This document is not a quick start document but is a comprehensive guide to the Users Database in the 4Schools applications. It is divided into sections as follows:
- 4Schools Basics
- Calendar4Schools Users Database
- CMS4Schools Users Database
- 4Schools Groups
- Fitness4Schools Database
- WebOffice4Schools Database
4Schools applications work with a single user accounts database allowing an individual user to login once and have access to all 4Schools applications purchased by the school district. The names of the district owned applications appear in the Apps Picker bar below the school district’s name, and are links to those applications.
School districts having the original Link4Learning will see that application title only until the WebOffice4Schools applications are completed and available. Once this application is complete, the district’s data will be migrated to the new application and the Link4Learning name and application will be removed. The user accounts database for Link4Learning remains a separate database and can be maintained only in the Link4Learning application. The single login will provide access to Link4Learning only if the username is identical to the username in the 4Schools Users Database.
The User Database link in the Utility Navigation bar will only be visible if the user logged in has been given permissions to the user database. Assigning these permissions is covered in the Search/Manage section.
Search / Manage
To add a single user or multiple users one at a time, click on the +ADD USER link. Fill in the required fields and any other information available. If the Email, Phone, and Position/Title are not available, the user account may be edited at a later time.
*External Student Info System ID: The ID code entered in this field must be unique. If you wish, this number can match the student id number within your SIS. If a new user account needs to be created for a person that is not in the SIS, key in any unique text string containing letters and/or numbers that will make sense to those people with access to the User Database.
* First Name - required
* Last Name - required
Email, Phone, Position/Title – are not required. However, it is recommended that these fields be populated because the CMS4Schools Faculty List from Faculty Database tool will automatically create a staff directory list providing this information. The tool may be edited to display only the desired fields. If this information is not added here it can be added later.
Groups – are not required. Creating a group provides a way to mass email passwords to the members of the group and in a limited way, edit permissions for the group or a subset of the group. Individual users can then be edited to refine permissions, adding or subtracting permissions, unique to that user. Users may belong to more than one group. The CMS4Schools groups are separate from the 4Schools groups. The CMS4Schools groups are used by the Faculty List from Faculty Database tool that automatically creates a staff directory list based on group membership.
* Username – is required and must be unique. If the username keyed in is already in use, a prompt will appear asking for a different username to be entered. The username may be up to 25 characters in length and is not case sensitive.
* Password – is required. The password must be at least six characters and up to 25 characters. It is not case sensitive.
- Select the radio button for “Type one in” or “Generate a random password.” When choosing “Type one in” a generic password like “password” could be keyed in and confirmed.
- Selecting the radio button for “Yes, force user to enter a new password the first time s/he logs in” would then force the user to change their password to one with which they were comfortable. If “No, do NOT force user to enter a new password the first time s/he logs in “ is chosen the user will keep the password keyed in until they choose to change the password by clicking on the Change Password link located at the top right of the 4Schools welcome screen.
- Generate a random password User will be forced to enter a new password the first time s/he logs in When choosing “Generate a random password” 4Schools will generate an eight character password consisting of the first and last characters of the username with a six digit random number between the two characters. The user will be required to change the password at the time they first log in.
- If the user’s email address has been entered, you may want to leave the Email Password check box checked at the bottom of the Add User screen checked. By leaving this checked, an email will be sent to this user with the application’s URL and his/her login information.
The check boxes at the bottom of the ADD USER screen:
Email Password: Un-check this box if you do not want to automatically email the password to the user.
Is Active: Un-check this box if you wish this user to be inactive.
To activate the user account, at a later date, go to:
- User Database
- Search/Manage (find the user)
- Edit User (pencil icon)
- 4Schools Tab
- Account Information screen
- Check the Is Active box
- Click on the Save button
Search for Users
Leaving all the search options blank will return “all users” when the Search button is clicked. The search options listed below will help to limit the number of users returned in the search, or sort “all users”.
First Name: Enter a specific first name to return all users with that first name or enter a few known letters if unsure of the spelling of the name. The search is not case sensitive and will return all users having the text string that was entered anywhere in the first name. For example, entering “Th” will return not only Theresa but also Kathy, Keith, Ruth and so on.
Last Name: Same as for First Name.
Username: Same as for First Name.
