This documentation refers to an old version of Accudemia 7.0 and has been replaced by Accudemia 9.0:
Accudemia 9.0 - User Accounts

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User Accounts

Purpose: To add, modify and search for Students, Tutors/Staff, Instructors, System Users, and Student Groups.

How to Access: Administration > User Accounts

Options: Create a new User, Print QR Labels

The list of users shown will be based on the roles and permissions of the logged-in user, for example, if the current user has the permission “Tutor Administrator” then only Tutors will be shown.

Use the filters as needed and select a group of users, then click the button “Print QR Labels”, the system would create a PDF file that you can download with all those users' QR Codes.

Create User Account (General)

To add a new user, click on the button + New Account. If you want to edit a current user, click on their name and make changes as needed.

Please notice that if you are running imports in your Accudemia then some of the changes you do by hand might get overwritten by the next import.

General Use this section to set the basic information of the User.

  • First Name: This is a required field that is stored as the Student's First name.
  • Middle Name: This is an optional field that is stored as the Student's Middle name.
  • Last Name: This is a required field that is stored as the Student's Last name.
  • Birthdate: Use the Calendar icon to set the Birthdate of this User.
  • Gender: This optional field can be set to help ID your Student population by Gender.
  • Admin Notes: Use this field to keep any permanent notes about the User.
  • Connect Link: Use this field to keep the online User Link to be used for online Appointment Sessions(This field only shows if enabled in (Control Panel→ Virtual Sessions → Enable 'Connect Link' field for users).)
  • Emails: This is an optional field(it can be set as mandatory by your admin) that stores the Student's Email.
  • Phone Numbers: Use one of the following options to Add, Edit, or Remove a phone number for the User.
  • Addresses: Use one of the following options to Add, Edit, or Remove a Home Address for the User.
  • User Photo: Use the Upload link to upload the User's photos to their profiles.

Security

Use this section to set the security settings for this User:

  • User ID: This assigns a unique ID to the User.
  • Secondary ID: This is an optional second ID that can be assigned to the User.
  • Other ID 1: This assigns another unique ID to the user (Use as needed).
  • Other ID 2: This assigns another unique ID to the user (Use as needed).
  • Other ID 3: This assigns another unique ID to the user (Use as needed).
  • Other ID 4: This assigns another unique ID to the user (Use as needed).
  • Password: This is the unique Password that you want to give to the User.
  • Status: Check or uncheck this option depending on if you want this user to interact with the system.
  • Roles: This assigns the User to be a:
    • Student - This role is used to track their Center Attendance to the Center, after selecting this role a new tab shows called “Enrollment” so you can link this student with his/her Classes.
    • Tutor - This role is used to meet with Students and track work hours in the Center, after selecting this role a new tab shows called “Tutor Assignments” so you can link this tutor with his/her Courses.
    • Instructor - This role is used to report visits by Students in the Center, after selecting this role a new tab shows called “Instructor Assignments” so you can link this Instructor with his/her Classes.
    • System User - This role is used to manage the system's configuration for the College-level and Center-level settings. After selecting this role a new section appears below this section. Using this section, there is a set of permissions you can grant this user (see more in the System User Role Permissions section in this guide).
User ID and not password is not needed for Students that will only be performing a sign-in to a center. This is only given if the Student needs to log in from home to set up an appointment.

Name Badge

  • Preferred Name: This is an optional field linking the User with their Preferred Name (if different than their Name in Accudemia).
  • Preferred Pronouns: This is an optional field linking the User with their Preferred Pronouns.
  • Phonetic spelling: This is an optional field linking the User with their Phonetic Spelling (a system of spelling in which each letter represents one spoken sound)
  • Voice recording of your name: This is an optional field allowing the User to record how their names sound. (a. WAV audio file gets recorded and it can be reproduced later by other users, the audio is set to a max of 25 seconds.)
  • Public Notes: This is an optional field linking the User with notes such as studies, hobbies, favorite Courses, and similar.
Throughout Accudemia you will see a reference to this user “Badge/Card” where you can click to see information referencing the user, typically wherever the user is mentioned you can locate the user card with an icon next to the user name, as you see here in this example

Create Student Account

  1. Simply complete the General information from Create User Account (General) above.
  2. Next under the Security tab select Student in Roles. (There will be other tabs now shown like Student Enrollment)
  3. Under Student Enrollment, you can assign classes to a Student on a per-semester basis. You can select a specific Term and Subject Area.
  4. Once finished, you can click on Save Changes, and you'll be redirected to the User Account Dashboard.
Check out this helpful Student Quick Start Guide if you would like to see the system explored through the eyes of a Student. This guide is available as a downloadable PDF for you to print and distribute to your Students.

