Creating New Student Portal Accounts

Modified on Wed, Jun 10 at 1:22 PM

Options for Creating Student Portal Accounts

CONTENTS

Before You Begin
Auto-Create Student Accounts with the Student User Manager Task (Recommended)
Import Student Accounts from an Excel File
What is the URL of our Student Portal?

Before You Begin

There are two ways districts can bulk create Student Accounts:

Utilizing the "Importing Logon Ids" import tool via Parent Access>Setup>Users>Import
Utilizing the the Student Module User Manager task (Recommended)

Genesis recommends #2 to ensure the student receives a Portal Account by using the student's school-issued email address as the account username. This also takes care of granting new students access to the portal automatically, as this task runs daily.

Once they are imported/created, any created portal accounts will be listed in the same search as the guardian accounts: Parent Access > Setup > Users

PLEASE NOTE: Use of the Student Module User Manager task requires student email addresses to be stored on the student's record before it can use them to automatically create accounts. Read this article to learn about the suggested method for mass importing student email addresses into Genesis: Mass Import Student Email Addresses

Auto-Create Student Accounts with the Student User Manager Task (Recommended)

The Student Module User Manager Task can be set up and enabled in Core > Scheduler.

This is a task that can be set up to mass-create student accounts automatically. Click here for more information.

There are scenarios written out on the Student Module User Manager task page to assist districts in setting it up.

If the students do not yet have email addresses added to their Genesis contact records, please read the following to learn of the possible methods for mass-importing them: Mass Import Student Email Addresses

NOTE: You can run this task in a Simulation mode. Doing this will log everything it will do the log file so that you can review it and make sure it is going to do what you expect it to do. So, if you check off Simulation Mode and save the screen, when you run the task, you can click into the "Log" on the task to see what would have been created/updated.

Import Student Accounts from an Excel File

Go to Parent Access>Setup>Users Import.
Review the information listed on the first import tool on that screen.
Create an excel file with the proper headers. The district is responsible for creating an excel file with all of the info (LOGONID, USER_TYPE, LAST_NAME etc.)
1. PROPER HEADERS =
  1. The following columns must exist (in any order): (LOGINID or LOGONID)
  2. The following columns are optional: LAST_NAME, MIDDLE_NAME, FIRST_NAME, CONTACT_TELEPHONE, MUST_CHANGE_PASSWORD, USER_TYPE, ENABLED, STUDENT_ID, DEFAULT_MODULE, ACTIVE_DIRECTORY and DIRECTORY_LOGON_ID.
To create STUDENT accounts, you MUST include a USER_TYPE column in the file - and THEN have STUDENT filled in for each student record.
When your excel is ready, click "Choose File" and locate the excel on your computer.
Click "Upload File."
You will see a LOG to show you what was imported and what skipped.

PLEASE NOTE! Districts are responsible for creating the excel file to import student portal logon IDs via Parent Access>Setup>Users>Import. The formatting can be found on the screen.

Simply create an excel file, with the proper headers, and add in the logon IDs you have for your students.

To create Parent or Student Portal Accounts, create an excel spreadsheet using the following rules:

The first row must contain header columns (in all capital letters).
The following columns must exist (in any order): (LOGINID or LOGONID).
The following columns are optional: LAST_NAME, MIDDLE_NAME, FIRST_NAME, CONTACT_TELEPHONE, MUST_CHANGE_PASSWORD, USER_TYPE, ENABLED, STUDENT_ID, DEFAULT_MODULE, ACTIVE_DIRECTORY and DIRECTORY_LOGON_ID.
If a record has a USER_TYPE of STUDENT you may then include a PASSWORD column. It is NOT possible to import passwords for any account type other than STUDENT.
THIS IS NOT RECOMMENDED
All other columns are ignored.
The following tasks occur during the processing of the Excel file:
If a logonid already exists; CONTACT_TELEPHONE, LAST_NAME, FIRST_NAME and MUST_CHANGE_PASSWORD can be updated. STUDENT accounts may also update PASSWORD.
If a logonid does not exist; it will be created. Once created, the following happens...
A random password will be generated for this user.
If MUST_CHANGE_PASSWORD column exists; a value of Y will force the password to be changed the first time the user logs in. If the column does not exists; Y is the default.
The FIRST_NAME, MIDDLE_NAME, LAST_NAME, USER_TYPE and CONTACT_NUMBER are used if any of those columns exist.
Valid values for the USER_TYPE column: GUARDIAN, STUDENT, COUNSELOR, VP, or PRINCIPAL.
The process will NOT delete any logons that are not found in the Excel file.
If Enabled is Y the account will be enabled / any other value will disable.
All imported logons will be in lower case.

To help assist, we have a report writer report listed on the Useful Reports page, which can be downloaded to your desktop, and then imported back into your system via Parent Access>Reports>Import.

Please note: the main and most important differences when creating Student Portal accounts en masse with the import tool:
If you are importing an excel file via Parent Access>Setup>Users>Import, the user type (Column: USER_TYPE on the excel file) will need to be STUDENT
The URL students will logon with will point to your STUDENT PORTAL url. If you are an ASP customer, the url should just be: https://students.c1.genesisedu.net/districtname. If you are not an ASP customer, the url may be different.

What is the URL of our Student Portal?

If you are an ASP customer, the url should just be: students.cX.genesisedu.net/districtname

If you are not an ASP customer, the url may be different. Contact Genesis Support for additional details on that.