{"id":162,"date":"2021-05-19T10:03:38","date_gmt":"2021-05-19T09:03:38","guid":{"rendered":"https:\/\/support.overnetdata.com\/?post_type=ht_kb&p=162"},"modified":"2024-02-16T13:49:26","modified_gmt":"2024-02-16T13:49:26","slug":"how-do-i-create-login-accounts-for-users","status":"publish","type":"ht_kb","link":"https:\/\/support.overnetdata.com\/knowledge-base\/how-do-i-create-login-accounts-for-users\/","title":{"rendered":"How Do I Create Login Accounts for Users?"},"content":{"rendered":"\n

To create login accounts for users, you (or an authorised employee) need to log in to your Edulink One Setup area. Please see the following article about the initial setup and configuration<\/a>. <\/p>\n\n\n\n

Once you have accessed the Administration area, locate the Login<\/strong> tab to configure the logins for your users. <\/p>\n\n\n

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\"Login
Login Tab<\/figcaption><\/figure><\/div>\n\n\n
<\/div>\n\n\n\n

Login Tab Screen<\/strong><\/h2>\n\n\n\n

The login tab allows you to configure how you authenticate and manage your user accounts. You can find out more about each setting by hovering over the feature.<\/p>\n\n\n\n

\"Login<\/figure>\n\n\n\n

Using Google or Microsoft Logins<\/h2>\n\n\n\n

You can choose to log in to Edulink One using your existing credentials in Microsoft Online and Google. Click on the Microsoft or Google button in Edulink One to take you to your provider’s sign-on screen. Once logged in, it will take the user back to Edulink One.<\/p>\n\n\n\n

\"Login<\/figure>\n\n\n\n

The email addresses in LDAP must be matched to the usernames for your Microsoft 365 accounts or Google accounts for this to work.<\/strong><\/p>\n\n\n\n

Login via Microsoft Online: <\/strong>Allows users to log in using Microsoft Online credentials. Edulink One has to match the users in your AD. If you would like to use this feature, switch to ON<\/strong>.<\/p>\n\n\n\n

Use Identity From<\/strong>: Select the location where the Microsoft Online username is stored (AD user principal name, AD email field or SIMS email field). This is used to match accounts at login.<\/p>\n\n\n\n

\"Use<\/figure>\n\n\n\n

It is advisable to ensure both employee and learner accounts have school domain email addresses, e.g. tabdullah20@greenabbeyschool.org.uk, in the user identity location between Edulink One and Microsoft, and not personal ones. <\/p>\n\n\n\n

Login via Google: <\/strong>Allows users to log in using Google credentials. Edulink One has to match the users in your AD. If you would like to use this feature, switch to ON<\/strong>.<\/p>\n\n\n\n

Login via LDAP<\/strong><\/h2>\n\n\n\n

If you have configured LDAP authentication in the Edulink SIMS Agent<\/a>, this setting enables LDAP as the authentication source for your logins. To enable the logins via LDAP, select ON. It is recommended that you use LDAP for your logins as it will use the same credentials used to access school computers. <\/p>\n\n\n\n

\"Create<\/figure>\n\n\n\n

Save LDAP passwords:<\/strong> This feature saves a hashed copy of your users’ passwords. This allows users to log in to Edulink One by verifying their saved password when the Edulink SIMS Agent is disconnected or if we have trouble accessing your Active Directory. This will only be used if the LDAP server is unavailable. We recommend that this is turned ON. <\/p>\n\n\n\n

<\/p>\n\n\n\n

\"Apply
Apply IDs<\/figcaption><\/figure>\n\n\n\n

Apply IDs Schedule<\/strong>: Edulink One can attempt to populate Active Directory user accounts with the chosen unique IDs on a scheduled basis. This means there is no need for any manual configuration when new users join the school. By default, this is usually set to daily, but you can select how often you would like to run the schedule. <\/p>\n\n\n\n

