Managing users

1) From the Homepage menu (located on the left), click Tools, then click Users, then select Add New User.

2) This will open up a Wizard with a step-by-step guide on how to create a Messenger account:

a. From existing staff member: member of staff that is active in your MIS. Please go to step 3 if you choose this option.

b. Other: another person who is not in your MIS but will need access to Messenger, e.g. an administrator at your Local Authority. Please go to step 4 if you choose this option.

3) Start typing the surname of the new user in the search bar. You will see a list of results appear below, select the correct member of staff and click Next (located in the bottom right of the page).

4) On the next page, check the user’s name and contact information is correct, as well as filling in any blanks.  If you have chosen to create a user via Other, you will need to enter this information.

a. Every field on this page is mandatory.

b. When you are ready, click Next.

5) You will be provided with an automatically generated username in the following format: your school’s LA/DfES numbers, followed by the user’s full name. For example, Paul.Hall.

We strongly advise that you keep this suggestion to ensure uniqueness and to keep your system secure. We only recommend editing this in the event of having more than one teacher with the same full name at your school.

6) On the next page, you will be asked to choose the level of permissions this user account needs to have.

a. Please note, you cannot assign elevated permissions to another user than that which the current logged-in user (i.e. your user) has. For example, you cannot provide the new user with an Administrator account, if your own account is a Power User If there are no Administrator users at your school, please contact our Support Team.

b. Click here to see a breakdown of user permissions:

If you just need amend a user’s level of access, the Edit User(s) wizard is a quick way for you to do so. You can locate this wizard from the side menu by clicking  Tools, then Users and select Edit User(s).

1) To begin, start typing out the user’s username and a list of possible matches will appear below. Please click on the user you wish to edit. If you wish to update the permissions of more than one user in the same way, you can search and select multiple users from this page.

2) Click Next Step to update the user(s) profile. You can select from Minimum User, User, Power User and Administrator. For a further breakdown of the permissions included in each profile, check out the below table:

3) After selecting a new profile, click Next Step.

4) On the next page, you will be able to enable or disable the user(s) access to any modules you may have subscribed to from the Messenger Ecosystem. If you don’t have any other modules (e.g. Messenger Payments etc.), please skip this step. Click Next Step.

5) To save changes, simply click Send in the bottom right corner, then click the X in the top right corner.

If you need to make more advanced adjustments to user accounts, simply visit the Manage Users page.

Actions

From the final column on this page, you will be able to complete a number of Actions for individual users.

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Top Tip:  If you don’t have access to this page but think you should, please speak to your school administrator. If you are no longer sure who your school administrator is, contact the Groupcall Support Team.

• Edit Roles: Add or remove individual permissions (roles) to user accounts.
• Change Profile: Similar to the Edit User(s) wizard, this action lets you change the user’s current profile. For example, from Minimum User to an Administrator.
• Disable/Enable User: Revoke a user’s access to Messenger without deleting their account. This action should be chosen for users who are temporarily away e.g. on maternity leave.
• Delete User: Delete accounts for staff who no longer need access. This action is suitable for staff members who have permanently left the school.
• Link/Unlink User to Groups: Linking users to specific groups will limit the groups they can locate and contact.
• Edit User: Update users’ contact information such as name, email address or mobile number. You can also create a new password from this action.
• Unlock User: Users are locked out of their accounts after three failed attempts to login. As an administrator, you should use this action to unlock their accounts.

Edit Roles

1) Click  Actions, then Edit Roles.

2) From the pop-up, you can select or de-select the required User Roles. When you are ready, click Submit

3) If you wish to limit a user’s access to the Tiles, click  Actions, then Edit Roles.

4) From the pop-up, click on the Tile Visibility You can then select or de-select the relevant tiles.

Change Profile

1) Click Actions, then Change Profile.

2) From the pop-up, click on the Select profile drop-down. Select the new profile you wish to assign to this user, then click Submit.

Disable User

1) Click  Actions, then Disable User.

2) The page will automatically refresh and will display the user that has been disabled. To confirm this, they will be marked as False under the Enabled.

3) To reactivate the user’s account at any point, simply click  Actions, then Enable User.

Unlock User

1) You can confirm that a user has been locked out of their account if the information under the Locked Out column for that user reads: True.

2) To unlock the account, click  Actions, then Unlock User.

3) Once you have unlocked the user’s account, they will need to request a new password by going to m5preview.groupcall.com and click Forgotten Password.

4) Alternatively, you can reset their password on their behalf by following these steps.

Delete User

1) Click  Actions, then Delete User.

2) You won’t be asked to confirm your action, so make sure you are deleting the correct account before clicking this action.

Link User to Groups

1) Click  Actions, then Link User.

2) Select the Group Type:

3) Choose the Group you wish to link the user to, and click :

4) To unlink the user from a group, click on the group under Current group membership and then click  :

Edit User (change password)

1) Click  Actions, then Edit User.

2) From the pop-up, you will be able to edit the user's name and contact information.

3) More importantly, if you need to provide the user with a new password, you can create one from this action.

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Top Tip: Linking groups can be useful for staff who wouldn’t usually need to use Messenger, but are temporarily in a position of communication with parental contacts. For instance, you may wish to provide teachers supervising school trips with access to Messenger, but just for the students attending the trip.

4) Once you have entered a new password in both the New Password and Confirm Password fields, please click Save.