Passwords

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Configuration

Setup for Emails and SMS

You should check that Insight is configured to send emails or SMS messages if you are going to send usernames or passwords using either of these methods. Follow the instructions on the communication setup page to check that Insight is configured correctly for this. You do not need to do this is you are only sending passwords in letters.

Designing the Messages to be used

Password Notification Messages

Next you should design the message that Insight will use to send passwords. You can design separate messages for emails, letters and SMS messages. The messages are designed via:
Manage > Preferences > Welcome letter (used for letters)
Manage > Preferences > Introductory message for Email
Manage > Preferences > Introductory message for SMS

Enter the message that you want Insight to use when sending passwords. SMS messages are plain-text only whereas emails and letters can include formatted text and images.

You can also include the following mail merge fields in your message:

Merge Field Meaning Data Type
{username} The user's username Credentials
{password} The user's password Credentials
{email} The email address of the user Email
{salutation} The user's salutation, taken from the Contact details window in SIMS Name
{addressee} The user's addressee field, taken from the Contact details window in SIMS Name
{fullname} The fullname of the user Name
{forename} The forename of the user Name
{surname} The user's surname Name
{title} The user's title i.e. Mr or Mrs Name
{multilineaddress} The address of the user Postal Address
{schooladdress} The school's address School Details
{schoollogo} The school's logo (not available in SMS messages) School Details
{linkedstudents} This will show a list of students linked to the user Student Details
{linkedstudentstable} This will show a list of students linked to the user, presented in a table
(not available in SMS messages)
Student Details
{todaysdate} The calendar date Other
{pagebreak} Start a new page (only available in Letters) Other
{qr} This will display a QR code that users can scan with a phone or tablet to access Insight (not available in SMS messages) Other

Password Resets

The message used when a parent resets their password is defined via:
Manage > Preferences > Email > Message text for password resets

This must include:
{link} = this page

Merge Field Meaning Data Type
{link} The hyperlink that parents need to click on to reset their password Credentials
{username} The parent's Insight username Credentials
{email} The parent's email address Email
{salutation} The parent's salutation Name
{addressee} The parent's addressee field, as taken from SIMS Name
{fullname} The parent's full name (forename and surname) Name
{forename} The parent's forename Name
{surename} The parent's surname Name
{title} The user's title i.e. Mr or Mrs Name
{schooladdress} Your school's address School Details
{todaysdate} The calendar date Other

Password Reminders

The messages used for password reminders in Insight are defined via:
Manage > Preferences > Email > Forgotten password message for Email
Manage > Preferences > SMS > Forgotten password message for SMS

If the following setting is turned On then Insight will only send an SMS to the user if they do not have an email address. If the setting is Off then Insight will send both an email and an SMS:
Manage > Preferences > Login > Prefer email when sending password reminders

The following mail merge fields are available:

Merge Field Meaning Data Type
{username} The user's username Credentials
{password} The user's password Credentials
{email} The email address of the user Email
{salutation} The user's salutation, taken from the Contact details window in SIMS Name
{addressee} The user's addressee field, taken from the Contact details window in SIMS Name
{fullname} The fullname of the user Name
{forename} The forename of the user Name
{surname} The user's surname Name
{title} The user's title i.e. Mr or Mrs Name
{honours} The user's honours, taken from the Contact details window in SIMS Name
{multilineaddress} The address of the user Postal Address
{housenumber} The number of the user's house Postal Address
{housename} The name of the user's house Postal Address
{street} The street the user lives on Postal Address
{district} The district of the user's address Postal Address
{town} The town the user lives in Postal Address
{county} The county of the contact's address Postal Address
{country} The country of the contact's address Postal Address
{postcode} The user's postcode Postal Address
{schooladdress} The school's address School Details
{schoollogo} The school's logo (not available in SMS messages) School Details
{todaysdate} The calendar date Other
{qr} This will display a QR code that users can scan with a phone or tablet to access Insight (not available in SMS messages) Other

Change of Username

This message is sent to users when their username has changed as a result of the match process (see the Match section of the Users page for further information about this).

The message is designed via:
Manage > Preferences > Email > Message to send when a username changes as a result of an email address change

Merge Field Meaning Data Type
{username} The user's previous username Credentials
{newemail} The user's new username Credentials
{password} The user's password Credentials
{email} The email address of the user Email
{salutation} The user's salutation, taken from the Contact details window in SIMS Name
{addressee} The user's addressee field, taken from the Contact details window in SIMS Name
{fullname} The fullname of the user Name
{forename} The forename of the user Name
{surname} The user's surname Name
{title} The user's title i.e. Mr or Mrs Name
{honours} The user's honours, taken from the Contact details window in SIMS Name
{multilineaddress} The address of the user Postal Address
{housenumber} The number of the user's house Postal Address
{housename} The name of the user's house Postal Address
{street} The street the user lives on Postal Address
{district} The district of the user's address Postal Address
{town} The town the user lives in Postal Address
{county} The county of the contact's address Postal Address
{country} The country of the contact's address Postal Address
{postcode} The user's postcode Postal Address
{schooladdress} The school's address School Details
{schoollogo} The school's logo (not available in SMS messages) School Details
{linkedstudents} This will show a list of students linked to the user Student Details
{linkedstudentstable} This will show a list of students linked to the user, presented in a table
(not available in SMS messages)
Student Details
{todaysdate} The calendar date Other
{qr} This will display a QR code that users can scan with a phone or tablet to access Insight (not available in SMS messages) Other

