User Logins

Created by Richard Allwood, Modified on Mon, 25 Jul, 2022 at 10:54 AM by Richard Allwood

Before you can create a login for a user, they must first be added to Databridge as a Staff record as the login will be directly tied to this, you should also ensure their Work Email is recorded. User accounts can have a multitude of different settings applied to further secure them in different ways.

Creating a Login

First locate the relevant Staff member you are creating the login for via Staff -> List in the left hand navigation menu. Click on the Security tab to display all relevant security options.

Next to the Username field is a button with a spanner icon, clicking this will allow you to set the username for this Staff members login.

Tip
We recommend firstname.surname as a username e.g. john.smith

In terms of their password you can either use the Reset Password option to manually set a password they will use OR use the Send Reset Password Email to auto-generate a random password that will be emailed to them. Ensure to click Save Staff at the top after making any of these changes.

Now they have a username and password they can login but you should ensure to set the groups and sites they can access prior to giving them the username.

Tip
We recommend also ticking the Force Password Change option on this tab so the user has to change their password after login. This lets them change it to something more familiar to them.

Setting Groups for a User

As well as creating the login in the section above, you also need to specify which Security Groups they have access to as this will determine what permissions they have in Databridge.

In regards to permissions you can do this (and may have done so already) via the Security -> Permissions screen, whereby you can set multiple Staff to groups at the same time. However, you can also set the groups for the individual on this same Security tab on the Staff record.

Simply click the + button next to Security Groups, select the Site and Group(s) required and click Save.

Setting Sites for a User

As well as creating the login above, you will also need to specify which Sites they have access to, particularly if you have multiple Sites setup.

Staying on the Security tab of a Staff record, locate the Sites list and Add/Edit any Sites they will have access to accordingly, ticking the Part of Site and/or Access to Site as required:

Option	Description
Part of Site	The Staff will appear in Staff selections for this Site
Access to Site	The Staff will be able to login and have access to this Site (based on the permissions defined in Security Groups)

Secure user on individual Learners

As well as the Group and Site access set above, you can also restrict the User to certain Learners only using one of the following options on the Security tab:

Option	Description
Excluded Students	Add any Learners here that this User cannot see. Used for individual cases such as Son/Daughter at the organisation.
Limit to following Student(s)	Add any Learners here to specify the only Learner records they can see. Used quite often for agency staff or similar where they only work with a certain group.
Limit access to Student Status(es)	Add any Statuses here to specify which types of Learners they can see by Status(es). For example if you added 'Current', the User would only be able to see Learners marked as such.
Limit access to Student Department(s)	Same as with Status option except limited by which Department the Learner is part of

Unlocking Users

Sometimes a User tries a password one too many times and they end up being locked out of the system. If this happens, as per the section above on Locking Users, go to their Staff record, the Security tab and untick the Is Locked Out field. Remember to click Save Staff to ensure the change is updated.

Tip
If a User is having this happen often, it is recommended they change their password to something more familiar.