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Public Users Database - Currently Facilities Users in Calendar4Schools

The Public Users database is designed for users that will make Facility Use Requests via your website. Facility requests made using the Facility Request (Calendar4Schools) tool will go through the approval routing process.

Facility use events added directly into Calendar4Schools, is controlled by the users permissions, and those events events do not go through the approval process.

The Public Users database will have users that are staff members who do not have permissions to add events directly to Calendar4Schools and non-staff members who will need to request use of your facilities. See the help documentation for Facility Request (Calendar4Schools) tool at:  https://support.4schools.net/entries/23993672-Calendar4Schools-Facility-Requests-Section-and-Integration-with-CMS4Schools

Accessing the Public Users Database

Accessing the Public Users Database

If you do not see the Public Users link when you are logged in, you do not have permissions to access the database. Permissions are assigned in the Users Database on the 4Schools tab, Permissions sub tab.

1 - Search/Manage

1 - Search/Manage

Search/Manage works the same as the Search/Manage in the Users Database. Click the Search button with no criteria to see all users, or add criteria (see red box) to filter the users. Log in information can be emailed to the users with the link at the bottom. You can see which users have been approved, edit the user using the pencil icon or delete the user.

2 - Add User

2 - Add User

Click on the + Add User link shown by the "2" in the first screen shot to add a single user.

The First Name, Last Name, Email, User Name and Password fields are required, as indicated by the red asterisks. The other fields are for your convenience if you wish to have the information from those fields available.

Remember to uncheck the Email Password box if you do not want to email the password as soon as you add the user. If you want to email the user at a later date you can use the Search filter to find the user and then the email link that will display at the bottom of the screen. See the first screen shot.

The screen for editing an account looks similar to the Add User screen. Use the Is Active check box to inactivate or reactivate a user.

Click the Add button to add the user to the database.

3 - Import Users

3 - Import Users

Use the spreadsheet template file found at https://support.4schools.net/entries/24004646-Public-Users-Import-Template-Spreadsheet to create your import file. The spreadsheet must contain columns A-I. Columns A,B,C and I must contain data. Use the check list at the top of the screen shot to create and upload your import file.

If you are adding users already in your Users Database, consider doing an export in the Users Database and deleting the unneeded columns to create your import file for this database. You can then easily keep the user name and password the same as logging into 4Schools.

4 - Export Users

4 - Export Users

Exporting users is a handy way to see every user name and password at the same time, or as the basis for a new import file. The resulting spreadsheet also makes a good database to use with a mail merge.

The export file is a .txt tab delimited file. If you do not see "Open With" as a choice when you right click on the file name, open Excel first and then open the file using Excel. Be sure to change the File Types dropdown list to "All Files". The import wizard will start automatically. You need to choose "Delimited" and "Tab" as you go step-by-step through the wizard.

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