Test

Creating Accounts (the Sync process)

Parental

First check that you have configured appropriate synchronisation rules to create accounts for parents. Parental accounts are also influence by the User Creation preferences.

Once you are happy with the Synchronisation Rules and the User Creation Preferences, click the Process button at the top right of the page then select Synchronise. A window will appear.

Enable the Set the new users' activated status as 'Activated' option and select Parental, then click Synchronise. Insight will then scan every contact in SIMS. This may be considerably higher than the number of students you have on roll.

Once the sync has started you can continue using other areas of Insight or close the browser; the sync will continue in the background. If you do leave the Users page and then want to know how much progress has been made, go back to the Users page then click Process > Synchronise select the Track option.

Once parents' accounts have been created, you can send their randomly generated passwords to them using the password notification page.

Student

The Student Synchronisation window

Student accounts can only be created by linking Insight to the Active Directory, which requires the additional module, AD links.

Once the AD Links page has been configured, check that you have configured appropriate synchronisation rules to create accounts for students.

By default Insight will not create accounts for students who are leavers or pre-admission. If you would like accounts to be created for these students, go to:

Manage > Preferences > User Creation
There are settings here called:

• Largest number of days in the future for admission dates of applicants
  

This is the number of days after a student has gone off roll that they are still able to access their Insight account

• Date Of Leaving grace days before considered Off Roll
  

This is the number of days before the student joins the school, in which they will be able to access their Insight account

Finally run the Sync Process to create accounts for students. To do this click the Process button at the top right of the page then select Synchronise. A window will appear.

The option at the top of the window reads Set the new users' activated status as 'Activated'. Enable this if you want the students to be able to log in to Insight immediately. Next select the Students option. Leave the 3 checkboxes unticked then click Synchronise.

Staff

To create staff accounts, click the Process button at the top right of the page then click Synchronise.

The option at the top of the window reads Set the new users' activated status as 'Activated'. Enable this if you want the staff to be able to log in to Insight immediately. If you do not enable this option, then staff accounts will be deactivated, meaning they cannot log in until the accounts are activated at a later time.

Select the Staff option and more options will appear in the window. Select the role that you want to give to the staff accounts from the dropdown (see the roles page for further information about roles).

• Use SIMS credentials where possible
  

This option allows staff to use their SIMS login details to log in to Insight. The alternative is for Insight to create a new username and password for staff.

• Only add accounts where staff have a SIMS account
  

This will prevent members of staff without SIMS accounts from logging in to Insight.

• Synchronise teaching staff
  

Enable this option if you want Insight to create accounts for teachers.

• Synchronise non-teaching staff

Enable this option if you want Insight to create accounts for non-teachers.

Finally, click the Synchronise button and Insight will create accounts for staff, according to the options selected.

Single Sign On

A Trusted Authentication Account in SIMS

Insight is capable of Single Sign On (SSO) so that staff do not need to log in to Insight, as long as they are logged in to the school network via Active Directory. Staff must also have Trusted Authentication logins for SIMS.

SSO requires Insight to be linked to the Active Directory, which requires the additional module, AD links. Staff must have their Person_ID number stored in the EmployeeID field of their AD record. Instructions for performing this task are found on the AD links page.

Once the above conditions have been satisfied, staff should use the ADSSO.aspx page of Insight to login when they are connected to the school network, e.g.

https://insight.myschoolwebsite.co.uk/insight/ADSSO.aspx

Changing Usernames to Email Format (the Match process)

Each user in Insight has a username and an email address. Sometimes a user will change their email address, and you may want their username to also change, so that it matches their new email address. Insight can update users' usernames in bulk using the Match process.

Note that the Match process will not be available if you have configured Insight to not email addresses to be used as email addresses. The setting for this is found via:
Manage > Preferences > User Creation > Never use emails as usernames

To run the Match process, click the Process button at the top right of the page then click Match.

You can then choose from the following two options:

• Email-like usernames
  

Only update an account if the username is already an email address

• All users
  

Update all accounts

Note that no two accounts can have the same email address or the same username. This may prevent the Match process updating a account's username.

Once a user's username has been updated, they will receive an email telling them what has happened. You can define the message Insight uses via:
Manage > Preferences > Email > Message to send when a username changes as a result of an email address change

Automatic Overnight Synchronising and Matching

Insight can be configured to automatically perform the Sync and/or Match process overnight. To enable this, click the Process button at the top right of the page then select the Automate option.

Firstly enable the option labeled 'Enable Automatic Synchronisation', then set the time you wish for the synchronization to run each day/night.

Other than this, the options available within each of the tabs will change. Within each of the tabs, there is an option to enable automatic synchronization for the type of person within the currently selected tab. e.g In the Parental tab there will be an option to 'Synchronise Parental Accounts' . This enables you to configure INSIGHT to run an automatic synch only for the individual person types you're interested in.

You will see that some of the options are repeated across multiple tabs and are fairly self-explanatory... But there are a couple of options which may not be so obvious. Here's a list of some such options and an explanation for what they do:

In the Parental Tab: New Accounts are Approved - This means that newly created accounts will be activated automatically. Run Match Process - This option ensures that parental usernames match their email address. This should not be enabled if you do not use email-like usernames.

In the Students Tab: Match Legal Match Chosen Match Initial

These options are relevant only when you do not create student accounts by importing unique student IDs into the student's AD records. The options instead set INSIGHT to create student accounts when a match is found based on the name data in the student's name and AD records.

Once you have configured all of the options within each of the tabs as you require, click 'Ok' in the bottom right and the Automatic Synchronisation should start to happen at the time you set in the top right of the 'Automate' window.

Important Side Note In order for this to work you have to have KeepAlive installed and running. To check this run the service controller on the IIs server that hosts Insight. Open the 'Services' option and you can check the current state of Keep Alive.

Ye Olde Stuff

The User page

All of the users in Insight can be found on this page. There are several columns in the list of users that give more information about the user account.

The activated column shows whether the account is active or not. An inactive account cannot be used to log in. There will be a tick in the Used column if the user has ever logged in, or if the Insight admin has ever logged into their account (see the Match Button, below).

When an account is first created, it will be given a randomly generated password (unless it is a SIMS or Active Directory account, which have their own passwords). There will be a tick in the Gen Pwd column if the account still has a randomly generated password; the tick will disappear once the user changes their password. The notified column tells you whether the user has had their login details sent to them via the password notification page.

The sorting column on the far right 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 has a year 9 pupil in reg group 7F, the sorting string will read: 00077F. You can use this to find all of the parents of specific pupils. For example if you type 0009 into the sorting column filter, the users page will show you all of the users linked to year 9 pupils.