The User Accounts Management module in Grado focuses on managing people — the individuals who can log in and interact with the system.
It handles the entire lifecycle of a user record, from creation to editing and eventual deactivation or archival.
Each account represents a real person (student, faculty, or administrator) and is tied to their login credentials, profile data, and academic or employment records.
User Accounts Management controls the “who” in Grado. It ensures that each user has a verified record and the right level of system access. Through this module, administrators can:
Create new user profiles (students, faculty, administrators)
Edit user information or update contact details
Deactivate, block, or archive accounts when needed
Reset passwords or unlock accounts
Bulk upload or import user records
💡 Note: User accounts must exist before any access roles or permissions can be assigned under User Access Management.
User account records are found in different modules depending on the user type:
| User Type | Path | Purpose |
|---|---|---|
| Students | People > Student List | Create or import student records, manage enrollment data, and control portal access. |
| Faculty | People > Faculty List | Add or update faculty profiles, link to classes or advisories, and manage login credentials. |
| Administrators | Setup > Permissions | Create system-level accounts for staff who manage setup, configuration, or reports. |
Accounts can be created manually or through bulk upload (for Students and Faculty).
| Method | Description |
|---|---|
| Manual | Add individual accounts directly through the interface (e.g., + Student, + Faculty, + Admin). |
| Bulk Upload | Import large sets of student or faculty data using CSV templates. |
| Admin Accounts | Created manually under Setup > Permissions > + Admin to ensure proper security control. |
💡 Tip: For schools using SSO (Google Login), ensure the user’s Grado email matches their institutional email address to avoid login issues.
📘 Go to: Creating New User Accounts
Editing allows administrators to update names, emails, contact information, or assigned roles without deleting the record. Changes take effect immediately after saving and are reflected across related modules such as classes, enrollments, or payments.
💡 Email Updates: When a user’s email is changed, Grado sends a “Your email has been changed” alert to the old address and a confirmation link to the new one. The change only takes effect after the user confirms the new email.
📘 Go to: Editing User Accounts
When a user leaves the school or temporarily loses access, administrators can block or deactivate the account. This prevents login while keeping historical records (grades, transactions, or advisories) intact. Blocking can occur manually or automatically (e.g., failed login attempts, inactive status, AY rollover).
💡 Tip: Always block or archive instead of deleting — deletion permanently removes the user and associated data.
Password resets and account unlocks help users regain access securely. Administrators can:
Manually set temporary passwords
Unlock accounts locked after multiple failed login attempts
📘 Go to: Resetting Passwords and Unlocking Accounts
Bulk tools streamline large-scale account management tasks such as:
Uploading student or faculty lists using provided CSV templates
Exporting user data for HR or registrar reports
Validating imported data through error logs
💡 Note: Admin accounts are excluded from bulk imports to maintain security integrity.
📘 Go to: Student Bulk Upload and Faculty Bulk Upload
This lifecycle ensures every user record is accurate, traceable, and securely managed from entry to exit.
📘 See also: User Account Lifecycle Summary
Review user lists each academic term to ensure accounts reflect current staff and student rosters.
Use archive instead of delete to retain historical data.
Apply consistent email and username formats.
Regularly audit user access and role assignments.
Coordinate with IT when activating SSO or changing domain-linked emails.
💡 Security Tip: Keep administrative accounts limited and track who has permission to create or edit users.
User Accounts Management handles the people side of Grado — creating, maintaining, and deactivating users while keeping their records and access secure.
Each account’s lifecycle supports accurate data management and ensures users only access the system as authorized.
