Keeping user account information current is essential for ensuring seamless access and support. One critical detail is the email address associated with each user account. Without a valid email on file, users will be unable to receive password reset instructions.
This article outlines how to identify and update missing email addresses to maintain account accessibility and security.
Step 1: Identify users in your system without an email address
Navigate to your Staff Report under Reports > Staff Report.
Set the following filters:
- School: Filter to an individual school or run the report for all of your schools at once.
- Role: Run the report for All roles or a select only a few options.
- Email: Set the filter to Without email.
Pull a report for all users
To identify all users:
- set the School and Role filters to All
- set the Email filter to Without.
- All other filters do not need to be edited.
Step 2: Add the missing email addresses for the users
There are two options for adding an email address to a user's account that depends on the original way your users were created:
- Imported Users: If these users were imported and are included in your nightly data file that pulls from your Student Information System (SIS), you will need to add the email addresses to these records in your SIS. When the import runs after the emails have been added, the email addresses will be automatically added.
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Manually-created Users: If the users were manually created, Finalsite Support will need to add the emails for these users on your behalf.
- The best way to provide this information to Support is to follow these steps:
- download the Staff Report you ran above,
- populate the email addresses for the logins you would like to update, and
- provide that file to the Support team.
- The best way to provide this information to Support is to follow these steps:
Important Note on Sharing Files with Support
These files should not be shared via email. Instead, add the file to Google Drive and share the link with the team. You could also send the file securely through the Support Portal.
How can I verify if a user was manually created or added via a data file from my SIS?
While telling the difference can be tricky, there are some significant indicators:
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User role: If the user was imported from your SIS, you will not be able to manually edit the Role when looking at the user record.
- To check this, click on the Accounts tab and open the user’s account by clicking on their name. If you can open the Role drop-down menu to edit their role, they were manually created. If you cannot edit their Role, they were imported.
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Naming convention: Imported users typically follow a similar naming convention for IDs.
- IDs may be all four numbers or have an identical naming convention, such as 1234 or firstname_lastname.
- If the user you are looking at has that same convention, they are likely from your SIS, and you should check for an email within the original source of your SIS first.
- Accounts that do not seem to fit a pattern and have unique IDs like “My Elementary School” or “Admin1,” for example, were likely manually created.
Step 3: Send a password reset to a user
Once the user has a valid email address associated with their account, the user can navigate to the login screen and select Forgot Password. The system will send an email to the email address on file and allow the user to gain access to their account.