A user account allows access to every module provided by EDS (HIBster, HIBsterVention, aSAP, and OnSpire; assuming all have been purchased). There is no need to create different user accounts for each module; one login allows the user to access all modules.
User accounts can be created for all staff members at the same time by adding their information to a preformatted .csv file and then uploading that file to the website.
The instructions below will lay out where to get that file, what information to add to the file, and then how to get that information into the system.
Obtain the Bulk User Upload file
The preformatted .csv file (referred to as the Bulk User Upload file) will be emailed to the school district's designated System Administrator at the beginning of the subscription.
System Administrators can also download the Bulk User Upload file at any time by logging in to their account and then navigating to System Settings › Other Options › Bulk User Upload › download the Document Example.
The Bulk User Upload file can also be downloaded here: bulk_user_upload
Add user information to the Bulk User Upload file
The Bulk User Upload file has 10 columns, with each column representing a unique part of the user account (first name, email address, password, etc.).
Only a few columns are mandatory, but it saves considerable time and energy to include as much data as possible during the process. EDS recommends being as thorough as possible during the initial set up.
The 10 columns are:
First Name | Last Name | UserName | Password | Roles | Schools | Email Address | SendNotificationEmail | State ID | SIS ID | Person Type
The column headers in the Bulk User Upload file must be kept in the order in which they are arranged and the header names must not be altered. Also note that some columns must have the data entered in a specific manner. If the columns are rearranged or the data is entered incorrectly, it will not process correctly.
Here is a quick description and any special instructions for each column:
The user’s first name. This spelling is how the user’s first name will display anywhere it appears on the site.
The user’s last name. This spelling is how the user’s last name will display anywhere it appears on the site.
The username is used to log in and identifies the user throughout the site.
- Usernames are mandatory
- Usernames can never be changed. They are permanent. If a username does need to be changed, the user will need to create a new account.
EDS strongly recommends using the district-issued email address as a username. This eliminates an confusion and makes account recovery much, much simpler.
All users are required to have a password. Each password must be at least six characters long and contain at least one capital letter and at least one number.
EDS recommends creating the same standard password for all users during the initial set-up process. Upon logging in for the first time, new users will be prompted to create a new password. This is where the user can create a strong, unique password that is known only to them.
Every user is required to have at least one role and may have multiple roles. Without a role, a user will not be able to navigate anywhere within the site.
Notifications, permissions and levels of access within the site are based on a user's role(s).
While roles can be updated and/or changed at any time, it is helpful to assign them correctly from the start.
To assign multiple roles to a user, separate each role with a vertical bar, leaving no white space between a role and its vertical bar. The role should be flush with the vertical bar. If spelled incorrectly, a role will not process.
If a user were to have one role in each module — HIBster, HIBsterVention, aSAP and OnSpire — it would looks like this:
Specialist - HIB|504 Coordinator|SAP Teacher|Course Participant
All roles must be chose from the list all of the available roles.
Roles are different for each module, so be sure to choose the correct roles for HIBster, HIBsterVention and/or aSAP.
Every user is required to be associated with at least one school but may be associated with multiple or all schools in the district. Without a school, a user will not be able to navigate anywhere within the site.
Notifications, permissions and levels of access within the site are based on a user's school(s).
To assign a school to a user, enter the school code(s) in the Schools column. Do not enter the name of the school; the system only recognizes the school code.
To assign multiple schools, enter each school code separated by a vertical bar. This is the same process as when assigning roles.
To locate the code for each school, look in the Bulk User Upload area (System Settings › Other Options tab › Bulk User Upload button). These codes will also be emailed during the initial set-up process to the System Administrator.
If a user were assigned to three schools, it would look like this:
Each user is required to have an email address. This will be used to reset passwords and provide important system notifications, such as when task deadlines are due or when an incident has been assigned to a user.
Please note: EDS requires that all users use their school-issued email address. Ideally, it would be the same as the username.
Send Notification Email
Once a user is created, an auto-generated email can be sent to that user with their login credentials, where to login and other important account information.
To send this email to the user, enter TRUE in the column. To skip the introductory email, enter FALSE.
SIS ID (Optional)
This is an optional field where the user’s SIS ID can be entered. While not required, this helps improve the veracity of the data being uploaded from your SIS to EDS.
State ID (Optional)
This is an optional field where the user’s SIS ID can be entered. While not require, this helps improve the veracity of the data being uploaded from your SIS to EDS.
Person Type (Required)
This fields sets the type of user in the system.
Process the Bulk User Upload file
There are two ways to add your users to HIBster: upload them directly to the site or email the .csv file to EDS.
Send to EDS
EDS recommends emailing the completed Bulk User Upload file back to EDS Support. Simply email the file as an attachment to firstname.lastname@example.org.
EDS will then handle the upload process.
Once all users are successfully uploaded, EDS will send a confirmation email.
Upload the Bulk User Upload file
It is not necessary, however, to email the file back to EDS Support. System Administrators have the ability to upload the Bulk User Upload file directly from the site.
To do so, the System Administrator should navigate to System Settings › Other Options tab › Bulk User Upload button.
Click Choose File to select the completed Bulk User Upload file from the computer. Once selected, click the Submit Upload button. The document will take a moment to be added to the system. Once the upload it complete, the System Administrator needs to process it.
To process the file, click the View Pending Uploads button. The users from the just-uploaded file will be displayed with a Status showing Pending. Scroll through the list of users to look for any potential errors. Once all errors have been resolved, click the Process button. If any errors are displayed, correct them in the Bulk User Upload file and then repeat the upload process again.