Password Strength

Insight has settings that allow you to decide how string a user's password must be. You can decide the minimum length of the password, as well as the number of numbers, symbols and upper case characters that are required in a password.

The settings for this are found via:

Manage > Preferences > Login > Minimum password length
Manage > Preferences > Login > Minimum upper case characters
Manage > Preferences > Login > Minimum numeric characters
Manage > Preferences > Login > Minimum symbol characters

Managing Passwords

Sending Passwords to Users (the Password Notification screen)

The Password Notification page

The password notification page is used to distribute usernames and passwords to users. This information can be send by email, SMS or postal mail. You can also download the data in a CSV file if you wish to perform your own mail merge.

This page is accessed via:
Accounts > Password Notification

Filtering

You can filter the list of users if required, so that messages are only sent to parents of pupils in specific year groups or registration groups. You will need to use the sorting column to do this.

By Year or Registration Group

Filtering to show accounts linked to Year 8 students

The sorting column shows information about the pupils that the user is linked to. There will be a string of text for each pupil that the account is linked to, separated by a comma for each pupil. The first two characters are always 0. The next two characters are the pupil's year group and the final two characters are the pupil's registration group.

For example, if a parent had a year 7 pupil in reg group 7F, the sorting string would read: 00077F. If the parent also had a year 8 student in reg group 8C the sorting column would read: 00077F, 00088C.

You can use this information to filter the Password Notification page to only show accounts linked to certain students. For example, to fitler the page to only show accounts linked to Year 8 students, type "0008" into the textbox beneath the Sorting column header. Then click the filter button on the right and select Contains.

By Email Address

Filtering to show accounts without real email addresses

Users who do not have a real email address will be given a DummyEmail by Insight. You can use this to find all users who do or do not have real email addresses.

Type "DummyEmail" into the textbox beneath the Email column header. Next click the filter button on the right. This will show a drop down of the different types of filter available. Select Begins with to see all users who have a DummyEmail address (and therefore do not have a real email address) or select Doesn't contain to see all users with real email addresses.

Sending Passwords

If required, you should first apply any filters to the page (see above).

Next you need to view all users on one page. To do this, scroll to the bottom of the page to find a section showing the pages numbers available. Click the All button (the furthest button to the right, which may show an icon rather than the word "all" in some browsers). You will now see all users on one page.

Next scroll to the top of the page and click the tickbox next to the Username column header. This will select all users.

The Notify popup window

Now click the Notify button at the top right. A pop-up will appear showing the available options for contact. Select the type of contact(s) you want to use then click Ok. Emails and SMS messages will be sent immediately.

You will now see a new pop-up with one or more links. If you selected Mail as a method of contact, you will see one or more Users document links. Each of these links allows you to download a PDF which contains several letters. Click on each of the User Document links to download all of your letters.

You will also see a Summary document link. Click this to download a CSV file containing various data about the users, including their usernames, passwords and contact details. This CSV file can be used to generate your own mail merge.

Why Do Some Users Not Appear

A user will not appear on the Password Notification page if their account is deactivated or if they have changed their password.

If a user has changed their password and has forgotten it, they can either reset it themselves, or an admin user for Insight can reset it for them. Once a user's password has been manually reset, they will appear on the password notification page so long as their account is also activated.

Resetting Passwords on Behalf of Users

Admin users in Insight can reset passwords for users. Note that this cannot be done for accounts linked to the Active Directory, or for SIMS-linked staff accounts.

See the User Management page for instructions to reset a user's password.

Users Resetting their Own Passwords

When a user has forgotten their password, they will usually need to reset it to a new random password. Then the user will receive a password reminder which tells them what their new password is. If the user has a randomly generated password (either the password given to them when their account was created, or when their password was reset by an administrator) then they will not need to reset the password and will go straight to the password reminder.

For a user to reset their password they must have an email address in Insight. They will then receive an email containing the password reset message (see the password resets section of this page to configure this message).

Once the user's password has been reset, they will receive a password reminder message which will contain the new password. This message can be sent as either an email, SMS or both. (see the password reminders section of this page to configure this message).

NOTE: Email addresses are taken from the user's account in Insight. The user's mobile telephone number for SMS messages is taken from SIMS.