Users is the register of every account attached to your school. A row is a person with an email address and a password; the columns beside it say who they are — a member of staff, a parent, a learner — and what they may do. Nothing in the platform happens without one of these rows existing first, which is why this screen is the first stop when somebody says they cannot get in.

The head of school and the proprietor normally own this list, because giving somebody access to a school’s fees, its learners or its staff records is their decision and nobody else’s. The secretary works it daily: a parent asks for a password reset, a new teacher is hired in September, a family leaves in July.

It is deliberately a thin screen. The heavy employment details live in Staff Management; what sits here is identity and access — the name, the email, the matricule, the parent a learner belongs to, and the roles that open the right screens.

A role is a bundle of screens, not a rank

Choosing roles does not make somebody senior. It decides which parts of the portal open for them and which stay invisible. A bursar with a single role sees Finance, Enrollments, Configurations, Staff and the logbooks they verify — and never sees Academics, Messaging or Assessment at all, because those menus are not in their sidebar.

A person may hold more than one role

A school of thirty often has one person who is both secretary and bursar. Give that person both roles and they see both menus; nothing needs duplicating. The reverse is also possible and should be used carefully: a teacher who is also a lecturer is genuinely two things, and one person holding several roles is a legitimate arrangement rather than a mistake.

Only a super administrator moves a user between schools

The Institution column appears for super administrators only. For an institution administrator the school is already fixed — every account they create belongs to their own school — so the field is not even offered. That is what makes the screen safe to hand to a school secretary: they cannot accidentally create an account belonging to somebody else.

Give access last, not first

It is tempting to create the accounts on the morning the term starts and sort the roles out later. Resist it. An account with the wrong role either cannot do its job, or — worse for a school — can see money it has no business seeing.

A parent has an account, and so does the child

The Parent column is what ties a learner’s account to their parent’s. A parent signs in to their own portal and sees the fees and the report slips of the children linked to them; the child’s row shows who that parent is. Two siblings therefore appear on one parent’s account rather than requiring the family to create a login per child.

One parent, several children; one child, several adults

The link works in both directions. A parent with four children appears once in the list with all four linked, and a child with a mother, a father and a guardian can have each of them linked so that any of them can be reached at the counter. Families are the usual reason this screen grows fastest, because one household frequently means two or three accounts.

The matricule is your internal reference

A matricule is the short internal number your school gives a person — staff or learner. It is not a login, but it is how you identify a row unambiguously, and it is the field that survives a surname change, a spelling difference or two people sharing a family name.

Search before you create

The three search boxes — name, email, matricule — are there to prevent duplicates. A family that has moved in from another school very often already has an account under the mother’s email; searching for her before typing the child in prevents a second family record pointing at the same children.

Bring a whole cohort in from a spreadsheet

Download the sample import from this screen first and keep its column order: the importer reads the headings, not the positions. Fill it with one person per row, then import. Export does the reverse, so the list you already have can be edited in a spreadsheet and brought back without retyping.

Import in the quiet week before term opens, not on the first morning. Every imported account appears in the list without a password, and you still have to give each person the right role — which is easier to do in a batch on the table than one dialog at a time.

Deactivate, do not delete

A member of staff who leaves, or a family that moves away, should have their access removed rather than their history. Removing an account from the list does not touch the learner’s enrolment, the payments they made, the report slips printed for them or the logbook hours their teacher taught. Those records are the school’s history, and they are what makes last year’s figures defensible.

Use the table’s bulk actions on the selected rows rather than opening each one. Before you do it to a whole class at the end of the year, take an export: an end-of-year snapshot of who held an account is worth keeping.