How to Manage Employees & Students

Organisation administrators can manage employee and student accounts, assign roles, configure access, and update login settings. This guide explains how to handle these user types in the Prowise Management Portal.

Accessing User Management

1. Go to account.prowise.com.

2. Sign in with an Organisation Admin or School Admin account.

3. Navigate to User Management.

Important: We strongly advise against manually editing users that have been imported from an external source. Instead, we recommend running the import again and letting the external source be the single source of truth. Some fields may not be editable when the users are imported. Contact Prowise Service if you prefer to use this method.

Step-by-Step: Importing Employees or Students

A. Importing Users in Bulk

1. Open User Management > Employees OR Students.

2. Click Import Users.

3. Download an example file (Excel, CSV) if needed.

4. Prepare your file with user details.

5. Click Browse... to upload your file.

6. Click Next and follow the prompts to complete the import.

Step-by-Step: Managing Employees

A. Adding an Employee

1. Open User Management.

2. Click Add User and select Employee.

3. Enter the required details:

   • Email Address (must be unique within the organisation).

   • First Name, Middle Initial (optional), and Last Name.

4. Assign organisation-wide permissions if necessary:

   • Management Folder: Define file management rights (No access, Read only, Save and open files, Folder management).

   • Package Manager: Enable if the user should have admin-level permissions.

5. Assign school level permissions per location if necessary:
   
   • Location Folder: Define file management rights (No access, Read only, Save and open files, Folder management).

6. Click Save to create the employee account.

B. Editing Employee Accounts

1. In User Management, select the employee to edit.

2. Click Edit and update details such as:

   • Name, email, or assigned locations or groups.

3. Click Save to apply changes.

C. Assigning Employees to Locations and Groups

1. In User Management, select the employee.

2. Go to the Locations tab to assign a school or department.

3. Go to the Classes tab to assign them to specific groups (e.g., a teacher assigned to a class).

4. Click Save to confirm the assignments.

Step-by-Step: Managing Students

A. Adding a Student

1. Open User Management.

2. Click Add User and select Student.

3. Enter the required details:

   • Email Address (if applicable).

   • First Name, Middle Initial (optional), and Last Name.

4. Configure login settings:

   • Login Type: Select Email & Password or Picture Login.

   • Primary Class: Assign a default student group.

   • Parental Consent Settings: If necessary, mark restrictions on monitoring.

5. Click Save to create the student account.

B. Editing Student Accounts

1. In User Management, select the student to edit.

2. Click Edit and update details such as:

   • Name, email, or login type.

   • Adjust group/class assignments.

3. Click Save to apply changes.

C. Changing a Student to an Employee

1. In User Management, select the student.

2. Click Change to Teacher/Employee.

3. Confirm the role change.

4. Click Save to finalize the transition.

D. Unlocking Locked Student Accounts

If a student account is locked due to multiple failed sign-in attempts:

1. Open User Management.

2. Locate the student account.

3. Click Unlock Account.

4. Confirm the action to restore access.

Next Steps

Now that you have configured employees and students, explore additional management tasks:

• How to Manage Organisation Settings & Policies

• How to Manage Locations (Schools, Departments)

• How to Manage Groups (Teams, Classes)