Groups: This is a pull down menu that matches the 4Schools Groups created in the Groups option of the Users Database. CMS4Schools groups are currently separate from the other 4Schools groups and are maintained in the CMS4Schools Web Site Administration and used to specify which staff members show in the Faculty List from Faculty Database tool.
Status: Returns “Only Active Users” or “Only Inactive Users”. Choose the default “Select a Status” to get both active and inactive users.
Sort By: “Last Name, First Name”, “First Name, Last Name” or “Username, Last Name, First Name” by selecting from the pull down menu.
Refine searches by using a combination of the search options.
Search Results: The list of users returned will look similar to the screen shot below.
The first three columns show the Last Name, First Name and Username. The last five columns are described below:
- Folder Usage – If the user has a faculty folder in CMS4Schools the name and folder size will appear in this column. The folder name is a link to the user’s faculty web page.
- CMS Login – The Auto Login link allows a Users Database Admin to log into the user’s web site administration page without looking up the password and manually logging in as that user. By clicking on the Back to 4Schools link located in the upper left of the web site administration page the Users Database Admin can also access the other 4Schools applications logged in as that user.
- Active – If there is a checkbox in this column the user is active. Also note, if the user is inactive the information on that user will be grayed out. It is recommended that if a staff member leaves the district that the account is made inactive for a period of time instead of deleted. This will allow time to decide if any information such as web pages attached to the staff member needs to be moved to another staff member.
- Edit – This information will be covered on the next screenshot.
- Delete – Click on the Delete link to delete a user. After clicking on “OK” the following message will appear:
Are you SURE you want to delete this user? Any data or files attached to this user including the staff member’s Faculty Pages from CMS4Schools. Click on the “Delete” button to delete the user.
4. Edit – Clicking on the pencil icon in the Edit column will bring up the screens necessary to refine or change permissions for an individual user in CMS4Schools, Calendar4Schools, Fitness4Schools, and WebOffice4Schools. Each tab will be described and then each of the Information screens associated with the tab. If a field appears on more than one screen, editing it on one screen will change the data on all of the screens.
4Schools Tab / User Information Subtab
The 4Schools tab contains the user information and permissions that are the same in all 4Schools applications.
4Schools User Information – These are the first eleven fields of data from the “+Add User” steps. Basic user information may be edited here. If Email, Phone and/or Position/Title were not added when the user was created, they may be added here.
4Schools Tab / Account Information Subtab
4Schools Account Information – Users can be added to or removed from Groups by selecting the group (multiple select with the CTRL key) and clicking the Add or Remove button. The User Name can be edited. The user’s password can be viewed or changed by keying in a new password in Password and Confirm Password. The user can be made inactive or reactivated with the Is Active checkbox. Make sure to click on the Save button if any changes have been made.
4Schools Tab / Permissions Subtab
4Schools Permissions – Give permissions to the User Accounts database and to access the 4Schools Support Centers for the various 4Schools applications. Check all boxes that apply to the individual user.
If the User Accounts Administrator check box is not checked, the information within the green outline will not be visible. The check boxes within the green outline control which Tabs and Information screens will show for a user with access to the Users Accounts Database. Check the box(es) that apply to the user. One user in the district should have access to all Tabs and Information screens in case the user managing a specific application is not available, or the permissions for that user need to changed.
As stated before, only a very few people should be assigned to manage the Users Database or given access to the Support Centers. Individuals with access to the Users Database will be able to see all passwords as well as having the ability to edit / assign permissions and create new users. Individuals given access to any of the support centers should be the ones who support and troubleshoot the application for the majority of the district’s users.
Calendar4Schools Tab / General Subtab
Calendar User Level - Selecting one of three radio buttons controls access to all or selected calendars. The three options are:
- Admin - Gives access to read / write to all calendars
User - Access to all calendars or only those selected as determined within the listing of calendar categories / subcategories. Note each calendar category can be given one of four options:
- Read / Write
- Defer to Sub-categories
Signup Sheets / Facility Approval User Level - Selecting one of three radio buttons controls access to all or selected signup sheets and facility approvals. The four options are:
- Full access to all Signup Sheets and
- Can approve all Facility Requests
- Can add/update/delete reservations for him/herself in the Signup Sheets attached to the selected buildings. Buildings are listed below.