Apply IDs to: <\/strong>You can select the user types (employees, learners, parents) that are configured for LDAP authentication in this feature. <\/p>\n\n\n\n

Apply IDs Now:<\/strong> You can run the schedule manually using the Apply IDS Now <\/strong>button, which allows you to see the output. Select Live Run<\/strong> to force a run of the IDs you have chosen from the Apply IDs menu and then click Apply IDs<\/strong>. You can choose to Abort<\/strong> a <\/strong>Live Run during the process if required. <\/p>\n\n\n\n

If the run is successful, you should see your IDs in green<\/strong> text\u2014 red<\/strong> text would indicate that there is an issue accessing your LDAP connection. <\/p>\n\n\n\n

\"Live
Apply IDs Now <\/figcaption><\/figure>\n\n\n\n
<\/div>\n\n\n\n
\"Live
Live Run<\/figcaption><\/figure>\n\n\n\n
<\/div>\n\n\n\n

The grey<\/strong> writing in the live run indicates a match has been made; however, the orange<\/strong> writing in the live run highlights missing accounts. These accounts may be leavers in SIMS, users without LDAP accounts, or LDAP accounts where the user’s name is spelt differently. You can try and match missing accounts using the Show LDAP<\/strong> button. <\/p>\n\n\n\n

Overwrite existing IDs:<\/strong> This will delete anything that currently exists in the ID field and replace it with new IDs if they exist. Support will contact you if your school needs to Overwrite their IDs. <\/p>\n\n\n\n

Show LDAP:<\/strong> The show LDAP button provides a list of user IDs that have been configured using the Edulink SIMS Agent. The default list is visible once Staff <\/strong>is clicked. If you would like to view the student list, click on the Student <\/strong>button in the top left-hand corner to switch lists. <\/p>\n\n\n

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\"Show
Show LDAP Button<\/figcaption><\/figure><\/div>\n\n\n
<\/div>\n\n\n\n

The ID section of the table pulls the staff or student ID numbers directly from SIMS. If an ID number is assigned to a staff member, it indicates that a match has been made in your LDAP. Staff or students that don’t<\/strong> have an ID number populated in this section may not have a SIMS account or their forename\/surname is spelled differently from their SIMS account. <\/p>\n\n\n\n

The Field<\/strong> section of the table indicates which AD field is set in the LDAP Settings of the Agent. <\/p>\n\n\n\n

The Searching OUs section details the OUs that Edulink One is trying to match to accounts in your AD. There can be multiple OUs, e.g. Teachers, School support, ICT.<\/p>\n\n\n\n

\"LDAP
Show LDAP Screen (top)<\/figcaption><\/figure>\n\n\n\n
<\/div>\n\n\n\n

<\/p>\n\n\n\n

\"Missing
Missing Staff ID<\/figcaption><\/figure>\n\n\n\n
<\/div>\n\n\n\n

You can locate missing staff by scrolling (or Ctrl F) to the bottom of the table. Find the staff member’s or student’s name and ID number and enter that number manually into the white box provided in the IDs column above. Press enter on the keyboard to write any changes when you enter an ID into the white ID boxes above. A green success message written ‘Completed’ appears when you have made the changes to the ID correctly.

\"\"
If you still can’t find the staff or student ID number, then they may not have a SIMS account. <\/strong><\/em><\/p>\n\n\n\n

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LDAP, OU and field configuration are handled in Edulink SIMS Agent.<\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n

Login via Edulink for Moodle <\/strong><\/h2>\n\n\n\n

If we supply your school with our Moodle\/SIMS solution, this feature allows you to use Moodle as an authentication source. This gives non-LDAP users (parents usually), the same login credentials for both systems. This also enables SSO so users can go from Edulink One to Moodle without having to log back in. Switch the box to ON to enable this feature.<\/p>\n\n\n\n

\"Login
Login Via Edulink for Moodle<\/figcaption><\/figure>\n\n\n\n

Two fields will appear that you need to populate with your school’s information.<\/p>\n\n\n\n

