How to set up SchoolFi Users

Users are controlled from the System > Security > Users tab.  Clicking the Search button will bring up all users that have SchoolFi security profiles set up.  Or, you can use the options in the User Search Form section to search for specific users.  

NOTE:  The button User Screen Audit Report can be used when auditors ask for documentation of your security settings in SchoolFi.  This breaks down each screen each user has security access to.  

Add Users

To add a new SchoolFi user, click the Add User button.  

On the popup, create the Logon Id, Last Name, First Name, and then click the Add button.

When the page refreshes, you will be brought to the screen to add additional settings specific to this user.

• Enabled check box - for active users, this box should be checked off to enable their profile.  When a user leaves the district, this box should be unchecked so their profile is disabled.
• Enabled on & Expires on date fields - these are not required, but can be used if desired
• Logon Id - enter the username this user will use to log into SchoolFi.  A popular login ID is the user's first initial and last name.
• Home Screen - optional - by default, when a user logs into SchoolFi they arrive on the Personnel search screen.  You have the option to make any other screen your home screen by using this drop-down to select that screen.
• First and Last Name - enter the user's first and last name in these fields.
• Email Address - enter the user's email address
• User is this staff member - HOT TIP - click the Save Changes button before clicking this button so you don't lose what you have entered so far.  When the button is clicked, the screen refreshes and will clear anything not saved.  Click the Connect to Staff Member button to search for the user and then Assign them.
• Single Sign-on Id - if your district uses single sign-on, enter the ID here.
• Authentication Type - use this drop-down to choose either Password or Single Sign-on, depending on what your district uses
• MFA Provider - leave as SchoolFi
• User must change password on next logon - when you set, or reset, a user's password, check this box and they will be prompted to change their password the next time they login.
• Notes - a blank slate where you can put notes about this user's profile
• Authentication Key - 
• Session expires after this many minutes - if blank, the default is 60 minutes.  If you want the time-out to happen in less time or more time, enter the minutes here.
• Swipe Station - if the district uses our Swipe Stations, use this drop-down to select the station they will be using
• Default Personnel Tab - by default, the user is brought to the Personnel Search screen when using the Personnel tab.  If the user would like to be brought to a different personnel screen, use this drop-down to select that screen.
• Default Staff Search View - on the Personnel Search screen, there are many options for search views.  You can set a default search view if desired by using this drop-down.
• Misc. Rights - these checkboxes do the following: 
  • Allow user to login with a specially crafted URL - This is useful for automating the login to a Swipe Station.  Requires that the same option is also checked on the Setup > Logon Screen screen.
    The login URL would look this: https://teststaff.genesisedu.com/sfsandy/urllogon?logonid=genassist&password=12345678
  • Show Freshdesk icon in toolbar - this should be checked for all users who have access to enter Freshdesk tickets.  This places the icon at the top, right corner of the SchoolFi screen so the user has easy access to click the icon and enter a ticket.
  • Can run reports to an SFTP server- check this if you want to allow this permission to the user.
  • Can run reports to a file on the server - check this if you want to allow this permission to the user.
  • Enable SchoolFi Messaging - should be checked off for all users.  This allows the user to receive emails for any SFMessaging that is set up where this user's role is selected.
  • Access to all Staff Lists - allows the user to access any staff list that has been created where permission to all users is granted.
  • Access to all locations - if not checked, the user can only see data from locations specified below.  If checked, user can see all locations in the district.
  • Change next check/adv numbers - if checked, this user can change check numbers or advisement numbers on the Bank Accounts screens.
  • See staff with no location - if checked, users without access to all locations security will see staff that do not have a location.
  • Rights to share any Staff List - allows this user to share any staff list in the district's library with any other user.
  • Audit tool tips on most screens - this should be checked for all users.  It allows the users to see the tool tips provided on fields/screens throughout the system.  This is very helpful to all users.

Click the Save button

Other Actions:

Set New password - use this button to set a new password for the user.  You can check off the  Ignore password complexity rules checkbox so you can enter anything you want.  Remember to check the "User must change password on next log" check box above if you want to allow the user to change the password to something they want.  

Security Roles:

Use this area to assign and/or remove security roles for this user.  To assign roles, click the Assign Roles button and check off the role(s) to assign to this user.  To remove roles, check off the roles to be removed and then click the Remove Checked Roles button.

Another way to add roles to users is on the System > Security > Roles screen.  Click on the Users button.  A list of SchoolFi users will display and you can check off each person who should receive that role and click the Assign Users button.  You can also remove users from a role by checking off each person and clicking the Remove Checked button

Locations:

Click the Add Location button and use the drop-down to select the location(s) this user is allowed to access.  This is used in conjunction with the Access to all locations checkbox above.  If the checkbox is unchecked, and you use this locations feature, you can limit the user to only those locations they have permission to.

Signature:

Displays the user's signature if they have created one on their profile tab in SchoolFi.

Last 10 Successful Logons:

Displays the last 10 times this user has successfully logged in.

User's Security Role Screens:

An easy way to see a user's security role screen permissions "at a glance" is to use the Effective Rights tab while in the user's profile.  You will see when you're in a user's profile that there are additional tabs available in the light green row of tabs at the top of the screen.  The Effective Rights screen shows the screens the user has access to, and the SF Messaging Subscriptions shows all SF Messaging events this user is subscribed to.