- Can add/update/delete reservations on the behalf of others in the Signup Sheets attached to the selected buildings.
- Can approve Facility Requests for events attached to facilities in the selected buildings
- Can create reservations for him/herself in the Signup Sheets attached to the selected buildings
Toolbox - Checking this provides access to the user to the following areas:
- Signup Sheet Settings, including the ability to create signup sheets, blackout dates and timeframes.
- Calendar Settings, including the ability to create categories and subcategories, set up locations, Athletic Software Sync (rSchool Today and Schedule Star), import and export events.
- Announcements to the Cal4Schools Welcome window.
Public Users Database - Even though the Public Users Database is currently only being used within the Calendar4Schools application, this permission is set in the 4Schools / Permissions tab.
Approve Public Users - For Facility Requests
Calendar4Schools Support Center - . Individuals given access to any of the support centers should be the ones who support and troubleshoot the application for the majority of the district’s users.
Only the General information screen will show unless additional CMS4Schools permissions are assigned.
CMS4Schools Tab / General Subtab
CMS4Schools / General
User Account Details: Active or inactivate a user with the check box. Inactive users will not show in the staff lists created with the Faculty Lists from Faculty Database tool.
Groups: These are not the Groups seen in the left column, sixth item down, of the screenshot shown above. The CMS4Schools (the original 4Schools application) groups served a different purpose than the groups in WebOffice4Schools. A CMS4Schools administrator with access to the User Accounts Admin can add and delete CMS4Schools Groups by logging into the Web Site Administration site, clicking on the User Accounts Admin link on the left side and then clicking on the Groups link that will appear at the bottom of the main body text. In the groups area if the General screen users can be assigned to as many CMS4Schools groups as apply to the user. The Faculty List tool, the primary reason for having groups in CMS4Schools, uses the CMS4Schools groups to create custom staff directory lists for web pages that only pertain to a portion of the district’s staff.
Account Type: Checking either or both boxes in this area turns on the Faculty Account tab and/or the Web Site Administrator tab. A user with neither of these boxes checked will only have the General tab showing. If the user should appear in a staff directory using the Faculty List from the Faculty Database tool the Faculty checkbox must be checked even if the user will not maintain any faculty pages.
Weekly Calendar Email: Check the box for weekly calendar emails if these weekly emails have been set up within the Calendar Admin of the Website Administration site for the district. Change the radio button to Selected Categories and the calendar categories from the Calendar Admin will appear with check boxes in front of them, allowing emails to be sent only from specific categories. If the Home Page Type is set to Profile Page or Web Site the faculty member, when logged in, will be able to sign up for the weekly emails they want to receive by clicking on My Faculty Administration on the left side bar and then clicking the link for Edit My Profile at the top left of the screen.
CMS4Schools Tab / Faculty Account Subtab
CMS4Schools Faculty Account
CONTENT TEMPLATE LIBRARY: Check “Copy Content From It” if the user should have access to adding webpage contents that have been saved in the library. Check “Copy Content To It” if the user should be able to create new templates and save them to the library. None, one or both checkboxes maybe checked. We recommend that most users have only the “Copy Content From It” box checked.
HOME PAGE TYPE and HOME PAGE TYPE SETTINGS: Choose the radio button that best represents the user’s access to creating individual web pages associated with their job description or classroom. This content can be added to the district’s site without the direct supervision of the district’s web master.
None – No Faculty web page is created for this user. Use this setting if you do not want the user to have any individual web pages but still want the user’s basic information to show in a staff directory created using the Faculty List from Faculty Database tool.
- Type Settings - Leave the Faculty Folder box blank.
Profile Page – “Name, Title, Email, Photo, and Profile will become this faculty member's home page. This faculty member may add/edit/delete additional pages on their Web site. Faculty Folder is required.” This option can be used to create a consistent look to faculty pages by having all of the home pages in the same format and displaying the same information pulled from the data entered into the User Database. The user may still add additional pages of content specific to their position/teaching assignment, but cannot change the layout of their home page.
- Type Settings – Enter a faculty folder name following the restrictions listed below the box used to enter the folder name. You may want to make their faculty folder name the same as their username. An additional option will appear for this home page type allowing the user to upload new banners. Banners Can upload new banners. Check this box if the district is willing to have individual faculty pages display a different banner at the top of the webpage than the banner that is present at the top of the district web pages. Do not check this box if the district does not want individuals to design their own banners.
