Manage the Accounts tab

The first tab of the Accounts area in Messages XR Enterprise is called Manage accounts. This is where you can view one of your user’s accounts, list out accounts from a filter that is set, edit account settings for community members and staff, and so much more!

This article is a deep dive into all of the settings and options available to be configured in the Accounts > Manage accounts area.

Here is how you can use the Manage accounts tab, as well as information on how to configure and manage your community’s accounts a certain way.

When you first click on Manage accounts, you only see a few fields.

• Are you searching for one user?
• A list of users e.g. all Teachers at a certain school?
• Searching by Name, Phone/Email address?

View and manage an individual user

• Add a name / phone / email
• OR Account Search in the menu bar
• Click Enter or List Accounts button to generate results

View and manage a user or list of users

• Step 1: Search by role type (dropdown = Attendance Secretary) - this dropdown shows all the possible roles in your platform. Select a role.
• Step 2: School - this will show all of the locations that you have permission to view and allow you to further narrow down your search.
  
  • District Administrator → can search all locations
  • Principal / School Administrator → can search within their assigned / designated location only to display the accounts
• Step 3: Select “List Accounts” to display the accounts that fit the search criteria for the selected Role and School. E.g. Filter by alpha order if letters show up.

Other common tasks

Add a new account

Click the Create New button to add a user manually then configure the following fields into the Add Account window:

• Parent ID
• Password
• Confirm Password
• Role: Select the role from the dropdown that is populated from your original role creation data.
• First name
• Last name
• School: Select the school where this user will be connected to.
• Gender
• Birth date
• Preferred language
• Delivery addresses
• Signature
• Reply-to phone number
• Reply-to email address

Click Save to save this new user in your system. Once saved, you can search by name to see the profile included in your Accounts database. It will populate just below the search fields.

Remove an account

Need to remove a user manually?

• Check the box next to the user that you want to remove.
• Click the Remove button.
• Confirm in the window that you definitely want to remove this user.

Edit a user’s account

There are multiple reasons why you may need to edit someone’s account profile and/or settings. Here are a few examples:

• they’ve asked you to edit something on their behalf
• update a user login or password as required when a user cannot access the system

Change user login or password on their behalf

• In the Manage Accounts tab, search for the user you want to update.
• Select List Accounts.
• Select the account Name.
• Click Edit Login/Password to open up a new window.
• Generate a random password or enter your own, click Save.

Configure a user’s settings

Use these bullets below as a guide to help you configure the fields in the user’s account profile:

• Parent ID: This ID can’t be changed as it either pulls from a dynamic integration or regularly-set imports.
• Login ID: You can change the Login ID by clicking on the Edit Login / Password button in the same row.
• Edit login / password: This button will open up a window where you can change the Login ID (labeled “ID”) and create a New Password.
• Sign in as button: Do you want to view the platform from the perspective of this user? This is a great option for when you want to test out or confirm permissions that you have limited or adjusted in some way. When clicking this, the account view and left navigation might look different from yours. 
  
• Role: This will open up a dropdown where the Roles populated in your data are listed. You may need to reassign this person to a different role.
• First name: Edit the user’s first name as needed.
• Last name: Edit the user’s last name as needed.
• School: This will open up a dropdown where the Schools populated in your data are listed out. You may need to reassign this person to a different school or location.
• Gender: Adjust the gender of the user.
• Birth date: Edit the user’s birth date.
• Preferred language: Expand out the dropdown to change the user’s preferred language.
• Delivery addresses: This is a very important section that determines which delivery details your communication is sent to. 
• Signature: Here a file can be uploaded so that a personal signature will be added to any emails sent from this account.
• Reply-to phone number: This field is only used for automated messages sent using custom categories. 

• Reply-to email address: The Reply-to email address needs to be set in order to send out any communication via email.
• Account configured checkbox: Checking this box means that the information in this profile cannot be overridden by imports. (See more in Account Info Best Practices.) 
• Limited use: When this box is checked, message sending by this user will be limited to 10 or fewer recipients and no groups.