Student Profile

  1. First, search for, select the Student and edit the Student.
  2. Then under the Security tab select student in Roles.
  3. If Profile Data is in use in your Accudemia then you can see the imported information on this Student or create/update it if necessary in the corresponding Tab:

Student Enrollment

  1. First, search for, select the Student and edit the Student.
  2. Then under the Security tab select student in Roles.
  3. Click on the Enrollment Tab and add all the Classes as needed.

Create Tutor Account

  1. First complete the General information from Create User Account (General) above.
  2. Next under the Security tab select Tutor in Roles. (Two other tabs should open called  Profile  and  Tutors Assignments )
  3. Under Tutors Assignments, you can select a checkbox to allow a tutor to be assigned to all subject areas; if not, then you can select a specific Term and Subject Area.
  4. Once finished, you can click on Save Changes, and you'll be redirected to the User Account Dashboard.

Tutor Assignments

Here you can assign the Subject Areas that a tutor can assist with on a per-semester basis.

If you want your Tutor to be able to assist with all courses use that checkbox at the top.

Assigning Tutor Previous Semesters Subject Area Assignments

  1. User Accounts > Tutors > Select your Tutor(s) > Click the Assignments button at the top.
  2. Next, you will get prompted with the message: What do you want to do with assignments?
  • Edit Tutor's assignments manually - This allows you to assign Subject Areas that the staff member can help with. Be sure to click the Save Changes button after assigning the staff subjects.
  • Copy assignments from another term - This allows you to copy Subject Area Assignments from another Term that the staff member has helped with before.
If you would like you can enable the MultiSelect option on the page and select multiple Tutors that you want to have their assignments copied from a previous semester. This means they would automatically be assigned all the courses they had in the previous semester. This may have changed some from semester to semester, but hopefully, it will get you started and allow you to add/drop those courses to them manually later.
  • Import assignments from a different source - This allows you to import Subject Area Assignments that you have from a CSV file. More information can be found in the ADX Imports and Exports section.
Check out this helpful Tutor Quick Start Guide if you are a Tutor or would like to see the system explored through the eyes of a tutor, advisor, or staff member. This guide is available as a downloadable PDF for you to print and distribute to your tutors, advisors, or staff members. Additionally, if you have already created your Tutors and simply want to create a Schedule for their availability in Accudemia then check out our information on Staff Schedules.

Later you will schedule these Tutors to be available in your Center and they'll be able to only help with these available Subject Areas when setting their Tutor Schedule.

Name Badge (formerly Tutor BIO)

Under the Administration > User Accounts section of the main menu, you can view/edit the information related to the student or tutor such as their preferred pronouns, student/tutor bios, phonetic spellings, and even a recording of their name.

This information is shown to students while selecting tutors on the appointment schedulers so they can review it to find the tutor that best fits their needs. The information here could explain the tutor's abilities, maybe their history in this role, as well as the specific Courses/Services they will be assisting at the center.

In the case of a student, it could be used to display information that they want to be known when working with a tutor.

Next, if you want this to be visible from other screens make sure that you place a check on the Active (Public Card).

Finally, in the top-right of this edit user screen click the Save Changes button.

If using this for Students or Tutors these name badges or bios can show up in Accudemia in several ways. See below:

New Appointments screen
Students Name Badge on New Appointment screen
Students Name Badge on New Appointment screen
|Tutors Name Badge on New Appointment screen
Tutors Name Badge on New Appointment screen

User Accounts screen
Students Name Badge on User Accounts screen
Students Name Badge on User Accounts screen
|Tutors Name Badge on User Accounts screen
Tutors Name Badge on User Accounts screen

Session Logs screen
Students Name Badge on Session Logs screen
Students Name Badge on Session Logs screen
|Tutors Name Badge on Session Logs screen
Tutors Name Badge on Session Logs screen

Manage Center screen
Students Name Badge on Manage Center screen
Students Name Badge on Manage Center screen

Using this link, you can send students directly to the appointment scheduler with only the specific Tutor's schedule shown in the last step. Note that this option is only available for Tutors so they must have this role. This is the process to generate this link:

  1. While editing the Tutor click on the Create Link option below the Tutor's photo on the General tab:
  2. Give a name to the link with no spaces or special characters.
  3. A link is now generated for you to copy so once copied click the Save Changes button a the top of this screen.
  4. Done! Now the Tutor's link will be available to copy later when you edit their account:
If you are curious how this looks on the Student's view this is the process once they click the link you provided:
  1. First, they will select the Center, Service, Course, and Instructor (if applicable).
  2. Finally, they will be presented with just that tutor's schedule.