Moodle URL<\/strong>: You must copy and paste your school’s Moodle URL into this field.<\/p>\n\n\n\n

API Key:<\/strong> This is a unique key that Overnet Data (OND) will have provided you with for your Moodle server. You must be using Edulink Integrator for this to work.<\/p>\n\n\n

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\"SSL<\/figure><\/div>\n\n\n
<\/div>\n\n\n\n

SSL verification: <\/strong>The SSL verification is ON by default. If you have issues connecting to Edulink One via Moodle because of your SSL certificate, try turning the SSL verification to OFF.<\/p>\n\n\n\n

Login Manually<\/strong><\/h2>\n\n\n\n

The Login Manually<\/strong> section of the Login tab allows you to create accounts for user types when either Moodle or LDAP authentication is not available as an authentication source. Set to ON<\/strong> if you want to use manually generated credentials. <\/p>\n\n\n\n

\"Create<\/figure>\n\n\n\n

Manual user types<\/strong>: This controls which user types are given manual accounts. Select which users you would like to enter manually from the menu. <\/p>\n\n\n\n

\"Manual<\/figure>\n\n\n\n

Many schools use this setting for parent user accounts. <\/p>\n\n\n\n

Username prefix (Parents): <\/strong>This feature allows you to manually set the prefix for enabling your parent accounts. In the example above, we have used P_. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Treat as parents<\/strong>: Generates manual user accounts for these users even though they DO NOT<\/strong> have parental responsibility (these users will be able to see the learners’ profiles AS WELL AS<\/strong> any parents or carers). Edulink One will behave as if they have parental responsibility for all linked learners.
You should check that the linked learners are what you expect<\/strong> before proceeding<\/strong>.
\"\"<\/p>\n\n\n\n

Username prefix (Learners): <\/strong>This feature allows you to set the prefix for enabling your learner accounts manually. <\/p>\n\n\n\n

Username prefix (Employees): <\/strong>This feature allows you to manually set the prefix for enabling your employee accounts. <\/p>\n\n\n\n

Accounts are created and updated by a scheduled task. i.e. It may take a few minutes before the accounts are created.<\/strong> <\/em><\/p>\n\n\n\n

Login details email subject:<\/strong> This is the subject of the email regarding your login details. <\/p>\n\n\n\n

\"Login<\/figure>\n\n\n\n

Login details email body:<\/strong> The body of the email regarding login details for Edulink One. <\/p>\n\n\n\n

\"Login<\/figure>\n\n\n\n

Scroll through the default message to set your school ID. The school ID will have been sent to you by Overnet Data in the second email you received after the installation of the Agent. <\/p>\n\n\n\n

\"Input<\/figure>\n\n\n\n

At the bottom of the message, you will also need to input your school ID for the app. <\/p>\n\n\n\n

\"Input<\/figure>\n\n\n\n

Set Default Button:<\/strong> You can return the email subject and body to default by pressing on Set Default.<\/strong> You will be asked to confirm this action, click Yes or No accordingly. <\/p>\n\n\n\n

\"set<\/figure>\n\n\n\n

Login details email expires (hours)<\/strong>: This allows you to choose the number of hours before the login details email<\/strong> expires. <\/p>\n\n\n\n

\"Login<\/figure>\n\n\n\n

Leaver login enabled: <\/strong>This enables student and parent access after the student has left your school. <\/p>\n\n\n\n

\"Leaver<\/figure>\n\n\n\n

The Leaver login feature is useful if your school would like your students to access their exam results via Edulink One. <\/p>\n\n\n\n

Days after leaving date: <\/strong>This allows you to set the number of days the user account remains active after the student has left your school. <\/p>\n\n\n\n

\"Days<\/figure>\n\n\n\n

Use Email Addresses from LDAP<\/h2>\n\n\n\n

Employees – use email addresses from LDAP<\/strong>: This setting allows you to choose which email address is used for employees who are authenticated by LDAP. If Enabled<\/strong>, Edulink One will pull the email address stored in Active Directory. If Disabled<\/strong>, it will use the email address in SIMS.<\/p>\n\n\n\n

