How to allow creating of System User and Student with the same email address

How to allow creating of System User and Student with the same email address


Overview
In the SMS, system users refer to Admin and Trainer users that are added in the People page. Your Admin users have administrative rights to add or edit SMS settings, create programs, add or edit events schedules, enrol students, create payment plans and a lot more. They can also be set as Trainers in cases where they are also conducting training. There may be instances that your System Users (Admins or Trainers) need to also access the SMS as a Student, for example, they are taking a course your organisation is offering or they would like to have  an understanding of what your student is able to view using the Student access.

By default system users can have Student access by enrolling or setting them up with a different email address. This may not be the most efficient for all situations as it will require multiple emails and additional steps when logging in. To address and acknowledge the need to have dual-role access for some of your users/students, this tutorial will walk you through how to set up the system to allow adding a System User as a Student while using the same email address and provide the convenience of easily switching logins between the two 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 


Step 1. Go to Administration > Settings > Details tab. 

Step 2. Locate the toggle for "Allow User to be 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 or disabled, System Users will need to use a different email address when enrolling as a Student. 
  2. When toggle is turned to YES (enabled), the same email address can be used when creating a System User and enrolling 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. 

Step 1. Navigate to the upper right corner to the drop down besides the user profile picture. Select Profile. 





Step 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



Switching logged in profile from Student to System User


Step 1. Go to the drop-down arrow beside the Profile picture in the Student portal. 

Step 2. Navigate to Profile and click the "Log in as [User]". The button will specifically indicate which user role is available for the student. 



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

Using this feature allows you to create access for your users both for Admin/Trainer account and a Student account using the same email address, providing a more convenient way for them to login to an alternative account and reducing the need for the same user to provide different email addresses for different user profiles. 

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