🪪 ALE Program Manager/Secretary: Managing Parent Accounts V2

Using the Program Manager or Secretary Role in the ALE Application, parent accounts can be managed.

When the application is initially set up, parent accounts are automatically created using the parent's email address from the Student Information System (SIS) as the username. Still, some may need to be manually activated if no email address is associated with their registration. 

When new families register after the initial setup, their accounts must be manually activated at the time of registration. 

1. Click the Manage ALE Users in the left navigation menu.

2. Use the Parent and User Account is Active column filters to see if a parent has an active account. 

3. Select the parent account(s) that need activating by clicking the checkmark in the far left column. 
4. Then, use the Select Row Action button on the right to Activate Guardian Account(s).

5. To verify that the activation and access to the ALE application was successful, search for them in the ALE Users Management list.  You should see their name, along with their username and email address. 

6. By default, the system uses the guardian's email address in Skyward as their username.  If your district uses a different convention for usernames (first name, last name, or Skyward username), you will need to update the usernames for guardians activated through this process in our Admin application, as outlined below.  

Changing a Parent's Username 

To change a parent's username in our system, you will navigate to yourschooldistrict.schooldata.net/admin (e.g., edmonds.schooldata.net/admin). From there, choose Homeroom Admin > Homeroom Users and Permissions > Change the Application User Name.

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This simple form will let you update a user's email address.  Enter their current application username (the old email address in the case of a parent) and the new username you are updating.  Then, click submit. 

Updating Email Addresses 

Occasionally, you may find that a parent's email address has been changed in your SIS, not in this system.  Or a parent requests that you change their email address.  You will want to ensure that the emails in your Student Information System and our admin table match.  Change the email address as you normally would in your SIS. 

1. Locate the user in Manage ALE Users in the left navigation menu.
2. Use the Row Action & Options gear to select Set Email Address for the chosen parent.

3. Enter the new email address in the resulting form and click Save.

4. Another thing worth noting is that an email address can only be associated with one user.  Sometimes, two parents will have the same email address, which will be migrated to our system under the incorrect parent.  In that case, contact our Help Desk to request that the email be reassigned to the correct account.  

Linking Students to Parents 

Occasionally, a student's parent and/or guardian are not correctly linked in the app based on their SIS associations.  

1. You can link a parent via the Manage ALE Users in the left navigation menu. 
2. Navigate to find the parent you would like to link a student to, and using the Row Actions & Options gear, select Link Student to Parent. Note that the Parent of Students column lists all existing associated students for the selected guardian: 

3. In the resulting form, you can select one or more Students to associate with the selected parent and click Save.

Resetting Passwords

Once an account has been activated, you can reset a parent's password if desired.  

1. Navigate to Manage  ALE Users in the left navigation menu.
2. Filter to find the individual you seek.  
3. Select Set Password using the Row Actions & Options gear at the far right.

4. A small window with the parent’s username will appear, where you can set a new password. 

5. Upon logging in, users can reset their password by clicking their name at the top right of the screen to open the Application Actions and Options menu, then selecting Edit account info.

If you cannot activate an account or locate the parent on the guardian list, please contact the SDS Help Desk.  support@schooldata.net 

Please note that if a parent contacts us directly to request account activation, we will need someone from your program to verify that the parent should be given access before activating the account.