This article will explain how to add, invite, deauthorise and change the permission settings for users in a Carousel Platinum account with MIS integration. The actions outlined below can be carried out by anyone with Admin or Owner status.
Incorporating Existing Carousel Users
Adding Users
- Navigate to the ADMIN area of your account by selecting MY ACCOUNT from the dropdown menu in the top right corner of your account.
- Select the USERS tab to display the USERS table.
Adding an Individual Teacher:
- Click the ADD USER button to open the modal.
- Search for the user's email address and click to select it.
- Select the permission setting (User or Admin).
- Confirming by pressing ADD USER.
- The member of staff will appear in the USERS table, please note they will not be able to access the account until they have been sent and accepted their invitation.
Adding Multiple Users:
- Click 'ADD ALL TEACHERS' to populate the USERS table with the email addresses of all teachers.
- Confirm that you wish to add all the teachers if you wish to continue, or go back to add teachers individually.
Inviting Users
After adding the teachers they will need to be invited to the account in order to access it.
There are 3 ways to invite the teachers in the USERS table.
- Select INVITE from the actions menu (3 dots) beside the name of the teacher would like to invite to the account.
- Tick the box beside the names of multiple teachers in the USERS table and then press INVITE SELECTED.
- Tick the box in the column header to select all uninvited teachers and then INVITE SELECTED to issue the invitation to them
The link will be emailed to them and will last 72 hours, a new invitation will need to be generated if the link expires.
Checking User Status
In the USER table you can check the 'STATUS' of a teacher. The options are:
- ‘NOT INVITED YET’ means that an invitation needs to be sent, in order to add this user to the Platinum subscription.
- 'SENDING' means the invitation has been sent but has not yet been delivered. If the status remains as 'sending' for more than a few minutes, please check the email address is valid.
- ‘INVITED’ means that the invitation has been sent but the user has not yet logged in. If they were invited more than 72 hours ago, the invitation will need to be resent.
- ‘ACTIVE’ means that the user has logged in.
- ‘DEAUTHORISED’ means a user was previously active but has been deauthorised.
You must deauthorise teachers who leave the school for GDPR compliance.
Changing User Permissions
The permission level of a teacher can be changed by selecting EDIT from the actions menu (3 dots).
Users are able to access their own Dashboard, the Community and the Analysis area.
Admin are, in addition, able to run a manual sync with the MIS to bring in the latest data, access and manage USERS and SUBJECT MAPPING, and view the STUDENTS table.
Deauthorising Users
If a member of staff leaves the school you will need to deauthorise them, this will stop them being able to access Carousel and will remove them from your count of active users.
Deauthorising an individual teacher:
- Navigate to the USERS table.
- Select DEAUTHORISE from the actions menu (3 dots) beside the users name.
Deauthorising an multiple teachers:
- Navigate to the USERS table.
- Click the DEAUTHORISE LEAVERS button at the top of the table.
- You will be asked to confirm the deauthorisation. This will deauthorise any 'active' Carousel users that are no longer in, or active in, the school's MIS.
Reauthorising Users
To view and manage deauthorised users:
- Toggle the switch at the top of the USERS table.
- Filter the status column, or search by name to find a particular user easily.
- REAUTHORISE a teacher if required by selecting the option in the actions menu (3 dots).
- A 'leaver' must be activate in the MIS before they can be reauthorised.
Incorporating Existing Carousel Users
- Users that have previously created an Individual Carousel account (e.g. our Gold and Silver subscriptions), can be added in the same way you would another new user. When you send them the ‘Invite’ email, they will just need to follow the link and re-enter their password to join the Platinum account. Their existing quizzes will appear in a new tab in the My Quizzes dashboard called ‘Quizzes (migrated)’, however they will be permanently locked so they may request the invitation is resent when they don't have active homework set. If a teacher wishes to re-use the content of that quiz, they can duplicate it to their active Quizzes dashboard.
- If a you are part of a MAT, teachers can be associated with more than one organisation; they will appear on the Add User list of any school they are in the MIS of, and can be invited to join other organisations in the same way new users are added.
- Teachers with access to multiple Platinum accounts, using the same email, can toggle between the school accounts via a drop-down in the top-right corner.
- Question Banks operate independently of the organisation, so when a teacher toggles between schools, they will see the same Question Banks on their dashboard (unless it has the audience of 'School').
- All other data, such as classes and quizzes, are be school-dependant, so a teacher will only see the Classes and Quizzes of whichever school they have selected.
Help!
An email isn't on the list!
If a staff member's email does not appear in the list, please check that they haven't been previously deauthorised (see below). If not available in 'deauthorised users' we recommend speaking to whoever manages your school's MIS to ensure the email is in the staff member's profile in the MIS with the email label 'work' and that their employment dates make them a 'current' employee. The email should appear in Carousel 24-48 hours after the MIS is updated.
An email address in Carousel is wrong!
Don't worry! The email address can be updated!
If the teacher hasn't been added to the USERS table yet, ask whoever manages to make the change in the MIS and we'll sync the corrected email into the ADD USER list overnight.
If you have already added the teacher to the account, check with your MIS manager that the email is now correct in the MIS and then contact help@carousel-learning.com with the details of the adjustment that needs to be made and our Dev team will update Carousel.
The email has been updated in the MIS but it is still wrong in Carousel.
Wonde picks up data from your MIS every 3-4 hours and makes it available to us, you can try to sync using the SYNC button in the STUDENT area later the same day, otherwise we will sync the change overnight. If the teacher has already been added to the USERS table with the wrong address, we will need to make the change manually in Carousel, drop us an email so we can sort it for you - help@carousel-learning.com.
A teacher can see a Silver or Gold account instead of Platinum when they login!
This sometimes happens when a teacher sets up an account separately rather than accepting the invitation to join the Platinum account. It can also happen if the link in the invitation has expired (after 72 hours) or they have made a spelling mistake when logging in and have set up a second account in error. If their status in the user table is 'Invited' rather than 'Active', simply resend their invitation and remind them to accept it in the 72 hour window.
If the email address on the account is definitely spelled correctly, and their Platinum profile shows as 'Active' but they can only see an Individual account, please contact help@carousel-learning.com
The 'Owner' has left but I can't deauthorise them!
As the 'Owner' is the lead contact and anchor for the account they can only be deauthorised by Carousel. If you need to update the Owner of the account, contact help@carousel-learning.com and we will make the changes for you. As Admins have all the same access permissions, any Admin can manage the day to day tasks in the meantime.
I can't deauthorise a teacher in the USERS table.
Only 'Active' users can be deauthorised. Users that were never invited, or never accepted their invitation cannot be deauthorised (as they were never authorised!). Rest assured, these users can't access the Carousel account. We suggest using the ordering function in the status column of the USERS table to view 'Active' users more easily. It is not possible to 'delete' users from Carousel.
If you need further help or advice on managing users in Carousel, please contact help@carousel-learning.com
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