  You actually don't need to worry if a student already has a local account or not in Schooltool (assuming they don't also login to Schooltool using Active Directory), because Schooltool won't actually issue a new local account to students, unless they don't already have a local account, or their email address has changed for some reason, since the last time you ran this process.
     
  5. Click the "Continue" button once you've confirmed that the all of the students you wish to create accounts for have their name selected from the list
     
  6. At the top left of the screen, scroll through the list of security groups that appear, and check the group that you wish to add the student accounts to (e.g. SMS_Students) - when you complete the steps in this article students will receive the permissions of the group you select in this step when they login to Schooltool
    Image with SMS_Students selected
  7. To the right of the "Create users in group" box, check the "Automatically send email..." checkbox if and only if you've setup the Maintenance>User/Group>Account Options settings  - only those users whom do not already have a local Schooltool Account, will get a notification email when this option is checked.
     
    Image of Autosend Email Checkbox Checked

    **Hint: If you check this box and you haven't yet setup the "Account Options" settings, the email message that is sent out by default to those users whom an account is created for, may not get sent at all, or may be confusing or misinterpreted as SPAM by the receiver.  For this reason, we highly recommend that you spend time going through the "Account Options" to make sure the communications that are sent are clear and easily identifiable when sent.
  8. Below, mark "Students Only" which forces Schooltool to create accounts for just students - parent accounts must be created as a separate step
     
    Image of Students Only Marked

     
  9. Below, check ONLY the students whom you wish to create an account for - if you'd like to create accounts for ALL of the students that appear in the list, check the upper left most checkbox which causes all of the students in the list to be checked
     
    Image of the %22Select All%22 checkbox
  10. Above, click the "Create Accounts" (button - the screen will flash and refresh, and the students you previously selected will become deselected again, but no special confirmation message will be appear
     
  11. Confirm that accounts were indeed created by reviewing the contents of the "Account Status" column - the words "User Account Created" will appear in this column for any accounts that were created
    Sample of User Accounts Created
    **Hint: Students whom already have local Schooltool accounts, will have the words "User already in group..." as illustrated below:
     
    Image showing what it looks like when an account already exists

     
  12. Click the "Done" button () to finish the process or if needed, to go back and create accounts for a different collection of students (e.g. Out of District Students)

Parent Accounts

Before You Begin: When creating accounts for parents, you actually don't need to worry if the parent already has a local account in Schooltool or not, because Schooltool won't actually issue a new local account to parents, unless they don't already have a local account, or their email address has changed for some reason, since the last time you ran this process.

In addition, you'll find the steps for creating parents accounts a little counterintuitive, because in order to create parent accounts, you first have to identify the students that those parents are "related to", rather than just searching for parents like your mind will be want to do.

  1. Click the "Student" tab to start the process of creating Parent accounts
     
  2. Use the "Add Search Criteria" field to select a search term to locate students with parents whom you wish to create accounts for

    Example: if you wish to create accounts for parents of those students in an entire grade or building, choose the "Enrollment" term, and then use the fields that appear to select a specific building or grade.  To find parents of students in more than one building, or more than one grade, simply use the "Add Search Criteria" field twice (or more) to add the "Enrollment" term to the screen as illustrated below:
    Image showing multiple buildings selected
  3. Click the "Search" button - a list of students that match the criteria you specified using the search term(s) you selected will appear below
     
  4. Review the list of students that appear and if needed, un-check any students whom you do not wish to include when creating accounts for their parents
     
  5. Click the "Continue" button once you've confirmed that the all of the students whom have parents that you wish to create accounts for, have their name selected in the list
     
  6. At the top left of the screen, scroll through the list of security groups that appear, and check the group that you wish to add the parent accounts to (e.g. SMS_Parents) - when you complete the steps in this article the parents will receive the permissions of the group that you select in this step when they login to Schooltool
     
    Box showing %22SMS_Parents%22 selected

     
  7. To the right of the "Create users in group" box, check the "Automatically send email..." checkbox if and only if you've setup the Maintenance>User/Group>Account Options settings - only those users whom do not already have a local Schooltool Account, will get a notification email when this option is checked.
     
    Image of Autosend Email Checkbox Checked

    **Hint: If you check this box and you haven't yet setup the "Account Options" settings, the email message that is sent out by default to those users whom an account is created for, may not get sent at all, or may be confusing or misinterpreted as SPAM by the receiver.  For this reason, we highly recommend that you spend time going through the "Account Options" to make sure the communications that are sent are clear and easily identifiable when sent.
     
  8. Below, mark only ONE of the options, using the following as a guide:
     
    Image displaying proper contact type options
     
    • Primary Contacts Only:  Mark this option to create accounts only for those contacts that appear on each student's "Contacts" tab, and are marked as the "Primary Contact" (one per student)
       
      Image highlighting the %22Primary%22 contact icon (house)

       
    • All Contacts:  Mark this option to create accounts for any contacts that appear on the "Contacts" tab, regardless of their relationship to the student
       
       
  9. Below, check ONLY the parents whom you wish to create an account for - if you'd like to create accounts for ALL of the Parents that appear in the list, check the upper left most checkbox which causes all of the students in the list to be checked
    Image of the %22Select All%22 checkbox
    Special Note:  Pay attention as the list that you see at this step can be somewhat confusing, because you started the process by selecting students, but you end up instead seeing a list of Parents/Relatives, as illustrated below:
     
    Sample Parent List

    Depending on the option you choose in the previous step, you may see more or less parents/relatives in the list, and unfortunately you can't tell from this screen what their relationships is to each student.  So for example, there's no easy way to grant accounts to just "Fathers" or just "Aunts".
     
  10. Above, click the "Create Accounts" (button - the screen will flash and refresh, and the parents you previously selected will become deselected again, but no special confirmation message will be appear
     
  11. Confirm that accounts were indeed created by reviewing the contents of the "Account Status" column - the words "User Account Created" will appear in this column for any accounts that were created
     
    Sample result after parent accounts created


    **Hints:
     
    • Parents/Relatives whom already have local Schooltool account, will have the words "User already in group..." as illustrated above. 
       
    • Parents/Relatives that you selected whom have no address appearing in the "Email" column, will also not have anything appear for them in the "Account Status" column (it will be blank) - this is an indication that no action was taken for this parent/relative.
       
       
  12. Click the "Done" button () to finish the process or if needed, to go back and create accounts for a different collection of parents of students (e.g. parents of Out of District Students)

Faculty Accounts

Coming Soon...

Other Accounts

Coming Soon...

Google Accounts

When using this method, you allow parents, staff and students to login to Schooltool using their Google username (email address) and password, assuming the email address on file in Schooltool is a google email address.

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