Overview
Users allows you to add new users, edit existing users, lock/disable users, and define user roles in order to complete necessary functions within MySchoolApps. You may also select Manager Users from the Administration Home page.
Your user must be member of the 'HSS Administrator' role in order to manage/view Users. If you do not have the proper permissions, please consult a user in this role for further assistance.
From the MySchoolApps homepage, click on Manage Users or click Users at the top of the site window.
Add New User
Additional HSS users can be added at any time in the admin console and you may add as many users as you wish. In general, you should only add a user to this role if the user needs administrator capabilities on a day-to-day basis.
Username
The username must be at least 5 chars, no spaces, alpha/numeric/underscores, and periods only.
Email Addresses
Using a District email address is very important since all alerts, password resets, and other automated emails are sent to this address. Email addresses for District users must be a District sanctioned email addresses. Do not use addresses such as yahoo.com, gmail.com, or any personal email address.
Best Security Practice
User roles allow HSS to set certain levels of access to limit employee access to certain areas of the admin interface in the system. The application currently supports two (2) roles for HSS user accounts: HSS Administrator and HSS Employee. HSS recommends limiting access to the HSS Administrator role to only a few users as most day-to-day functions can be performed by users in the HSS Employee role. In most situations, you should probably assign no more than two users to the HSS Administrator role. By following these best security practices, you allow for one primary admin and one backup admin in case of emergency.
In the Manage Users window, select Add New.
Enter User Account information. Then, click Add User.
District Name - The District name in which the user belongs (Not editable).
Username - Enter a unique username.
Job Title - Enter the job title of the user which you are adding.
Email Address - Enter the user's District email address.
Role - Use the drop-down menu to select a role for the employee. Please refer to the list of Role Permissions below.
District Administrator - Allows complete permissions over the application settings for the District, including the ability to disable the application for the entire District and add new users.
District Employee - Allows the user limited permissions within the MSA application site.Once a user account is created, an email will be sent to the email address specified during creation. The user must click on the link in the email in order to activate and change the temporary password assigned to the account. Once this step is completed, the user's account is fully active and they can log in at any time.
Permission | HSS Administrator Role | HSS Employee Role |
View/Edit Users |
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Change Own Password |
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Edit Global District Settings |
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View Global District Settings |
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View/Edit District Application Settings |
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Create Kiosks |
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Attach/Detach (Edit) Kiosks |
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View District Kiosk Settings |
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View/Edit Schools |
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Reports : Mark Applications For Re-download |
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Reports : Search/View Submitted Applications |
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Note: Editing of Global District Settings such as TimeZone, Integration ID and District Name can only be performed by HSS personnel. These settings are obtained and configured during the initial setup and in most cases should never be edited. However, if a change is required please submit a support case to initiate the change request. | ||
Avoid Spam Filter Issues with Automated Emails
All automated emails sent from the system will use the sender noreply@myschoolapps.com. Admins and parents (applicants) should be aware of the sender and subject of the email in case it is accidentally marked as spam in their email client. In most situations where a user has not received the email, this is the actual cause of the delivery failure. Please be sure they check their spam or junk folders for the email and then mark it as OK going forward in order to resolve the issue.
Editing Users
You can edit a user at any time to view/change the user's email address, role, status, or password.
From the Users tab, locate the correct user and click Edit.
Make any necessary changes to the user's account. Then, click Update.
Brute Force Account AutoLock
The application enforces "user account locking" security measures to help prevent dictionary (guessing) attacks on the user accounts. After 3 invalid login attempts the user will be forced to enter their login information and solve a reCAPTCHA. After 6 invalid login attempts, the user account will be locked automatically by the system. In order to unlock an account, a user with District Administrator role privileges must login to the system and visit the Users Edit section for the locked user and reset them to active.
Job Title - Enter a job title for the user.
Email Address - Edit the user's District email address. (Required field)
Role - Use the drop-down menu to edit the role for the employee (if applicable). (Required field) *See role definitions under Add User.
Status - Indicates the status of a user's account. Use the drop-down menu to select a status.
Active - The account is ready for use.
Inactive - The account has been created; however, cannot be used until the email activation has been completed or the user no longer requires access.
Locked - The account has been denied access to the site indefinitely unless an administrator releases the lock.
Password - Click Change Password to enter a new password in cases where the current password is not working.
Locking/Disabling Users
There may be times when a user account needs to be disabled from use.
From the Users tab, locate the correct user and click Edit.
In the Status option, use the drop-down menu and select Locked. Then, click Update.
Unlocking Users
There may be times when a user has locked themselves out of their account or needs their account re-enabled.
Brute Force Account AutoLock
The application enforces "user account locking" security measures to help prevent dictionary (guessing) attacks on the user accounts. After 3 invalid login attempts the user will be forced to enter their login information and solve a reCAPTCHA. After 6 invalid login attempts, the user account will be locked automatically by the system. In order to unlock an account, a user with District Administrator role privileges must login to the system and visit the Users → Edit section for the locked user and reset them to active.
Security Note
Autolocking of accounts is not a foolproof method of user security. Please ensure that all user accounts are using secure, complex passwords and user accounts are not shared between different employees. Regardless of the security practices, there is no substitute for a strong secure password.
From the Users tab, locate the correct user and click Edit.
⛔ Locked User Accounts Users whose accounts have been locked show a Locked status in red.
In the Status option, use the drop-down menu and select Active. Then, click Update.