Creating New Student Portal Accounts

Modified on Tue, Feb 27, 2024 at 10:26 AM

How to Create Student Portal Accounts

TABLE OF CONTENTS

Quick Rundown on How You Would Create Student Accounts Using An Excel File with our Import Tool
Creating Student Accounts with the Student Module User Manager Automated Task

Many districts have approached us about how to go about creating "student" portal accounts.

There are two main ways districts can accomplish this:

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

Essentially, when using the "Importing Logon Ids" import tool, the set up for the import is the same between creating "student" accounts and "parent" accounts.

The main difference when using the import tool to create STUDENT portal accounts is to set the USER_TYPE column on the excel file you create must be STUDENT rather than GUARDIAN.

You will still see the new logon IDs via Parent Access>Setup>Users within Genesis - it will just have a User Type of S / Student.

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.

Quick Rundown on How You Would Create Student Accounts Using An Excel File with our Import Tool

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.

Creating Student Accounts with the Student Module User Manager Automated Task

We also have a Student Module User Manager Task that can be set up and enabled in Core>Scheduler.

This is a task that can be set up to create student accounts automatically as well. 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.

What Would Our Student Portal URL Be?

If you are an ASP customer, the url should just be: students.c1.genesisedu.net/districtname

If you are not an ASP customer, the url may be different. Enter a JIRA or call the help desk for additional info on how to get that set up.