How to Add a User in the SMS

How to Add a User in the SMS

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Overview

Managing users in your student management system is crucial for safeguarding student information and maintaining efficient administration. This tutorial will guide you through the process of adding users, granting appropriate system access, and ensuring the security of your student data. By following these steps, you'll be able to seamlessly integrate new users into your system while upholding data protection standards and streamlining administrative tasks.

In this tutorial, we will walk you through the steps in creating an SMS account for your people. This also includes setting up their LMS access from the SMS and assigning their LMS Role. 

Notes
Step Tutorial

1. From the Dashboard, go to People, click the Add button to add a new user.


2. The General tab will include an Access Information section, a General Information section, and an Additional Information section. Complete the Access Information page:
  1. Send Set Password Link - Select from the dropdown menu whether or not you want to send a link to set a password.
  2. Password - Set a default password your user will use to login to their account for the first time.
  3. System Access - Select the users' system access.  System access refers to the level of access that they will have in the SMS. Currently, there are five default system access options available, but more can be added if you create a custom permission (How to Set Permissions for Each Role in the SMS).
    1. Admin - The Admin Officer provides general administrative support across the RTO, including managing phone and email enquiries, maintaining files, assisting with student and trainer requests, scheduling meetings or classes, and ensuring smooth day-to-day operations.
    2. Trainer - The Trainer delivers training and conducts assessments in line with accredited qualifications. They support students through their learning journey, ensure compliance with training and assessment standards, and maintain accurate records of student progress and outcomes.
    3. Compliance Officer - The Compliance Officer ensures the RTO meets all regulatory requirements by maintaining policies, conducting audits, monitoring trainer qualifications, managing reporting obligations, and supporting staff compliance training.
    4. Finance Officer - The Finance Officer handles all financial tasks including processing fees and payments, preparing budgets and reports, managing funding claims, payroll, and ensuring compliance with funding bodies.
    5. Student Administration Officer - The Student Administration Officer manages student enrolments, maintains records, supports students, coordinates communication, and ensures data compliance and accurate reporting.
    6. Others - If you have customised permissions for a role, they will also appear in the selection.
  4. Home Page - Select from the dropdown the default Home Page for your user. This is the page your user will first land when they login. 
  5. LMS User Name - This would create an LMS Access button where they can access their LMS from the SMS. Note: This only works if they already have a user account in the LMS. 
  6. LMS Password  - when entered, the user would be able to login right away to their LMS using the LMS button in the SMS without being required to always enter their password. 
  7. Auto Create User in LMS - Select from the dropdown if you would like to Auto create the user in the LMS. If they are not in the LMS yet, when YES is selected, this will automatically create the user in the LMS with their email address as their username.  
  8. LMS Role - select the LMS role for the user when their LMS account is auto-created. 
    1. Manager 
    2. Course Creator
    3. Mentor
  9. LMS Trainer Role - Select from the dropdown the type of LMS Trainer Role for the user. If no selection is made in this field, the system will use the RTO Default LMS Trainer Role selected in Settings Page. 
    1. Manager
    2. Trainer
    3. Mentor
    4. Students
  10. Privacy Filter - toggle to select if user will have access to Student details. When YES is selected, User will not be able to see student details. 
  11. Enable Two Factor Authentication  - settings to enable the 2FA in the system for the user. When toggled to YES, user will be required to set up their Two Factor Authentication and use this when logging in. 
  12. Active - The student will set to active when this toggle is enabled.


3. Complete the General Information section. The information here is not mandatory, except for First Name, Surname, and Email Address. The Email Address must be unique.

4. Fill up the Additional Information section. 

5. Once done, scroll to the top of the page and click Save to add the user to the SMS.
Info
NOTE: Users can update their details in the General Information and Additional Information section from their own portal access by going to the Profile Icon on the upper right corner and selecting Profile. 
WarningIMPORTANT: Your User details and information are all accessible and can be viewed by all users with the Admin system access. 

In this tutorial, you've learned wow to add a user in the SMS.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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