Manage Cloud Portal User Access

You can add as many users as needed to manage different areas of the Cloud Portal using the User Access Management page. You can add users one at a time, or add many users at once by uploading a CSV file.

Before you begin

Review the available Roles and the associated permissions to determine the access each user requires:

• Admin Panel, Cloud Filter and Cloud Reporting

• Monitor

• EdTech Manager (US only)

View users and their current Roles

Go to Admin Panel > User Access Management.

The table contains these columns: Select any column header except for Roles to order.

• Email

• First Name

• Last Name

• Roles: A list of all the roles the user currently has.

• MFA:

  • Toggle on to require the user to set up and sign in with MFA.

  • Select Reset or toggle off and back on to reset MFA, s

• Actions: Edit (pencil icon), copy (papers icon) or delete (X icon).

You can filter the list using:

• Search bar: Enter an email address, first or last name.

• All Users/With Roles button.

• Filters button. Select filters, then select Apply Filters:

  • Role

  • Product

  • Tenants: Shows users linked to all tenants (for example, Reports Admin (All)) or the selected tenant.

  • Status (Inactive/Active)

Add a user

1. Select Create User.

2. Enter a First Name, Last Name and Email.

     Note

   You can’t use an email address already used by another user.

3. (Optional) Select the User Access Admin checkbox to allow the user to manage other users’ access from the User Access Management page.

4. Add Product Roles.

   1. Select the product from the Product dropdown.

   2. Select a role from the Role dropdown.

        Tip

      If you select the Monitor Product, you can assign one Contact role and one or more Admin roles.

   3. Select Add Product Role.

5. If you select a (selected tenants) role for Cloud Filter or Cloud Reporting, or any Monitor role except for Monitor Integration or Scheduling Admin:

   1. Select Assign Tenants to select the tenants the user should have access to.

   2. Search or look down the list of tenants. Select the checkboxes next to the tenants.

   3. If you selected the Limited Safeguarding Contact or Safeguarding Contact role, you can add Tenant Notes.

   4. If you selected the Safeguarding Contact role, you can select the checkbox to send this user a Weekly Email summary about the Tenant.

   5. Select Update Product Tenants.

6. If you assigned the user a Monitor role and they need phone calls for high-risk Alerts, enter Phone 1. (Optional) Enter Phone 2.

7. (Optional) Enter a description.

8. Select Save & Create New or Save User.

Cloud Portal sends a welcome email to users who have not previously had an account with this email address. This also applies to users you add from a CSV file.

Add multiple users from a CSV file

You can create up to 500 users at once by uploading a CSV file. Every user in the file gets the same Product Roles.

You can only use a CSV file when you create users. It isn’t available when you edit a user.

Prepare the CSV file

1. Select Create User/s

2. Select Upload CSV.

3. Select Download template.csv to download the CSV template.

4. Add one row for each user, using these columns:

Upload the file and assign roles

1. Select Create User, then select Upload CSV.

2. Select Choose File, then select your CSV file. Cloud Portal checks the file as soon as you upload it.

3. (Optional) Select the User Access Admin checkbox to allow every user in the file to manage other users’ access.

4. To add one or more Product Roles:

   1. Select the product from the Product dropdown.

   2. Select a role from the Role dropdown.

   3. Select Add Product Role.

   4. (Optional) To add another role for the same product, select Add Role.

5. If the role needs tenants, follow these steps. Tenants work the same way as in Add a user.

   1. In the Product section, select Assign Tenants (gear icon). A red information icon appears next to it until you assign at least one tenant.

   2. Search or look down the list of tenants. Select the checkboxes next to the tenants, or select Select All Tenants.

   3. Select Update Product Tenants.

6. If the file includes existing users, review the summary. It shows which users are new, which already exist, and which details will change.

7. Select Save user/s. The button shows how many users are in the file.

When the upload finishes, Cloud Portal shows how many users it created and how many it updated.

Fix errors in the CSV file

If any row has a problem, you can’t save the file. Cloud Portal doesn’t create any users from the file until you fix every row, including the rows without problems.

A row has a problem if it has:

• A missing first or last name.

• A first or last name longer than 50 characters.

• A missing or incorrectly formatted email address.

• An email address longer than 256 characters.

• An email address that appears more than once in the file.

Correct the file, then upload it again.

How Cloud Portal handles existing users

Cloud Portal matches users by email address. It ignores capitalization, so Jo.Smith@school.org and jo.smith@school.org are the same user. Cloud Portal updates existing users instead of creating duplicates.

• The summary flags each detail that will change and shows the current value.

• If a column is blank for an existing user, Cloud Portal keeps their current value.

• Existing users don’t get welcome emails and their passwords don’t change.

Copy a user

You can create a new user with the same Product Roles as an existing user.

1. Select the Copy user button.

2. Enter the First Name, Last Name and Email.

3. If you selected Monitor, enter Phone 1 and optionally Phone 2.

4. Update Product Roles if needed.

5. Select Save & Create New or Save User.

Edit a user

To edit a user:

1. Select the Edit user (pencil) button.

2. Make changes as needed.

3. Select Save & Create New or Save User. A confirmation message appears: ‘User has been successfully updated’.

Remove a Product Role

You can remove a Product Role while you add or edit a user, or directly from the table.

To remove a Product Role while you add or edit a user:

1. Select Remove Product Roles.

2. Select Remove Access, or select Delete Role if you're removing the Reporting Admin role.

3. Select Save & Create New or Save User.

To remove a Product Role from the table:

1. Select the X next to the role.

2. Select Delete Role.

Delete a user

Method 1:

1. Select the X button.

2. Select Delete User.

Method 2:

1. Edit a user.

2. Remove all product roles.

3. Select Save & Create New or Save User. A confirmation message appears: ‘User has been successfully updated’.

Manage inactive users

A warning icon (!) next to a user’s email address indicates the user is inactive and can’t sign in. You can’t copy or delete these users.

To reactivate the user and give them access:

1. Select the Edit user (pencil) button.

2. Select Enable User Access.

3. Add Product Roles if needed.

4. Choose one of the following options:

   • Select Save & Create New or Save User to delete the user. A confirmation message appears: ‘User has been successfully updated’.

   • Select Cancel to keep the user active without any Product Roles.

Audit User Access changes

Cloud Portal logs all actions made on the User Access Management page. For a copy of these logs, please raise a ticket .