Tool Search: User Account Batch Wizard
The User Account Batch Wizard allows users to batch create student and staff user accounts using the census email address or a username pattern, enable student and staff user accounts, disable student and staff user accounts, force a password reset for student and staff user accounts, and add or remove user groups for user accounts en masse.
Accounts can be modified for all students or staff within a selected school(s) or for specific users. You can also preview the changes that will be made prior to initiating modifications within Campus.
This article includes the following topics:
This tool does not feature the ability to delete user accounts en masse. This option is not available due to the dangers mass deleting user accounts can introduce throughout Campus. Instead of deleting accounts, users are encouraged to disable them. If users have forgotten their account usernames and/or passwords, they are encouraged to use the Forgot Your Username? and Forgot Your Password? recovery options found on the Campus login page.
Image 1: User Account Batch Wizard
In order to access the User Account Batch Wizard, you must be granted the Student Information System Product Security Role.
Enabling Student and Staff Accounts
The Enable Account option allows you to enable user accounts for all students or staff within a school(s) or for specific set of users. See the following sections below for more information.
- Enable User Accounts for All Students or Staff in a Selected School(s)
- Enable User Accounts for All Selected Students or Staff
Image 3: Enabling Accounts
Enable User Accounts for All Students or Staff in a Selected School(s)
To enable all user accounts for all students or staff within a selected school(s):
- Select an Account Type.
- Students - Select this option to enable student accounts within the selected school(s).
- Staff - Select this option to enable staff accounts within the selected school(s).
- Select a Change Type of 'Enable Account'.
- Mark the Enable user accounts for all students in the selected school(s) OR Enable user accounts for all staff in the selected school(s) radio button.
- Select which school(s) will have user accounts enabled. To select multiple schools, hold the CTRL button while selecting each school.
- To preview a list of all user accounts that will be enabled, click the Preview Changes button. A report will appear in CSV format.
- To initiate the enabling of student or staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts enabled (see Image 6).
Student Accounts - Accounts will be enabled for students who currently have a disabled user account and have a current or future enrollment record in the selected school(s).
Staff Accounts - Accounts will be enabled for staff members who currently have a disabled user account and have a current district assignment record in the selected school(s).
| Student Accounts | Staff Accounts |
|---|---|
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Enable User Accounts for Selected Students or Staff
To enable user accounts for a specific student or staff:
- Select an Account Type.
- Students - Select this option to enable specific student accounts within the selected school(s).
- Staff - Select this option to enable specific staff accounts within the selected school(s).
- Select a Change Type of 'Enable Account'.
- Mark the Enable user accounts for selected students OR Enable user accounts for selected staff radio button.
Enter search criteria for the student or staff member (e.g., Last Name, First Name, Gender, Grade) or staff (e.g., Last Name, First Name, Title, Role) and click the Search button. Users matching search criteria will appear in the window on the right.
Search results are district-wide.
- In the B. Select a person to add to edit list window, select the name of each person who will have their user account enabled. When a person is selected, their name will appear in the C. Click on a person to remove from list window.
- To preview a list of all user accounts that will be enabled, click the Preview Changes button. A report will appear in CSV format.
- To initiate the enabling of student or staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts enabled (see Image 6).
Student Accounts - Accounts will be enabled for selected students who currently have a disabled user account and have a current or future enrollment record.
Staff Accounts - Accounts will be enabled for selected staff members who currently have a disabled user account and have a current district assignment record in the selected school(s).
| Student Accounts | Staff Accounts |
|---|---|
|
|
Below is an example of the CSV report that will generate once the Save Changes button is selected (Image 4).
Image 4: Example of the Enabled Accounts Report
Creating Student Accounts
The Create Account option allows you to create user accounts for all students within a school(s) or for specific students. Options are available for determining how username and passwords are automatically created, as well as the default homepage (Campus Portal, Campus Student).
See the following sections below for more information about setting up each option:
- Username
- Password
- Homepage
- Authentication Type
- Create User Accounts for All Students in a School or Select Students
When using the Create Account option, accounts will only be created for students with a current or future enrollment record who do not have an existing user account within the district. If the student transfers between schools in the same Campus district, they will retain the same student account.
Username
Usernames are generated based on two available options: the email address of the student (existing on the Demographics tab) or a pattern used to create usernames for each account. The table below describes each option.
| Field | Description |
|---|---|
Use census email as account username
| Selecting this option means usernames will be generated to match the email address listed in the Email field on the student's Demographics tab (see below). If you would like to remove the domain from usernames generated from a student's census email address, mark the Exclude email domain in username checkbox. For example, if the user's email address is 'joetester@email.com', his generated Campus username would be 'joetester'. Usernames created via email account do not qualify for collision resolution. If the email address is missing or is already taken by an existing user account, the user account will not be created.
