Modify Users

Impersonate as a Superuser

Superusers have the capacity to impersonate any other user inside Schoolbox. Follow the steps below to learn how to do this:

1. Go to a User's Profile page.

2. Select the 'Pencil' Icon in the top right-hand corner.

This will take you into the user's profile page area.

3. Select the '3 dot menu' in the top right hand corner.

4. Select Impersonate.

Note: You will need to navigate back to your avatar in the top right-hand corner of the Top Menu to return back to your normal Superuser role once you have completed the actions associated with the impersonation.

Note: The login to the Administration area uses a unique identifier for user sessions in Schoolbox. The identifier persists during a session, regardless of impersonation. 

Users with 'Impersonator' permissions (who are not Superusers) can impersonate any other user in Schoolbox.
Note: A Superuser must grant 'Impersonator' permissions to a non-Superuser. See 'Allow non-Superusers to Impersonate' in Grant access levels (as a Superuser).  

Impersonation lets you temporarily take on the role of another user within Schoolbox. This is helpful when you need to:

• Check how the content appears to students or parents.
• Investigate access issues or permissions.
• Test features or troubleshoot problems.

Superusers and school staff with the appropriate permissions can impersonate other users. See Impersonating users and Grant access levels (as a Superuser).

To access and use the impersonation log page:

1. Go to Administration > User Management > Impersonation Log.
   Once you're on the Impersonation Log page, you can filter the data to find specific activity. You can filter by:
   • Impersonator’s Name – Who did the impersonating.
   • Impersonated User’s Name – Whose account was accessed.
   • IP Address – The network location where the impersonation happened.
   • Time Period – Narrow results to a specific date range.
2. When done, select Filter.
   A list of impersonation records appear for you.

Note: You can select the download report icon to download a report of the impersonation log.

The modification of account details for a number of users at one time can be managed by a Superuser. 

For schools with a SIS who are using the UPS to manage their users, the bulk modification of users will usually be managed by updating UPS rules to complete the modification. 

If a modification is not available through the UPS, or if the school is not using the UPS, then bulk modification of users can be achieved through the Bulk Modify screen, or by uploading a CSV with the appropriate details.

Note: If you are using the User Provisioning System and this user is in your Student Information System, modifications may be reversed when the UPS runs nightly.

Bulk Modify Users via the Bulk Modify Screen

1. Go to Administration > User Management > Bulk Modify.

2. Search for users you wish to modify, or apply filters to search for a group of users.

3. Select the users you wish to modify.

4. Select 'Modify'.

Note: This process can be followed to bulk modify users to disable their accounts.

5. Modify the users by adjusting the drop-down menu items. You can also remove users from all groups.

6. Select 'Update Selected'.

7. The modifications have now been applied.

Bulk Modify Users via CSV

Superusers can modify multiple user accounts using a CSV. This should only be done for user details that are outside of your SIS or the School Data Store.

1. Go to Administration > User Management > Home.

2. Select 'IMPORT CSV'.

3. Select 'DOWNLOAD TEMPLATE'.

4. Drag and drop your completed CSV to the drop zone.

5. Select 'Preview Import'.

6. Check that all users will be modified successfully, then select “Run Import”. 

Note: If any users cannot be modified, the preview screen will include a description of the problem with the CSV. 

Note: This process can be followed to bulk delete users.

On the User Modify screen, there are a number of fields and settings available for a Superuser in Schoolbox to manage.

In Schoolbox, you can give individual users advanced permissions for different services. These advanced service permissions can be applied to individual users who require greater authority over work flows in Schoolbox, but who DON'T need Superuser access. To know more about each permission, see Descriptions of Service Permissions.

Service Permissions include:

• Badge 
• Calendar
• Curriculum
• CMS
• Design  
• Fixtures
• Impersonator
• LMS 
• News 
• Pastoral
• Resource Booking 
• Timetable

For more information, see Grant access levels.

Introduction 

Schoolbox lets you, as a Superuser, grant access levels to users and help you pass some of your administrative tasks to users with ‘Moderate’ permissions, thereby reducing the need for additional superuser roles in your school.