Learners – use email addresses from LDAP<\/strong>: This setting allows you to choose which email address is used for learners who are authenticated by LDAP. If Enabled<\/strong>, Edulink One will pull the email address stored in Active Directory. If Disabled<\/strong>, it will use the email address in SIMS.<\/p>\n\n\n\n

Parents – use email addresses from LDAP<\/strong>: This setting allows you to choose which email address is used for parents who are authenticated by LDAP. If Enabled, <\/strong>Edulink One will pull the email address stored in Active Directory. If Disabled<\/strong>, it will use the email address in SIMS<\/p>\n\n\n\n

Installation Notes<\/strong><\/h2>\n\n\n\n

The Installation Notes feature allows you to take notes during the process of creating your logins or anything else you feel is useful. OND also uses this area to make installation notes regarding your school’s account; e.g. cloud vs. onsite box. <\/p>\n\n\n\n

Once you complete your notes, you can save them by pressing Save<\/strong> at the bottom of the Login tab. You can update your notes at any time by typing and saving them. <\/p>\n\n\n\n

If you would like to revert to the default setting notes, select the Set Default<\/strong> button to erase your current notes and reset them. <\/p>\n\n\n\n

\"Default<\/figure>\n\n\n\n

Once you click the set default button, a popup appears and asks you to confirm whether you want to reset your installation notes. Press Yes<\/strong> to confirm you want to revert to the default notes and No<\/strong> to keep your notes. <\/p>\n\n\n\n

\"Default<\/figure>\n\n\n\n

Load User Accounts<\/strong><\/h2>\n\n\n\n

You can use the User Accounts Table<\/strong> to view and filter details on your users. Click on the Load User Accounts<\/strong> button to view the user accounts table. <\/p>\n\n\n\n

\"Create
Accounts Table View<\/figcaption><\/figure>\n\n\n\n

<\/p>\n\n\n\n

The accounts table can help with distributing ‘manual account’ credentials by either exporting the details to .csv for you to mail merge or by emailing out credentials to your users. You will need to configure your SMTP settings on the Communicator<\/strong> tab first. To do this, see Configuring the Communicator Tab<\/a>. <\/p>\n\n\n\n

Still Missing Accounts?<\/strong>
If you are using LDAP, Microsoft, Google or Moodle<\/strong> for authentication, then the accounts will only show in the account list once the user has successfully logged into Edulink One<\/em>.
For Login Manually<\/strong> accounts, the entries will be generated a couple of minutes after being enabled (after you have clicked ‘SAVE’).<\/p>\n\n\n\n

The default number of entries is set to 10; however, you can modify this number upwards. There is also a search bar at the top of the table. <\/p>\n\n\n\n

By default, the filters in the table are set to User type<\/strong> (employee, learner, parent), Username<\/strong>, Password<\/strong>, Name<\/strong>, Email<\/strong>, Children<\/strong> or Last login<\/strong>. You can either type what you would like to filter or use the arrows on the filters to move up or down the list. <\/p>\n\n\n\n

Other filters are included in Column Visibility <\/strong>at the bottom of the table. You can choose to filter by Created<\/strong> (the date on which the user account was created in SIMS), MIS ID<\/strong>, Telephone<\/strong>, Warnings<\/strong>, Address<\/strong>, Highest Priority<\/strong>, Years<\/strong>, Forms <\/strong>and Can Push <\/strong>(which parents have allowed push notifications). <\/p>\n\n\n\n

You can search for users that haven’t logged in by typing ‘never’ in the Last login <\/strong>filter. This is useful when you need to bulk email login credentials to many parents. <\/p>\n\n\n\n

Actions:<\/strong> Under the Actions<\/strong> column on the table, you can press three different buttons to action different tasks. <\/p>\n\n\n\n