View and Manage Users

> View Existing Users

It is extremely important to keep the list of your school’s Clearinghouse contacts up to date. This ensures that essential communications from the Clearinghouse are received by your institution and that your information remains secure and accessible only to the appropriate parties.

To view your existing users (only for user/service administrators):

1. Select the Account Management tab and then click Manage Users under the Account Tools menu.

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2. Review the user administration terms and conditions and click I Accept, before you can view the Manage Users page.

3. A list of the current contacts at your institution, their respective areas of responsibility, and their Web user ID are displayed. Use the scroll bar to see the full list.

For an explanation of the various responsibility types, see the User Role Types topic.


> Manage Users

Under the Manage Web Users option, you can make updates to Web user contact information, reset passwords, and activate/deactivate Web accounts.

To edit an existing user:

1. Select the Account Management tab and then click Manage Users under the Account Tools menu.

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2. Review the user administration terms and conditions and click I Accept, before you can view the Manage Users page.

3. You’ll see the complete list of all user accounts. To make changes to an account, click on the contact’s name.

4. To update personal details, edit the fields under the “Personal Information” section.

5. To update his or her service roles, you can check or uncheck any of the options under the Roles column. If you hover your mouse over each role, you will see a brief description.

6. Under “Account Details,” you’ll see the current account status for this person. To delete an old account that is no longer being used, click Delete User Profile. If you need to reassign a required role, you will be prompted to do so.

7. Click Submit to save all changes.

For an explanation of the various responsibility types, see the User Role Types topic.


> Add a New User

Only your Clearinghouse user/service administrator can add a new user account. To create an account for a new Web user using the Account Management tab:

1. Select the Account Management tab and then click Manage Users under the Account Tools menu (only available for the user administrator).

VS_commercial_acct_tools_menu_Aug2012.png

2. Review the user administration terms and conditions and click I Accept, before you can view the Manage Users page.

3. Select Create a New User, which appears on the bottom-right corner of the screen.

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4. Enter the requested contact information for the user (all fields are required).

5. Click Submit >.

6. A popup window will notify you that the new user has successfully been saved. Click OK.

7. Once the new user’s personal information is added, you’ll be prompted to add Roles and Web ID (if Web-related roles are selected).

For an explanation of the various responsibility types, see the User Role Types topic.

Your Web ID is limited to nine characters. Do not include any spaces.

8. Click Submit > to save the changes.


 

> View Deleted Users

The user/service administrator (if your institution has a Clearinghouse account) has the ability to view a list of your deleted users.

To view a list of deleted users:

1. Click either the Account Management tab or Edit Your Account under the right menu (you can also click the “My Account” link in the upper-right corner).

2. Select View Deleted Users under the Account Tools menu (this option is only available for the user or service administrator).

VS_commercial_acct_tools_menu_Aug2012.png

3. A list of the deleted contacts from your institution is displayed. In it, you’ll find their Web IDs, their deletion dates, and the Web ID of the person who deleted each user. This page can be filtered or sorted.

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This page is automatically sorted by time stamp from newest to oldest.


 

> User Role Types

To help you select the appropriate user role(s) for each contact account, please review the following descriptions as you manage your users.

Schools can only have one contact assigned to role types that are marked with an asterisk (*).

StudentTracker

  • Billing*: He or she receives invoices for the StudentTracker® service.
  • ETX: Contact for Electronic Transcript Exchange.
  • Executive*: He or she manages the contractual relationship.
  • FTP: Submits student files through the secure FTP website. Receives emails for FTP activity. Requires a Web ID.
  • Other: Contact whose role or job title is unknown.
  • Reports: He or she works with and generates reports. Requires a Web ID.
  • Service Administrator: Authorizes and manages user access to the StudentTracker® service. Requires a Web ID.
  • Technical: He or she uploads test files via the StudentTracker® for High Schools home page, and creates/edits files for submission. Requires a Web ID.
  • User Administrator: This person can designate, manage, and remove user access to the organization’s secure Clearinghouse accounts, and can update contact information for non-Web users. By submitting requests, the user administrator authorizes the Clearinghouse to process them. Requires a Web ID.

Helpful Reminders & Tips

> Required Roles
  • Billing
  • Reports
  • Service Administrator
  • User Administrator
> Tips
  • Once deleted, a user can be added back manually, if needed
  • User IDs cannot be reused

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