Video Walkthrough
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As part of ongoing improvements, integrations and account management are handled within Raptor. As a result, the Integrations menu, the +Add button for student and staff, and the Delete account option in a student's profile are not available for Raptor SmartPass schools.
Clicking on Accounts opens two options:
Students ā Displays a list of students with no option to add or delete. Student accounts must be managed through the school's data source.
Admins & Teachers ā Redirects to the User Management page in Raptor. Click HERE to learn more about managing users in the Raptor system.
FYI: We recommend integrating student and staff data. Student and staff (and classroom) rostering is supported by Clever, ClassLink, and SFTP.
Current SmartPass schools will need to change how they roster accounts and classrooms (to Clever, Classlink or SFTP) when they migrate over to Raptor SmartPass.
Adding Accounts
Manually adding individual accounts is quick and easy:
On the Accounts Tab, hit the green +Add button on the top.
Select create a new Standard Account.
Enter the Credentials you would like the user to use to log in, it can be an email or a username. We recommend you use a school email so that notifications can be sent via email if desired. It is suggested you make the password something simple, and allow the staff or student to reset the password after they log in.
Add the role they will have and hit save. Note: Admin must also have Teacher as a role to be able to write passes.
For users without a school-affiliated email address, create an account using their personal email or assign a generic username. Ensure that you specify their role (e.g., Admin, Teacher, or Student) and customize permissions as necessary.
Important: If you are adding a Standard Account as an Assistant for a Substitute teacher, it's imperative to add the teacher they will be acting on behalf of, otherwise, the substitute teacher will not be able to log into SmartPass
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As described above, clicking on Accounts > Admins & Teachers redirects you to the User Management page in Raptor.
Once there, complete the following steps to create a user account:
Click the +Add button on the top right of the page.
Select User in the drop-down menu.
On the next page, fill in the required information in all sections: Personal Details, User Details, Building Details, and Roles and Permissions. Click HERE for a walk-through in adding users - the article goes into detail for each required field.
Once all information is entered, click Save to create the account.
Assistant Accounts
The Assistant role has been retired as part of ongoing system improvements.
Assistant users will still have access but the option to add new assistant accounts is no longer available. Moving forward, assistants / assistant teachers should be added as Teachers.
Upon migration to Raptor SmartPass, Assistant accounts will auto-convert to a Teacher role.
More information to come!
Adding Users Outside the School Domain
SmartPass supports the creation of accounts for external users without a school-affiliated email. Instructions for such additions ensure all individuals can access the platform effectively.
Navigate to the Accounts section in the Admin Dashboard.
Create a new account using a personal email address or generic username.
Assign the appropriate role to the user, ensuring permissions match their responsibilities.
Save the account to finalize the setup.
By addressing these edge cases, administrators can extend SmartPass's functionality more inclusively.
āDeleting, Disabling and Suspending Accounts
Deleting an Account
This will permanently erase all data. Only use this if you never want the user to be able to sign in again.
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Delete Student Account
As mentioned above, the Delete account option in a Student's profile is not available as student accounts must be managed through the school's data source.
Delete Staff Account (User account)
Regarding staff accounts (user accounts), changes can only be made through Raptor's User Management page (clicking Accounts > Admins & Teachers). The option to delete is available only if the account was manually created. If the account was part of your sync (integrations), removal will need to happen on the district's side.
Suspending an Account
This will prevent a student from signing in, and also prevent any staff member from looking the student up or writing them a pass. Use this if you want to prevent a student from having passes written from staff as well and prevent the student from making passes for themselves.
Disabling an Account
This will prevent a student from being able to access their SmartPass, but will still allow for a staff member to look the student up and write them a pass.
On the Accounts page, click on the type of account you want to search and delete (Students, Teachers, Admins, Assistants)
Search for the account you are looking for in the list and click on it.
The profile window will pop up and under the Profile picture circle you will see a green Active button that can deploy a menu if you click on it.
Click whichever action you would like to take.
Note: If you need to add standard accounts in bulk, please reach out to our chat support.
If you need to add users in bulkāsuch as external collaborators or users with personal email addressesāprepare a detailed spreadsheet with the required user information and contact support / chat support for assistance.
FAQ
Why is it telling me this username is taken if I cannot find it in my accounts?
There is an error that has occurred with your sync. Please reach out and we can fix this account for you!
Would an account ever need 2 different roles?
There is only 1 time where you can add 2 roles. You can have the teacher and admin roles together. Every other combination of roles will cause errors with the account.
Can I add more than 1 account at a time?
If you need to add multiple accounts, please reach out to support with a spreadsheet of names and emails for these accounts.