You can assign ‘Moderate’ access to users within these modules/services: 

• Badge 
• Calendar
• Curriculum
• CMS
• Design  
• Fixtures
• Impersonator
• LMS 
• News 
• Pastoral
• Resource Booking 
• Timetable

This guide helps you:

• Grant access levels to a user
• Allow non-Superusers to Impersonate
• Impersonate as a non-Superuser
• Impersonate a user from their profile page

Grant access levels to a user

As a Superuser, to grant access levels to a user:

1. In Schoolbox, go to Administration > User Management > Home.
   This opens the Home page.
    
2. In Modify User, enter the name of the user and select Modify.
   This opens the Modify User page.
   Note: To create a new user, select Add User. See Create an Individual User.
    
3. Next, scroll to Permissions.
    
4. In Access, select the drop-down arrow iconto choose the user’s access level, such as Read, Write, or Moderate. ‘Moderate’ provides the user access to relevant areas within the admin area.
   For example, select ‘Moderate’ for ‘News’. This allows the user to have admin access to the News module.
   
   You’ve now granted access to the user.
   
   Note: If the service is not listed for the user, you can select the drop-down arrow iconto add a service and then repeat step 4. When done, select Add.
    
   This grants access levels for the user.
   
   You’ve now given the user ‘Moderate’ access to manage the assigned module or service.
   Users with the  ‘Moderate’ access can then access the Admin area through their profile picture menu.
    

Allow non-Superusers to Impersonate

You can, as a Superuser, also allow non-superusers to impersonate specific roles to address an issue. For example, you can grant school staff permission to impersonate students or parents to resolve an issue without needing to involve a Superuser.

To allow non-Superusers to Impersonate:

1. First, search for the name of the non-superuser you want to grant impersonation access to. To use search, see Search using advanced filters.
   This displays the user’s profile.
    
2. Next, select the Modify User icon . 
   This opens the Modify User page.
    
3. Next, scroll to Permissions.
    
4. In Select Service, select the drop-down arrow icon to choose Impersonator from the list.
    
5. In Select Role, select the drop-down arrow icon to choose any role.
   For example: Staff, Senior Student, Junior Student, Parent.
    

6. When done, select Add.
   This grants non-superusers to have Moderator-level access for impersonation.

    

Impersonate as a non-Superuser

Once you've granted Moderate permissions for a user to impersonate a specific role, the Moderator can:

1. Search for a user using advanced filters. For this, see Search using advanced filters. 
   The user details appear in the search results. 

2. Next, in the search results, go to the 3-dot menu iconfor the user and select Impersonate. 
   You've now impersonated a user as a non-Superuser with Moderate permissions.

    

Notes: 

• To delete a service permission for a user, you can select the delete icon . 
• To edit a service permission for a user, you can select the drop-down arrow iconand select another permission from the drop-down list.  
• Users with the impersonate privilege will not be allowed to impersonate Pastoral Moderators.

Impersonate a user from their profile page

As a Superuser or as a non-Superuser with the ‘Impersonator’ service permission, you can temporarily access the system as another user by impersonating them from their profile page.

You can use this feature in Schoolbox to quickly help users troubleshoot issues, check their access and permissions, or assist with their accounts—all while keeping the system secure.

Note: You must ensure that you do not make unauthorised changes to a user’s settings or data while impersonating.

To impersonate a user from their profile page:

1. First, confirm that your Superuser has granted you the ‘Impersonator’ permission. 
   Note: See Allow non-Superusers to Impersonate.
   This permission allows you to impersonate a user in Schoolbox.
    
2. Next, search to open the profile page of the user you want to impersonate.
   Note: You can find the user’s profile page in two ways. See Quick search and Search using advanced filters. 
    

3. Select Impersonate.
   This impersonates you as the user.
   Note: If you are a Superuser, you must select the 3-dot menu iconin the user’s profile page and then select Impersonate.

   Once impersonated, you will see the system as the user would. 
   Note: The user's profile image will replace your profile image during impersonation.
    

4. Perform any necessary tasks, such as checking settings, troubleshooting, or verifying access.
    

5. When done, select the user's profile image, then select your name to return to your original profile. 
   Note: Your profile image will reappear once you return to your original profile.

   You have now successfully impersonated a user from their profile page.