Once the user account has been created, the user will enter their email address as their username for logging into Campus via the Campus login screen (see below).
|
Use a pattern to generate username for each account created
| Selecting this option allows you to designate a pattern for how usernames are generated for each account. For example, using the criteria entered in the picture to the left (Last Name, First Name, Student Number), if the student's name is John Doe with a student number of 123456789, he would log in with a username of Doe.John.123456789
|
Authentication Type
The Authentication Type determines how users of the generated accounts will log into Campus.
This option will only appear if LDAP or SAML are configured in Campus. If hidden, the default authentication type is Local Campus Authentication.
|
|
Password
When determining how user account passwords are created, you have the following two options:
This section is not available if the Authentication Type is set to LDAP or SAML as account passwords are controlled and managed via your IDP.
| Field | Description |
|---|---|
Randomly generate password for each account created
| Selecting this option means Campus will randomly generate a unique password for each account created. For more information about communicating usernames and helping users log into their new account, please see the following articles: If generating random passwords for users, it is critical you follow the steps detailed in the article linked above. This is the only way to properly have a users log in and set their own password if a random password was established by Campus. |
Use a pattern to generate password for each account created
| Selecting this option allows you to designate a pattern for how passwords are generated for each user account created. In the example to the left, based on the criteria (Last Name, First Name, 10 characters), a user named Nate Student would have a password of 'studentnate'. When automatically creating new student user account passwords containing portions or a combination of a student's PII (Personally Identifiable Information), you do so at your own risk. Often much of a student's common PII attributes are public knowledge and can be easily ascertained. Please ensure the utmost due diligence when distributing communication of a password containing portions or combinations of student PII to the applicable student(s). |
Homepage
Once Username and Password criteria has been established, determine the Homepage of the accounts. The Homepage indicates whether the student will have access to Campus Student or the Campus Parent Portal. Select Campus Student.
For example, if the Homepage is set to 'Campus Student', each generated student account is defaulted to a Homepage value of 'Campus Student Portal', meaning they will be sent to Campus Student when logging into Campus. This value is set on the student's User Account tab.
Create User Accounts for All Students in a School or Select Students
Once Username, Password, and Homepage criteria is set, you must determine which students will have user accounts created. User accounts can be created for all students within a selected school(s) or for a specific set of students. See the following sections below for more information about these two options.
All accounts created require a password change upon first login.
For more information about creating letters and emails to inform users of their new user account, see the Informing Users of Newly Created User Accounts section below.
To create user accounts for all students within a selected school(s):
- Select an Account Type of 'Students'.
- Select a Change Type of 'Create Account'.
- Set Username, Authentication Type, Password, and Homepage criteria (as described in the sections above).
- Select which school(s) will have all student user accounts created. To select multiple schools, hold the CTRL button while selecting each school.
- To preview a list of all user accounts that will be created, click the Preview Changes button. A report will appear in CSV format.
- To initiate the creation of student user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts created.
To create user accounts for a specific student or set of students:
- Select an Account Type of 'Students'.
- Select a Change Type of 'Create Account'.
- Mark the Create user accounts for selected students radio button.
Enter search criteria for the student (e.g., Last Name, First Name, Gender, Grade) and click the Search button. Students matching search criteria will appear in the window on the right.
Search results are district-wide.
- In the B. Select a person to add to edit list window, select the name of each student which will have their user account created. When a student is selected, their name will appear in the C. Click on a person to remove from list window.
- To preview a list of all user accounts that will be created, click the Preview Changes button. A report will appear in CSV format.
- To initiate the creation of student user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts created.
Below is an example of the CSV report that will generate once the Save Changes button is selected (Image 10).
Creating Staff Accounts
The Create Account option also allows you to create user accounts for all staff within a school(s) or for specific staff members. Options are available for determining how usernames are automatically created, as well as the default homepage (Campus Tools, Campus Instruction).
See the following sections below for more information about setting up each option:
- User Groups
- Username
- Authentication Type
- Password
- Homepage
- Create User Accounts for All Staff in a School or Select Staff Members
When using the Create Account option, accounts will only be created for staff members with a current district assignment who do not have an existing user account within the district.
User Groups
User Groups can be automatically assigned to all newly created staff user accounts within a school or for a specific set of staff members. This functionality is useful for using user groups to mass assign tool rights and calendar rights for new user accounts and prevents the need to manage and assign these rights on a person by person basis.
User Groups are broken into the three following categories:
- Tool Rights Groups - These groups only contain tool rights and do not assign calendar rights.
- Calendar Group - These groups only contain calendar rights and do not assign tool rights.
- Mixed or Empty Group - These groups assign a combination of tool and calendar rights or they are blank and contain no calendar or tool rights at the moment.
