Manage the Accounts tab

This article covers all settings and options in the Manage Accounts area of Messages XR Enterprise, including how to search for and manage individual users and how to configure account profile fields.

View and manage an individual user

• Add a name, phone, or email, or use Account search in the menu bar.
• Click Enter or the List accounts button to generate results.

View and manage a user or list of users

• Step 1: Search by role type (e.g., Attendance Secretary). This dropdown shows all possible roles in the platform.
• Step 2: Select a school. This shows all locations available based on permission level.
  • District administrator: can search all locations.
  • Principal or school administrator: can search within their assigned location only.
• Step 3: Select List accounts to display the results.

Account profile settings reference

Once a user has been found and name clicked, the individual account profile opens. This area contains configuration fields that determine how the user appears in the system and how they receive communications. Many details are populated automatically through the district data sync; several fields allow for manual adjustments.

• Parent ID: A unique system identifier that cannot be changed manually. Pulled directly from the SIS integration or regularly scheduled data imports.
• Sign in as button: Allows viewing the platform exactly as a specific user sees it. The best way to verify that a user has the correct permissions for their role.
• Role: Use this dropdown to reassign a user if their responsibilities change. For example, moving a staff member from a Teacher role to a School administrator role to grant additional messaging capabilities.
• First and last name: Edit these fields as needed to correct typos or update a name to reflect a legal change.
• School: Reassign a user to a different building or location within the district.

Other common tasks

Add a new account

Click the Create new button to add a user manually, then configure the following fields in the Add account window:

• Parent ID
• Role: select the role from the dropdown populated from the original role creation data.
• First name
• Last name
• School: select the school where the user will be connected.
• Gender
• Birth date
• Preferred language
• Delivery addresses
• Signature

Click Save to save the new user. Once saved, search by name to see the profile in the Accounts database.

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

Administrators can audit and update profile settings including name, role, school, language preferences, and delivery addresses. Login credentials are managed directly by the user to ensure personal login data remains private and secure.

If users cannot access their accounts:

• In the Manage accounts tab, search for the user.
• Select List accounts and click the account name to review profile settings.
• Direct the user to the Forgot password link on the login screen to reset their own credentials.

Configure a user’s settings

Use this section as a guide when auditing the fields in a user's account profile:

• Parent ID: Cannot be changed. Pulls from a dynamic integration or regularly scheduled imports.
• Sign in as button: View the platform from the perspective of this user. Use this to test or confirm permissions that have been adjusted.
  
• Role: Opens a dropdown of all roles in the data. Reassign to a different role if responsibilities have changed.
• First and last name: Edit as needed to correct typos or reflect a legal name change.
• School: Opens a dropdown of all schools in the data. Reassign to a different school or location as needed.
• Gender / birth date: Adjust these fields as needed.
• Preferred language: Change the preferred language to ensure automated messages arrive correctly.
• Delivery addresses: Determines where communications are sent. Update delivery addresses at the SIS first to ensure data integrity.
• Signature: Upload a file so a personal signature is added to any emails sent from this account.
• Reply-to phone number: Used for automated messages sent using custom categories only. Does not affect caller ID for voice calls. Managed centrally when SIS integrations or scheduled imports are in use.
• Reply-to email address: Managed centrally at the organization level to ensure consistent, branded mail delivery. Contact Finalsite Support if an update is needed.
• Account configured checkbox: Checking this box means the information in this profile cannot be overridden by imports. See Account info best practices above.
• Limited use: When checked, message sending by this user is limited to 10 or fewer recipients and no groups. Learn more in the article, "Restricting recipient counts: How the Limited use setting controls a user's messaging volume."

Account settings: Admin access reference

Caller ID vs Reply-to phone numbers

These are two types of numbers that behave differently depending on the type of message being sent:

• Caller ID: The phone number that appears when a voice call is made from the platform. Managed centrally at the organization level. Contact Finalsite Support if a change is needed.
• Reply-to phone number: Used for automated messages sent using custom categories only. Does not affect caller ID for voice calls. Recipients may see this number in message metadata, but it will not appear as the source of a phone call.