Create Instructor Account

  1. First complete the “General information” from Create User Account (General) above.
  2. Next under the Security tab select Instructor in Roles. (One other tab should open called  Instructor Assignments  )

Instructor Assignments

  1. First, search for, select the Instructor, and edit the Instructor.
  2. Under Instructor Assignments, you can assign classes to an Instructor on a per-semester basis. You can select a specific Term and Subject Area.
  3. Once finished, you can click on Save Changes, and you'll be redirected to the User Account Dashboard.
Check out this helpful Instructor Quick Start Guide if you would like to see the system explored through the eyes of an Instructor. This guide is available as a downloadable PDF for you to print and distribute to your instructors.

Create System User Account

  1. First, navigate to the Administration > User Accounts section as an Admin.
  2. Next, click the +NEW button to open the add user screen.
  3. Now complete the General information (Name and Email) from Create User Account (General) above.
  4. Next under the Security tab complete the Security information (ID and password) and select the “System User” option in Roles.
  5. Under Roles, you will be able to edit the users':
    • Scope: This is used to allow you to limit the permissions set they have to only access certain locations of the college. By default, every new System User is given College-level access until you limit them to a Location.
    • Apply Template:
      • College Administrator: Can manage all settings, users, and centers in the college.
      • Center Administrator: Can manage the settings of one center. No edit user settings are given.
      • Student Administrator: The User is allowed to create, edit, manage, and remove students.
      • Tutor Administrator: The User is allowed to create, edit, manage, and remove tutors.
      • Instructor Administrator: The user is allowed to create, edit, manage, and remove instructors.
      • Referral Administrator: This user is allowed to create, edit, and delete referrals.
      • Referral Issuer: This user is allowed to create referrals to the center.
      • Viewer: This user is allowed to view all the reports in Accudemia but cannot manage anything else.
        NOTE: You cannot apply more than one template to a system user so you may want to create a custom Role Group Template. Click here to learn more.
    • Permissions: Accudemia lets an Administrator select each of the individual permission given to a System User.
  6. Once finished, you can click on Save Changes, and you'll be redirected to the User Account Dashboard.
If the System User needs access to more than one area and the Institution's Centers and Classrooms have not already been grouped by locations, you may have to give this User College-level access. The only alternative is to recreate the Centers (with all of their settings) into these physical or logical locations grouped using Location Groups. Centers and Classrooms can only be created/added to existing Location Groups. In other words, you cannot move a Center that already exists into a newly created Location Group.
Do not delete the old Centers if recreating them in a newly created Location Group simply inactivate them by unchecking the “active” checkbox when editing the Center. Inactivating Centers leave them in Accudemia for reporting but will not allow Students or System Users to interact or use it.

User Role Permissions

The following table shows the different User Roles. Accudemia lets a College Administrator create and modify each different User Role permissions.

This icon represents College-level only settings.