Web Site – “This faculty member can add/edit/delete pages on their Web site. Faculty Folder is required.” The user will create the content of all pages in their faculty website, including their home page.
- Type Settings – Enter a faculty folder name following the restrictions listed below the box used to enter the folder name. You may want to make their faculty folder name the same as their username. Two additional options will appear for this home page type. One allowing the user to upload new banners. Banners Can upload new banners. See Description above. Display Faculty Profile Includes Profile (entered below) at the top their faculty home page. Checking this box will display the profile information as well as allowing the user to edit his/her faculty home page.
External Web Site – Selecting this radio button will connect the staff member’s Website link on their profile page to an “external website”. Use this to link to a specific page within your district’s website or to a website created outside of CMS4Schools. For example, a guidance counselor may be maintaining pages in the Main Web Site Admin. Instead of having both a set of Faculty pages as well as the “guidance” pages in the Main Web Site to maintain using the External Web Site option will allow the guidance counselor to appear in the Faculty Listings and maintain a single set of web pages. Staff members having previously created a web site not using CMS4Schools may keep the site while still appearing in the Faculty Listing.
- Type Settings – Enter the full URL of the web page including the http://www. In the first box and a faculty folder name in the second box.
PHOTOS: Upload staff photos for display in Faculty Listings. Browse to file which must be a .jpg or .gif image. Check the box for Also use for Small Listing Photo (sized down to 100 pixels) if you want the system to automatically provide the smaller image. The small photo is used in the Faculty Listing created with Faculty List from the Faculty Database tool and the large photo is used for the Profile listing on the Faculty's home page.
PROFILE: Key in or copy and paste into the text editor, the information that should appear under the faculty member’s name on their home page. If the Home Page Type is set to Profile Page or Web Site the faculty member, when logged in, will be able to access the text editor and enter their own information by clicking on My Faculty Administration on the left side bar and then clicking the link for Edit My Profile at the top left of the screen.
CMS4Schools Tab / Web Site Administrator Subtab
CMS4Schools Web Site Administrator
This information screen controls the amount of access given to a Web Site Administrator, the main person in charge of the district’s web site and others who have the job of updating any pages not part of a faculty web site. One person, or a very few people should have access to all modules as shown in the screen shot. Permissions to modules for other Web Site Administrators should be given as needed.
If the Calendar, Lunch Menu, Announcements and/or User Accounts check box(es) are not checked the corresponding section will not show on the Web Site Administrator’s information screen. These sections allow more precise permissions to be granted to some areas of the module and not to others. For all other modules, a Web Site Admin either has rights to the module or will not be able to access the module at all. Modules, that an Admin has been granted access to, will appear on the left side of the Main Web Site Admin site below the Navigation Builder link.
- Calendar Admin – If checked, in the Calendar section check the box Add/Edit/Delete Calendar and then select the appropriate radio button. If the second radio button for Selected Categories, is chosen, a list of all the calendar categories that have been created will be available as a series of check boxes. Check all the boxes that the Admin should have access to. Note: If a new calendar category is added that this Admin should have access to, it will be necessary to edit the Admin’s user account and check the box for the new calendar category and save the change.
- Lunch Menu Admin – Works the same as the Calendar Admin.
- Announcement Database - Works the same as the Calendar Admin.
- Members Database – The Admin will be able to add members and groups, import users, control the settings allowing members to update their profile, change their own password and specify the URL members will see when they log out.
- Scholarship Database – The Admin will be able to post scholarships on the website using one centralized database. This tool is not available on faculty pages. Consider making the high school guidance counselor a Web Site Admin with access to a set of guidance web pages (see the Navigation Builder section on how to assign permissions to a limited set of pages) and grant access to the Scholarship Database.
User Accounts – The Admin will be able to:
- All Groups – The user will be able to modify all User Accounts & manage User Account groups, import User Accounts, and mass-reset passwords.
- Selected Groups – When this radio button is selected all of the CMS4Schools groups will display with check boxes, allowing an Admin access to user accounts belonging only to the groups selected. This is helpful if the district wishes to have a user accounts admin for each building within the district or any other scenario where an admin should have access to only a portion of the user accounts.
