Creating and Managing local ClickView user accounts

Select Staff manager from the User Management options.  Staff accounts can be created in bulk via an import, or singularly for ad-hoc user accounts.

Single User Creation

Click the button +Add new staff and select the 'Manually create account' option you’ll be presented with the create new staff form:

	Enter the staff member’s first name, last name and an email address
	Select a username – this can be as simple as you wish. If left blank, a username will be autogenerated.
	If the new user is an Administrator of ClickView, select the Administrator toggle.
	Once populated, click the Create account If you are creating a small number of manual user accounts, tick the Create another box prior to the Create account button.  This will save your current user and allow you to repopulate the form with your next member of staff.

The newly created member of staff will receive an activation email:

The activation email has a simple 'Activate' button for the user to Click.   The username is also given to the user.   Logging into ClickView can now be done by using the email/password, OR, username/password.

Clicking on the Activate button, will present the user with the following screen where they can simply set a password, and once set - they are all setup!

Bulk User Creation

Click the button +Add new staff and select the 'Upload a spreadsheet' option and you’ll be presented with information about the format required for uploading into ClickView.  Download the template by clicking the ‘download’ button or construct your csv file in this format.

Once the list of users is ready to import, click the Upload .csv file button.

**Note, please check for leading or trailing spaces within your data prior to uploading**

The next step of the process is to review the list of staff, prior to creating their user accounts.  ClickView has inbuilt validation to capture common mistakes such as missing information or incorrect formats.

The Review screen can be toggled to show all students in the import, or just those with validation errors.  ClickView allows Admin users to edit the incorrect information quickly and easily on the fly by clicking on the pencil icon.

Once all validation errors are resolved, click the Create accounts button to complete the process. 

The newly created member of staff will receive an activation email:

The activation email has a simple 'Activate' button for the user to Click.   The username is also given to the user.   Logging into ClickView can now be done by using the email/password, OR, username/password.

Clicking on the Activate button, will present the user with the following screen where they can simply set a password, and once set - they are all setup!

Select Student manager from the User Management options.  Student accounts can be created in bulk via an import, or singularly for ad-hoc user accounts.

Single User Creation

Click the button +Add new student and select the 'Manually create account' option and you’ll be presented with the create new student form:

	Enter the students first name, last name and an email address.
	Select a username – this can be as simple as you wish. If left blank, a username will be autogenerated.
	Create a password. The password format is a simple 8 characters long.
	Select the year group for the learner. The year group will determine the content available to the learner once logged into ClickView.
	Once populated, click the Create Account button. If you are creating a small number of manual user accounts, tick the Create another box prior to the Create account button.  This will save your current user and allow you to repopulate the form with your next learner.
There are two options for setting up a student account in ClickView: Student-set password accounts (Populated Email address field): Students will receive an account activation email at the specified email address. They can activate their account by clicking the "Activate my account" button within the email. During activation, they will be prompted to set their own password, allowing them to personalise their account security. They'll be able to sign in with either their email address or username. Teacher-set password accounts (Empty Email address field): If you prefer to pre-set passwords for students, you can leave the email field empty. In this case, students will not receive an account activation email.  Instead, they can sign in using the password you have set for them. However, it is necessary to manually provide students with their username and password.

Once the student account is created, you will receive a popup message to confirm the account creation.

The student will receive an activation email.  There is a simple 'Activate' button for the student to Click.   The username is also given to the student.   Logging into ClickView can now be done by using the email/password, OR, username/password.

Clicking on the Activate button, will present the student with the following screen where they can simply set a password, and once set - they are all setup!

Bulk User Creation

Click the button +Add new student and select the 'Upload a spreadsheet' option and you’ll be presented with information about the format required for uploading into ClickView.  Download the template or construct your csv in this format.

There are two options for setting up student accounts in ClickView:

1. Student-set password accounts (Populated Email column): Students will receive an account activation email at the specified email address. They can activate their account by clicking the "Activate my account" button within the email. During activation, they will be prompted to set their own password, allowing them to personalise their account security. They'll be able to sign in with either their email address or username.
   
