Guardian Account Activation

Purpose:

To activate guardian accounts to access Homeroom for Guardians and Students, or to receive Notification Letter emails.

Directions:

Log into the Admin at {YourDistirct}.schooldata.net/admin/ with your SchoolData.net username and password.

• navigate to the Homeroom Admin category >> Homeroom Users and Permissions >> Guardian Permissions  >> Activate Guardian Account
• choose a student group, similar to how a student group is chosen in Homeroom,
• download template (ActivateGuardianAccountsTemplate.csv), which contains a list of the following information:
• GuardianId = SDS Guardian ID
• GuardianFirstName
• GuardianLastName
• GuardianApplicationUserId = SDS Application User Id (if the account has already been activated)
• GuardianApplicationUser = SDS Application User (if the account has already been activated)
  SDS is currently working on giving the district the ability to define the Application User and inserting it here for easier configuration of the template for upload.
  As of today, this fields need to be manually entered for any Guardian the district wishes to activate.  If the district would like to use the same username as the Guardians Skyward Family Access Account, that information can be found in the Admin by following the 'Information Needed For Guardian Account Setup' directions.
  
• GuardianEmailAddress = the email address we have on file for the guardian
• GuardianHasAccountAndMustResetPassword
  This is for informational purposes only and will not be used if the template is uploaded
  • will be TRUE when the guardian already has an application user account but they have not set their password yet
  • will be FALSE when the user has an application user account and their password has been changed
  • will be EMPTY when the guardian does not have an application user account
• GuardianHasAccountAndMustResetPasswordAndPasswordResetHasExpired
  This is for informational purposes only and will not be used if the template is uploaded
  
  • will be TRUE when the guardian has an account and they have not set their password and the 14 day reset limit has expired
  • will be FALSE when they have an account and they have not set their password and the 14 day reset limit has not expired
  • will be empty if they do not have account
• StudentId = SDS Student Id
  This is for informational purposes only and will not be used if the template is uploaded
  
• StudentFirstName
  This is for informational purposes only and will not be used if the template is uploaded
  
• StudentLastName
  This is for informational purposes only and will not be used if the template is uploaded
  

For any guardian that does not have a Guardian Application User (Id) this file will create their Application User record, either with the default Guardian Application User (their email address), or whatever the district adds in the file.

• • If there is a Guardian Application User Id in the file, then this guardian already has an Application User Account, if the guardian can’t get in, they need to reset their password
    Guardians who have an Application User Id can be left in the file at upload, they will be ignored.
  • If the District would like to use the Skyward Family Access username as the Homeroom username, the district can use the Information Needed For Guardian Account Setup view in the Admin to find the information.
  • if the guardian doesn’t have an email address, the account will not be created
  • if the email address is already being used by another guardian (two guardians having the same email address), the account will not be created for the second guardian the process runs into
  • If guardians have multiple email address we pick the first one
• upload the file
1. this process sends an email to the person that uploaded the file
   Subject: SchoolData.net Guardian Account Password Configuration Results
   Which gives the following information:  
   Guardian Account Password Reset Results
   
   • Guardian John B Smith (1514). Email: jsmith@msn.com. Username:jsmith@msn.com. Created an account for this user with username 'jsmith@msn.com'. Email has been sent.
   • Guardian Alexis Johnson (1698). Email: alexis_johnson@yahoo.com. Username: alexis_johnson@yahoo.com. Guardian already has an account. No actions done.
2. this process sends the guardian an email, telling them the district is working w/ SDS to provide student data - SDS is currently working on giving the district the ability to define the email or to refrain from sending an email.