- Main Website Administration – The user will be able to give out Web Site Administrator permissions. In other words, change any permissions on CMS4Schools, Web Site Administrator information screen being described in this section as well as the Navigation Builder information screen described in the next section.
- Faculty Administration – The user will be able to give out Faculty permissions and add/edit/delete the profile information described in the previous section, CMS4Schools, Faculty Account.
- Settings – The Admin will be able to make site wide changes including colors, add additional cascading style sheets, editing text that appears on every web page, set the time zone and other site wide details. Note: clients with a custom design will not have many options in this module in order to preserve the custom design.
- File Uploads – The Admin will be able to add and delete files and folders. This is where files are stores that will be linked on a web page using tools other that the Resource/News tool, which can link to locally stored files.
- Banners – The Admin will be able to upload, edit, delete banners and control on which pages a specific banner will display.
- Products (Shopping Cart) – The Admin will be able to control the properties of the cart; add products and categories; view, delete and archive orders.
- Disk Usage Report – The Admin will be able to see the total amount of storage available to the district, the percent of storage used, and a list with the file size of each folder. Each folder can be opened to see the files contained in it and each file is a link that can be opened to see the actual content of the file.
- CMS4Schools Support – The Admin will be able to access the CMS4Schools Support Center. If this option was checked on the 4Schools Permissions page it will already be checked here. If checked here it will become checked on the 4Schools Permissions page as well.
CMS4Schools Tab / Navigation Builder Subtab
CMS4Schools Navigation Builder
Page Activation – This option is checked by default. Uncheck it if pages need to be reviewed by another individual or committee before being made active.
Content Template Library – This library is a repository of pages that can be used to create a consistent format for pages being added to the web site. A user with “Copy Content To It” permissions can create a page, adding available tools to the page and then copy it to the Content Template Library. Users with “Copy Content From It” permissions can choose the appropriate page from the Content Template Library and then edit the page to meet their needs. Tools can be added to and deleted from the copied page.
To use the Content Template Library, once a page has been added to the Navigation builder the user can click on the link to “From Template” to add content to the page, or add tools to a page and click on the link “To Template” to save a page to the library. The “From Template” and “To Template” links are visible to a user only if the corresponding boxes are checked in their user account. See image below.
Category and Page Permissions – Click on categories to expand each category to give category and/or page permissions.
The link Give Permission To All Page Categories will give the user the ability to add/edit/delete pages for the entire website not including faculty pages. Use this link with caution.
Click on the + in front of the remaining links on the page to expand all the categories or a specific category. When expanded the individual page titles within a category will display. Here is where page access permissions can be refined to allow access to specific categories and/or individual pages.
CMS4Schools / Navigation Builder (cont.)
- Checking the box in the blue row will give access to all level 1, 2 and 3 pages (if any) for the category.
- Checking a box in the left column will give access to a level 1 or 2 page and all the sub pages for that section. Pages included in the section will have grayed out check boxes. See illustrations A and B.
- Checking a box in the middle column will give access to only a single page. See illustration C below.
When a Web Site Administrator logs in, only the pages with check marks or grayed out boxes will appear in that user’s Navigation Builder.
If a new category is requested from CMS4Schools support a web site administrator will need to go to the Users Database and grant access to the new category to all users that need to have access to the new category.
Import Users can be used to add initial users when CMS4Schools is first purchased, to update users and/or add multiple new users at one time. If users already exist, the Export feature can be used to create a spreadsheet with the proper headers and then edited to be used as the import file.
When creating a spreadsheet from scratch, a query file from the student information system (SIS) is a good way get started. Much of the data needed in columns A-L may exist within the SIS.
Even if district only uses a single 4Schools product, an import file must contain columns A-AR as well as column AS, containing the filler “x” for every row used. Only columns A-D and AS must contain data. The other columns may be blank if desired and the information updated by editing an individual user account.
- Uncheck any field that should not be updated in the import process using the check boxes in the column at the far right. If a box is checked and the corresponding column in the spreadsheet is blank, existing user data for that field will be removed.
- Check to make sure columns A and AS do not have any blank cells for the rows being used.
- Check the box in step 4 at the top of the Import Users screen unless you have deleted the headers in row 1.
- To help insure a successful import file, deleted several columns to the right of column AS and several rows below the last row containing a user’s account data.
