How to give someone a user account

There are three ways to grant user access to someone in Populi:

  • To give it to an individual person, go to her profile.
  • When you accept an applicant as a student, you can give her a user account.
  • To give it to a group of students, Populi Account Administrators can use the Data Slicer.

Populi's default username format is first initial, last name, and last two numerals of the current year. If you give John Smith an account in January 2018, his automatically-generated username will be jsmith18. To change the default username format, have a look at this article.

To grant user access to an individual, start by going to her profile

  1. Check her user status to the right of her name in the gray bar. If she's a user, you'll see a notice saying Active User. If not, click the menu button and select Make this person a user.
  2. Select Is a user from the status drop-down.
  3. Populi automatically generates a username/email with her first initial, last name, and the last two digits of the current year. Keep this username, or enter another username.
  4. Choose an alternate email. The Welcome email will be sent to this address. If you don't have any email addresses entered for her yet, close the dialog box, enter an email address under contact info, then go back to Step 1.
  5. Click Save.

To grant access to a group of students, start by going to Academics > Reporting > Data Slicer

To use this option, you must be a Populi Account Administrator for your school.

  1. Run a report or load an existing report. The report will return a list of people with the Student role who fit your filter conditions.
  • After running your report, click Columns and add a column that shows Primary Email. If a student doesn't have a primary email address, she cannot be given a user account; including this column will help you find students who won't receive an account for this reason.
  • Click Actions and select Create users.
  • Review the items mentioned in the dialog. If your report returns people who already have user accounts, they will be skipped.
  • Choose the username format. You cannot choose the email address option if your students are not given school email addresses.
  • When you're ready, click Create Users.

    After creating the users, you'll see the results. This operation skips students who already have user accounts or who do not have primary email addresses.

    The new user gets a welcome email

    Populi sends her a welcome email. This email contains a link to set her Populi password and log in for the first time. She'll need to log in within seven calendar days of receiving the email. After that, the link expires, and you'll need to send her a password reset email.

    She's now a full-fledged Populi user

    She can now log in and make changes to Populi appropriate to the roles you gave her.

    Resetting login info

    Using the Active User notice, you can:

    • Change her user information (see below).
    • Reset her password—select the email address to which you'd like to send the password reset.
    • If she's required to use login approvals, you can reset her text number—again, select an email address to which you'll send the text number reset.

    How to block a user

    Blocking a user prevents her from logging in (it does not affect any of her roles).

    1. Click Active User.
    2. Check next to Blocked.
    3. Enter a reason for the block (optional).
    4. Click Save.
    5. To un-block her, just come back to this dialog box and un-check Blocked.

    Login approvals

    You can control whether a user is required to use login approvals. Read about login approvals in this article.

    1. Click Active User.
    2. Check next to Login approvals to require it of the user. If they're required, you can un-check to remove the requirement. Your choice here affects only this user; it is independent of the role-level setting chosen by the Account Administrator in Account > Security.
    3. Click Save.

    How to remove user access

    Removing user access does not affect anything else about her record. It just means she can't log in and make changes any more!

    1. Click Active User.
    2. Select Is not a user from the status drop-down.
    3. Click Save.
    4. Her email is now permanently deleted.

    This article describes how to free up a deleted/inactive username for re-use by a new user account.

    "Changing" a username

    Strictly speaking, you can't change someone's username. You can, however, remove someone's user access and then immediately re-add them as a user with a new username. You'll follow this same process if you need to change someone's system email address.

    1. Click Active User.
    2. Select Is not a user from the status drop-down.
    3. Click Save.
    4. Again, cick Active User.
    5. Select Is a user from the status drop-down.
    6. Give her the new username.
    7. Choose an alternate email to which Populi should send the Welcome email.
    8. Click Save.

    Is your school using Google Apps for Education with Populi? Removing user access will disassociate this person's account from any corresponding account in your Google Apps setup. Neither their email, nor their account, will be deleted.

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    • 0
      Sue Lamphere

      Did these changes cause the last logged in status to be reset? Because a lot of our students say "never" now.

    • 0
      Mark Ackerman

      Hi Sue,

      It took a few hours longer than expected for the last-login status data to be re-populated. The issue was all fixed up within a few hours of your post.

      Edited by Mark Ackerman
    • 0
      Sue Lamphere

      It was! Thank you very much. Love the new features!

    • 0
      Brad Cowie

      So, just to be clear, if I use the "changing a username" process, I won't delete or lose any student information of any kind? Is that correct?

      Edited by Brad Cowie
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