By separating user groups into these categories, users have a better understanding of what types of rights will be assigned and can easily identify and sort through different user groups when assigning.
To select user groups for staff accounts being created:
- Select an Account Type of 'Staff'.
- Select a Change Type of 'Create Account'.
- Search for a User Group by first selecting the Group Type. Only user groups of this type will appear in search results.
- Enter the Group Name being searched. Only user groups of the selected type which matches the group name entered will appear in search results.
- Click the Search button. Search results will appear in the Click on a group to add to the list window on the right.
- Select which groups will be assigned to these new accounts. Selected groups will appear in the Click on a group to remove from list window.
- Repeat steps 1-6 If additional tool rights groups, calendar groups, or mix user groups should be added.
- Once all groups have been selected, move on to the Username section below.
Username
Usernames are generated based on two available options: the email address of the staff member (existing on the Demographics tab) or a pattern used to create usernames for each account. The table below describes each option.
| Field | Description |
|---|---|
Use census email as account username
| Selecting this option means usernames will be generated to match the email address listed in the Email field on the staff member's Demographics tab (see below). If you would like to remove the domain from usernames generated from a staff member's census email address, mark the Exclude email domain in username checkbox. For example, if the user's email address is 'joetester@email.com', his generated Campus username would be 'joetester'. Usernames created via email account do not qualify for collision resolution. If the email address is missing or is already taken by an existing user account, the user account will not be created.
Once the user account has been created, the user will enter their email address as their username for logging into Campus via the Campus login screen (see below).
|
Use a pattern to generate username for each account created
| Selecting this option allows you to designate a pattern for how usernames are generated for each account. For example, using the criteria entered in the picture to the left (Last Name, First Name, Staff Number), if the staff member's name is John Doe with a staff number of 123456789, he would log in with a username of Doe.John.123456789
|
Authentication Type
The Authentication Type determines how users of the generated accounts will log into Campus.
This option will only appear if LDAP or SAML are configured in Campus. If hidden, the default authentication type is Local Campus Authentication.
|
|
Password
This section is not available if the Authentication Type is set to LDAP or SAML as account passwords are controlled and managed via your IDP.
For more information about communicating usernames and helping users log into their new account, see the Informing Users of Newly Created User Accounts section below.
If generating random passwords for users, it is critical you follow the steps detailed in the article linked above. This is the only way to properly have a users log in and set their own password if a random password was established by Campus.
Homepage
Once User Group and Username criteria has been established, determine the Homepage of the accounts. The Homepage indicates whether the staff will default to Campus Tools or Campus Instruction when logging in.
Image 14: Setting the Homepage
For example, if the Homepage is set to 'Campus Instruction', each generated staff account is defaulted to a Homepage value of 'Campus Instruction', meaning they will be sent to Campus Instruction when logging into Campus. This value is set on the user's User Account tab.
Image 15: Example of Where the Homepage Value is Set Within Campus
Create User Accounts for All Staff in a School or Select Staff Members
Once User Group, Username, Password, and Homepage criteria is set, you must determine which staff members will have user accounts created. User accounts can be created for all staff within a selected school(s) or for a specific set of staff members. See the following sections below for more information about these two options.
All accounts created require a password change upon first login.
For more information about creating letters and emails to inform users of their new user account, see the Informing Users of Newly Created User Accounts section below.
To create user accounts for all staff within a selected school(s):
- Select an Account Type of 'Staff'.
- Select a Change Type of 'Create Account'.
- Set User Group, Username, Authentication Type, Password, and Homepage criteria (as described in the sections above).
- Select the Create user accounts for all staff in the selected school(s) radio button.
- Select which school(s) will have all staff user accounts created. To select multiple schools, hold the CTRL button while selecting each school.
- To preview a list of all user accounts that will be created, click the Preview Changes button. A report will appear in CSV format.
- To initiate the creation of staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts created.
Image 16: Creating Accounts for All Staff Members in a School
To create user accounts for a specific staff members:
- Select an Account Type of 'Staff'.
- Select a Change Type of 'Create Account'.
- Set User Group, Username, Password, and Homepage criteria (as described in the sections above).
- Select the Create user accounts for all selected staff radio button.
Enter search criteria for the staff member (e.g., Last Name, First Name, Gender, Title, etc) and click the Search button. Staff members matching search criteria will appear in the window on the right.
Search results are district-wide.
- In the Select a person to add to edit list window, select the name of each staff member which will have their user account created. When a staff member is selected, their name will appear in the Click on a person to remove from list window.
- To preview a list of all user accounts that will be created, click the Preview Changes button. A report will appear in CSV format.
- To initiate the creation of staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts created.
Image 17: Creating Accounts for Specific Staff
Below is an example of the CSV report that will generate once the Save Changes button is selected (Image 18).
Image 18: Example of the CSV Report Detailing Created Accounts