- Save the file as a tab delimited .txt file.
- Go to the bottom of the Import Users page and use the Choose File button to browse to the saved import file.
- Uncheck the Email Password box if you do not want the user’s passwords mailed out. If there is no email address in column J or already in the Users Database the password cannot be sent.
- Click on the Import button at the bottom of the screen.
If an error occurs during the import process please attach to the support ticket, a screen shot of the error message and a copy of the import file.
Use this option to create a spreadsheet containing the information from the Users Database. The spreadsheet can be used as the starting point for a new import file; the biggest advantage is that the correct headers are created. This file is also a handy list of usernames and passwords when running a training session, or kept as a reference to avoid the necessity of accessing the User Database just to find a username or password.
Before clicking on the Download button, uncheck any fields that should not be included in the export file. After clicking on Download browse to where the file should be saved and provide a filename.
After downloading, the data can be viewed in Excel by right clicking on the file and choosing Open With, Excel.
A screenshot is not provided in this section because it is nearly identical to the Import screenshot.
Groups created and maintained here are the 4Schools groups, not the CMS4Schools groups which are maintained on the Main Web Site Administration page and accessible when selecting Users Accounts from the left-side links and clicking on Groups link showing in the main body of the page.
Each column is described in detail below.
(1) +Add Group
Add a Group by clicking on the +Add Group link. Key in a name for the group, select the members that should belong to the group and then click the Add button. Multiple names can be selected using the CTRL key. If a user is accidently added that should not be a member of the group, select the name in the right column and click the Remove button.
When all the members have been added to the group, click on the Save button.
(2) Number of Users in Group
Clicking on the link that shows the number of users in the group will take you to the Search/Manage screen, with only the members of that group displayed. A link at the bottom of the screen allows the passwords for the group members to be emailed to them. If it is desirable to email passwords to the entire users database at one time create a group called AllGroups and add all users to the group.
(3) Edit Permissions for Users in Group - General
Permissions are assigned at the user level. This is a limited use tool will allow permissions to be changed for multiple users within a group. Make sure the names of the users that should not change permissions are in the left hand column and those that should change permissions are in the right hand column. Select the radio buttons for the permissions to be granted. Click the Save button.
(3) Edit Permissions for Users in Group - WebOffice4Schools sub-categories
With the 4Schools Applications, all permissions are assigned at the user level, not the group level. This tool was created to make it easier to change the permissions for many users at the same time. Any changes that you make to the selected users will over-ride their current permissions. If you want, you can also open an individual users record to change his / her permissions.
In WebOffice4Schools, permissions to sub-categories is granted as None, Read, or Read/Write.
(4) Edit Members of Group
Use this to add members to or remove members from the group. Select the members that should belong to the groups from the left hand column and click the Add button. Multiple names can be selected using the CTRL key. If a user is accidentally added that should not be a member of the group or an existing member needs to be deleted from the group select the name in the right column and click the Remove button. Click the Save button.
When deleting a group it is not necessary to remove the members from the group. Only the group and not the users will be deleted.
Fitness4Schools Tab / General Subtab
As mentioned previously, application permissions are granted on the user level. Fitness4Schools provides 3 levels of access: Super Administrator, District Survey Administrator, and None.
Permissions to the Schools / Students Databases are set in the 4Schools / Permissions subtab.
WebOffice4Schools Tab / General Subtab
The User Level radio button provides access to WebOffice4Schools. If set to None, the user will not see the application when signed into 4Schools.
Announcements - allows the user to create announcements within WO4Schools.
Categories - Resource categories and sub-categories can be created.
Is Manager - When a user is designated as a manager, others can be assigned to him / her. Often this is used as part of the I-form approval process.
Staff Directory Admin is not currently in use.
Manager dropdown is used to designate the user's manager. Only those designated as a manager will display in the list.
The Resources section provides a complete list of categories and sub-categories available for this account. Three levels of access are available:
- None - The Resource will not display for this user.
- Read - User has access to see the resource, but cannot write to it
- Read / Write - User can access this resource as well as make changes to it.
While it is possible to set up a users permissions individually, 4Schools Groups can be used to set them up for large sections of staff at one time. For example, a Teachers' Group can be created and permissions for them might be different than the permissions granted to the Admin Group. Each user can then be edited to meet their specific needs if desired.