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Student user accounts

Who this is for​

  • School administrators managing Conduct Keeper at a single school (tenant)
  • Focus: student records, student user accounts, and secure lifecycle

At‑a‑glance​

  • Student and user accounts are separate. A user account can be linked to a student record.
  • Manual add: create the student record, then create and link a user account to that student.
  • Bulk import: CSV can create/update students and (optionally) create or link user accounts when Email is provided.
  • Passwords generated by import meet complexity requirements; prefer forcing reset on first login.
  • School‑scoped: all operations apply only to your school.

What linking a user to a student does​

  • Allows a student to sign in and see only their own information
  • Enables student-specific permissions when the Student role is assigned
  • Keeps access and notifications scoped to the correct student
  • Does not merge records: the student record and the user account remain separate but connected

Methods to add student accounts​

A) Manual (UI)​

  • Create Student: Admin > Students > Add
  • Optionally create/link User: Admin > Users > Add User; set First/Last/Email; link to the Student in the association field; assign the Student role

C) Bulk CSV import (preferred for many students)​

  • Prepare CSV (UTF‑8)
ColumnRequiredNotes
StudentCodeYesUnique student code within your school
FirstNameYesStudent first name
LastNameYesStudent last name
GradeLevelYesMust match an existing grade level in your school
StatusNoOne of: Active, Inactive, Expelled, Probation (defaults to Active)
EmailNoIf provided, importer will evaluate user account actions
  • Run a Preview first to validate data and review actions (no changes made)
  • Execute import to apply changes when the preview looks correct
  • Optionally inactivate students missing from the file (safe alternative to deletion)

Importer: user account actions (when Email is present)​

  • CreateUser: Create a new user and link it to the student; assigns the Student role
  • AssociateUser: Link an existing user (by email) to the student
  • UpdateUserRole: Ensure the existing user has the Student role and is linked to the student
  • NoUserAction: No changes to user accounts

Default password generation (import)​

  • Random 12‑character password
  • Includes at least one uppercase, lowercase, digit, and special character
  • Characters are shuffled to avoid predictable patterns
  • Security recommendations
    • Require password change on first login
    • Prefer SSO/IdP for student accounts when available; confirm email verification policy
    • Use least‑privilege: only assign the Student role to student accounts
  1. Go to Admin > Students
  2. Open the student’s details
  3. Select Link user account
  4. Choose an existing user by email, or create a new user and link it
  5. Assign the Student role and save
  • Change linked user: open the student, choose Change linked user, select a different user, and save
  • Remove the link: open the student, choose Remove link, and save
  • You can also manage the association from Admin > Users by editing the Student link field

Account lifecycle management​

  • Create
    • Manual: Add Student, then create/link User; assign Student role
    • Bulk: CSV Preview → Execute (creates/updates students; creates/associates users when Email provided)
  • Update
    • Students: names, grade level, status, code, attributes
    • Users: names, roles, link to student, avatar
  • Deletion vs. inactivation
    • Students: prefer Status changes (e.g., Inactive) over deletion for auditability; importer can inactivate missing students
    • Users: deleting a user does not delete the student; dissociate or deactivate per policy
  • Status changes (Students)
    • Allowed values: Active | Inactive | Expelled | Probation
    • Status is validated and tenant‑scoped

Tenant awareness and constraints​

  • All changes apply only to your school’s instance
  • Emails must be unique within your school
  • Grade levels and roles are school‑specific; ensure values exist before import

Troubleshooting​

  • Import preview shows unexpected user action
    • Confirm Email column values and existing user accounts in Admin > Users
    • Ensure the CSV GradeLevel matches an existing value in your school
  • Duplicate student codes
    • Ensure StudentCode is unique per school before executing
  • User not linked after import
    • Verify the email is correct and not used by another role/account; re‑run with correct Email
  • Use Preview before Execute for every import
  • Enforce first‑login password reset for generated passwords
  • Prefer SSO/IdP; limit local passwords
  • Assign only the Student role to student accounts
  • Review tenant scoping; do not reuse CSVs across schools
  • FAQ
  • User Guides (for day‑to‑day operations)