   

2. Teacher-set password accounts (Empty Email column): If you prefer to pre-set passwords for students, you can leave the email column empty. In this case, students will not receive an account activation email.  Instead, they can sign in using the password you have set for them. However, it is necessary to manually provide students with their username and password.

Once the list of users is ready to import, click the Upload .csv file button.

**Note, please check for leading or trailing spaces within your data prior to uploading**

The next step of the process is to review the list of students, prior to creating their user accounts.  ClickView has inbuilt validation to capture common mistakes such as missing information or incorrect formats.

The Review screen can be toggled to show all students in the import, or just those with validation errors.  ClickView allows Admin users to edit the incorrect information quickly and easily on the fly by clicking on the pencil icon.

Once all validation errors are resolved, click the Create accounts button.

The students now exist as users within ClickView.

As the Administrator performing the import, you will be emailed a summary of the bulk import results which contains a csv of the student credentials.  This will include any auto generated usernames and/or passwords so that you can then share the details with your students.

The student will receive an activation email.  There is a simple 'Activate' button for the student to Click.   The username is also given to the student.   Logging into ClickView can now be done by using the email/password, OR, username/password.

Clicking on the Activate button, will present the student with the following screen where they can simply set a password, and once set - they are all setup!

Depending on whether you want to disable/delete a student or a member of staff, select either 'Student manager' or 'Staff manager' from the User Management options.  

Identify the student or staff member that you wish to deactivate, click on the three dots to the right hand side of the screen, and select 'Deactivate account' from the popup menu.  (In this example, we're deactivating a student):

A popup confirmation box will appear, if you're sure, click 'Deactivate account':

**Deactivated accounts will still show in ClickView, but users will not be able to access the system**

Deactivated accounts are easily identified in the list of users due to the word 'Deactivated' appearing in a red box:

To delete the user, select the three dots to the right hand side of the screen, and select 'Delete'.  Deleting the account will remove the user completely from ClickView:

**Please note, only deactivated users can be deleted**

The Bulk Actions feature provides you the ability to perform updates for multiple student or staff accounts at once. This makes the process more efficient and easier, therefore saving you a lot time.

These are the following actions that the bulk actions feature can achieve:

• Change Year Group
• Reset Password
• Deactivate/Reactivate Accounts
• Delete - Accounts will need to be deactivated first before they can be deleted.
• Add to classroom
• Annual year group rollover - This action can only be performed once a year. If it is greyed out, this means it has already been used for this year.
• Send Password reset email

Prior to performing a bulk action, you'll need to select the user accounts to perform the bulk action on.  Selecting multiple records can be done manually by simply ticking the box at the left-hand side of the screen, for your list of users. 

Alternatively, you can select multiple users via csv, which is a quick way to select school leavers (regardless of year), and bulk deactivate, then delete.

In the user management screen, click on the three dots adjacent to the search box:

Download the template or construct a .csv in the same format.  You could use an export from your Active directory to populate the email address and/or username.  With the csv populated, click on the 'Upload .csv file' button.

With multiple users selected, you can click on the 'Selecting a bulk action' button:

You will then be taken to a simple step-by-step process to assist you perform your desired bulk action.  Once you're satisfied with the selected user accounts, click 'Next' on the top right, then you will be then taken to step 2 where you will choose which bulk action you would like to perform. 

The bulk actions available will determine whether you are making changes on staff accounts or student accounts:

Bulk Actions Options for Students:

Bulk Actions Options for Staff:

For this example, we have selected students, and the bulk action 'Change year group' as we are updating the year 9 students to year 10.

From the Student review screen, click 'Next' and select your bulk action:

Enter the year group value that you wish to move students to, and the screen dynamically changes to reflect your input.  Click the Next button.

You're now at the confirmation stage.  The screen presents a full summary of your chosen changes.  To make edits, select the Back option, or to proceed, select the Confirm button.

You'll be sent an email summarising the result of the changes made including a csv file attached with more detail, and now you're all done! 

Bulk action history

Any bulk action performed will be documented and logged to assist in keeping track of any bulk changes made to the user list. We can access the bulk action history by selecting the 3-dot icon and clicking 'Bulk action history':