How to Allow Creating of System User and Student with the Same Email Address

Overview

In the Student Management System (SMS), system users refer to Admin and Trainer users who added on the People page. Admin users have administrative rights, allowing them to add or edit SMS settings, create programs, manage events schedules, enrol students, create payment plans much more. They can also be assigned as Trainers if they are conducting training sessions.

There may be instances where your system users (Admins or Trainers) also need to access the SMS as a Student. For example, they might be undertaking a course offered by your organisation or they wish to understand what students can view when accessing the system with Student access.

By default, system users can gain student access by being enrolled or set up with a separate email address. However, this approach may not be the most efficient in all situations, as it requires multiple email addresses and additional steps for logging in.

To address and acknowledge the need to have dual-role access for some of your users/students, this tutorial will guide you on how to set up the system to add a System User as a Student while using the same email address. This setup offers the convenience of easily switching between Admin/Trainer and Student access.

NOTE: This feature is only available for users within your SMS site and not for Admins/Trainers added as Company Contacts. 

 

Step Tutorial

Enabling System User and Student

1. From the sidebar menu, go to Administration > Settings > then Details tab. 

2. At the bottom of the page, locate the toggle for "Allow User to be a System User and Student". Enable this toggle to allow you to set up your users with dual-role access. 

How it Works

1. When toggle is turned OFF (disabled), System Users will need to use a different email address when enroling as a Student. 
   
2. When toggle is turned to ON (enabled), the same email address can be used when creating a System User and enroling as a Student.

NOTE: This feature only allows for using the same email address when used for different access type (System and Student). Same email addresses cannot be used for creating similar access type e.g. adding an Admin role access and Trainer role access with the same email address (System User + System User) or adding two students with the same email address (Student + Student).  

Logging in as a Student when logged in as Admin/Trainer

When logged in as a System user (e.g. Admin or Trainer role), users can quickly switch to their Student login from the Profile page.

1. From the Dashboard, navigate to the upper-right corner of the page then click the user profile icon then select Profile from the dropdown list. 

2. In the Profile page, if the logged in user has an existing student access using the same email address, the button "Login as a Student" will appear. Clicking on this button will automatically log the user to their system access as a student.

Switching logged in profile from Student to System User

1. From the student page, navigate to the upper-right corner of the page then click the user profile icon then select Profile from the dropdown list. 

2. Click "Log in as [User]". The button will specifically indicate which user role is available for the student. 

NOTE: Using this feature will automatically log in the user to their student or system user account without requiring password entry. 

 

And that’s how to allow creating of system user and student with the same email address 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 us via email at support@eskilled.com.au.

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