Setting Up For The First Time

Before you start using iSAMS, you must set up additional user accounts for others to access the system. The User Accounts applet is useful for linking a staff or student account with a system account, reorganising your user accounts structure and creating additional system administrators.

Your school is listed in the tree on the left of the User Accounts screen, along with existing user groups. You can then expand the user groups to view its contained users.

The following functions are available to you when you click on your school's name from the tree:

• Create Staff Users (from Staff records). Create a user account for a member of staff after you have created their record in the Human Resources Manager module.
• Create Pupil Users (from Pupil records). Create a user account for a pupil after you have created their record in the Student Manager module.
• Create System User. Create a user account for a member of your organisation. Use this to add new accounts for system administrators.
• Create User Group. Create user groups to organise your iSAMS users.
• Arrange User Groups. Change the order of appearance for user groups in iSAMS.

Create Staff Users (from Staff records)

Use the Create Staff Users (from Staff records) function to link a profile created for a staff member from the Human Resources Manager module to a user account in iSAMS. You must link a profile already created in the Human Resources Manager module first before linking to a system account using this function. You can then assign default settings such as a user group and security profile to the account.

Once you have completed the Add Staff Wizard in the Human Resources Manager module you must create an account for each current staff member. This ensures that reports generated from iSAMS include the correct user accounts and that staff members have access to iSAMS as expected.

Staff members can only be set up as staff users when they have a:

• System Status of 'Current'.
• School e-mail address listed in the School tab of their staff record.

To create staff users, follow the steps below:

1. Select the User Accounts applet from Control Panel. The User Accounts window is displayed:
   
2. In the User Account Tools section, click Create Staff Users (from Staff records). A popup window is displayed:
   
3. Set the User Type as 'Staff'.

4. Complete the User Defaults section:

   Field	Select...
   Default User Group	A group from the drop down list. User groups are used to categorise different types of users, for example 'Teachers'.
   Default Security Profile	A profile from the drop down list. This defines the user access that your staff users have in iSAMS.
   Match On	'Initials' to match staff records with their staff user accounts. Initials are unique for each staff record.
   Username Type	'School Initials'. Use this as your default selection.
   Authorisation	'iSAMS Database'. Use this as your default selection.
   Access Options	Login access for the staff users. 'iSAMS Login' must be selected for staff users to start using iSAMS.

5. Select staff members from the list displayed. Records are greyed out if information is missing from their staff record. Check the box in the header bar to select all the staff members listed.
6. Click Save & Close.
   You are prompted when your selected staff members are successfully imported.
7. Click Finish.
   Your selected staff members can now access their account.

Create Pupil Users (from Pupil records)

Use the Create Pupil Users (from Pupil records) function to link a profile created for a pupil from the Student Manager module to a user account in iSAMS. You must link a profile already created in the Student Manager module first before linking to a system account using this function. You can then assign default settings such as a user group and security profile to the account.

Once you have completed the Add Pupil Wizard in the Student Manager module you must create an account for each current pupil. This ensures that reports generated from iSAMS include the correct user accounts and that pupils have access to iSAMS as expected.

Pupils can only be set up as pupil users when they have a:

• System Status of 'Current'.
• School e-mail address listed in the Student Contacts tab of their pupil profile.

To create pupil users, follow the steps below:

1. Select the User Accounts applet from Control Panel. The User Accounts window is displayed:
   
2. In the User Account Tools section, click Create Pupil Users (from Pupil records). A popup window is displayed:
   
3. Set the User Type as 'Pupil'.

4. Complete the User Defaults section:

   Field	Select...
   Default User Group	A group from the drop down list. User groups are used to categorise different types of users, for example 'Students'.
   Default Security Profile	A profile from the drop down list. This defines the user access that your pupils have in iSAMS.
   Match On	'Initials' to match pupil records with their pupil user accounts. Initials are unique for each pupil record.
   Username Type	'School Initials'. Use this as your default selection.
   Authorisation	'iSAMS Database'. Use this as your default selection.
   Access Options	Login access for the pupil users. Select 'Student Portal Login' for access to the Student Portal. It is strongly recommended that you do not select 'iSAMS Login', selecting this gives students access to your iSAMS administrative system.

5.  Select pupils from the list displayed. Records are greyed out if information is missing from their pupil record. Check the box in the header bar to select all the pupils listed.
   A  symbol is shown if the user code is missing from a profile; a user code is then automatically assigned to that profile.
6. Click Save & Close.
   You are prompted when your selected pupils are successfully imported.
7. Click Finish.
   Your selected pupils can now access their account.

Create System User

Use the Create System User function to create system profiles for non-academic users, such as additional system administrators. You can then assign default settings such as a user group and security profile to the account. Use this to share your iSAMS system with authorised members of your organisation.

This process is intended for you to create user accounts for non-academic users only. Create staff and pupil user accounts using the Create Staff Users (from Staff records) and Create Pupil Users (from Pupil records) functions.

To create a user account for non-academic personnel, follow the steps below:

1. Select the User Accounts applet from Control Panel.
   The User Accounts window is displayed:
   
2. In the User Account Tools section, click Create System User. A popup window is displayed:
   
3. Select the User Details tab to enter the user's details. Specify an iSAMS username for the account in this tab.

4. Complete the fields in the Account Details tab:

   Field	Select...
   Account Status	'Active' for a current member of your organisation's personnel.
   User Group	A group from the drop down list. User groups are used to categorise different types of users, for example 'Administrators'.
   Security Profile	A profile from the drop down list. This defines the user access that your system users have in iSAMS.
   Access Options	Login access for the system users. 'iSAMS Login' must be selected for system users to start using iSAMS.
   User Type	'School Initials'. Use this as your default selection.
   Authorisation	'iSAMS Database'. Use this as your default selection.
   Password	To assign the default password, specified in the Security Options applet, to the profile. Alternatively, click the radio button to create a unique password for the account.

5. Select the Contact Details tab to enter contact details for the user, such as their telephone number and address.
6. Click Save & Close.
   You are prompted Do you want to send an account e-mail notifying the end user of their new account?
7. Make the appropriate selection.
   You are prompted iSAMS has successfully updated this user's properties.
   The user account is now created under the user group you have specified.

Create User Group

You can create new user groups to organise user accounts.  For example, you may wish to create a new user group called 'Parents' to include user accounts of pupil's parents. User groups are shown in the user tree on the left of the User Accounts screen; you access user account profiles by expanding the groups. They are also shown in the User List View.

To create a new user group, follow the steps below:

1. Select the User Accounts applet from Control Panel.
2. In the User Group Tools section, select Create User Group. A popup window is displayed:
   
3. Enter a Group Name for your group.
4. Enter a Description for your group. This is displayed when you click on the user group in the User Accounts applet.
5. Click Save & Close when finished.

Arrange User Groups

You can change the relative positions of existing user groups. Use this to customise the order of the user groups in the User Tree View and User List View within the User Accounts screen.

To arrange the order of user groups, follow the steps below:

1. Select the Modules & Programmes applet from Control Panel.
2. In the User Group Tools section, select Arrange User Groups.
   A popup window is displayed:
   
3. Click on the user group you wish to reorder.
4. Use the arrows to change the user group's position.
5. Click Save & Close when finished.