# User Role Description Applies to...
1 SI Class Attendance Administrator Can manage the presences and absences of the students. Classrooms and Location Groups
2 Location Administrator Can manage all locations in the user's scope Centers, Classrooms and Location Groups
3 Student Sign Ins/Outs Can make manual Student sign in and sign outs (mass sign-ins) Centers and Location Groups
4 Tutor Sign Ins/Outs Can make manual Tutor sign-in and sign-outs (mass sign-ins) Centers and Location Groups
5 Account Administrator The user is allowed to perform college wide operations (buy AccuCredits, Access Developer Tools, Configure Outlook 365 Integration, and manage Technical Contacts) Centers and Location Groups
6 Appointments Administrator Can create and view appointments for all users. Centers and Location Groups
7 Assign Courses and Services to location Can assign Courses and Services to location Centers and Location Groups
8 Create Semesters Can create/edit semesters ImageCollege-level
9 Create Sign-In Stations Can create Sign In Stations for the school locations Centers, Classrooms and Location Groups
10 Create Surveys The user is allowed to create, edit and remove surveys. Centers, Classrooms and Location Groups
11 Edit Classes The user is allowed to create, edit and remove classes. Classrooms and Location Groups
12 Edit Subject Areas The user is allowed to create, edit and remove subjects for the whole college. ImageCollege-level
13 Edit Student Session Logs Can edit Student Session Logs. Centers and Location Groups
14 Edit Tutor Tasks The user is allowed to create, edit and remove tutor tasks for the whole college ImageCollege-level
15 Edit Tutor Schedules Can edit Tutor Schedules. Centers and Location Groups
16 Edit Tutor Session Logs Can edit Tutor Session Logs. Centers and Location Groups
17 Edit Offtimes Can edit place offtimes Centers, Classrooms and Location Groups
18 Edit Profile Questionnaire Can edit the profile questionnaire. ImageCollege-level
19 Edit Settings This user will be allowed to edit the Settings in the Control Panel. Centers, Classrooms and Location Groups
20 Edit Terminology Can edit the application terminology. Centers and Location Groups
21 Email Templates Editor Can edit the application terminology. Centers and Location Groups
22 Export Data Can export data college-wide ImageCollege-level
23 iAccu Administrator Can manage all iAccu devices of the college. Classrooms, Centers and Location Groups
24 Import Data Can import data college wide ImageCollege-level
25 Intake System Administrator Can manage the waiting lines in the Intake System. Centers and Location Groups
26 Manage Instructors The user is allowed to create, edit and remove only instructors. ImageCollege-level
27 Manage Students The user is allowed to create, edit and remove only students. College-level
28 Manage Tutors The user is allowed to create, edit and remove only tutors. This permission also controls access to add/edit/remove the Session Assessments. ImageCollege-level
29 Manage Person Groups Can create/edit Groups Centers, Classrooms and Location Groups
30 Manage System Administrators The user is allowed to create, edit and remove other **System Users**. But can only manage persons with the same or lower user rights. Centers, Classrooms and Location Groups
31 Referrals Administrator Can create/edit all options in the warning system (referrals) College-level
32 Referrals Issuer Can create, edit, close, re-open, change the follower, and add comments to a referral in the warning system ImageCollege-level
33 Send SMS The user is allowed to send SMS College-level
34 Take SI Class Attendance Can take attendance but not edit any class related information. Classrooms and Location Groups
35 View "Daily Viewer" section Can view the "Daily Viewer" for center attendance Centers and Location Groups
36 View "Who Is In" Can see currently signed in Students/Tutors Centers and Location Groups
37 View SI Class Attendance Reports Can only see reports which are related to SI Class attendance reports. Classrooms and Location Groups
38 View Student Lists Reports Can only see general reports that contains user lists. ImageCollege-level
39 View Administrative Reports Can see administrative reports ImageCollege-level
40 View Appointment Reports Can only see reports which are related to Appointments (e.g. Appointment Schedule) Centers and Location Groups
41 View Appointments Can only view appointments Centers and Location Groups
42 View (Center) Attendance Reports Can only see reports which are related to attendance tracking Centers and Location Groups
43 View Non-Anonymous Survey Results Can see reports for surveys including student data. Centers and Location Groups
44 View Registration Reports Can see all reports related to Registration (e.g. Student Registrations, Course Registrations) ImageCollege-level
45 View Security Role Reports Can see security role and permission reports ImageCollege-level
46 View Session Logs Can view session logs and tutoring/session assessment reports. Centers and Location Groups
47 View Statistical Reports Can only see general summarized reports Centers, Classrooms and Location Groups
48 View Visits Reports Can see all Reports related to visits (e.g. New Visitors, Visits History) Centers and Location Groups

Searching for User Accounts

To find a specific user is fairly simple; you can find a menu on the left-hand side of the page titled Search. You have several options to filter the Search. When searching for a user you can use the following criteria:

  • First Name or Last Name
  • User ID
  • Security Role (Student, Tutor, Instructor, or Admin)
  • Status (Active or Inactive)

Managing Users

Deactivate/Activate User

Inactive students are not allowed to interact with Accudemia such as signing in at the centers, completing surveys, and make appointments, etc.

To Deactivate/Activate a user you must follow the steps below:

  1. Search for the student(s) that you are looking for.
  2. select the student(s) by checking the check-box next to the users name(s).
  3. A menu should pop up next to User Accounts, Click on Deactivate/Activate.
  4. A pop-up message should appear on the right-hand side of the screen saying:  User Updated. 

User Sign-In Notifications

The User sign-in notifications allow the User to receive an email when they sign in to a specific location.

To send Notifications to a user, you must follow the steps below:

  1. Search for the Student (s) that you are looking for.
  2. Select the student(s) by checking the check-box next to the User's name(s).
  3. A menu should now display on the top bar above the User Accounts list; click on the Sign-In Notifications button.
  4. A pop-up menu will appear, and you will be able to select as many locations as you want for the User to get notifications from. You will also be able to put in more than one email to send the notifications to.
  5. Click Save Changes to finish.

Manage User Roles

Once you've selected the User (s), then use this button to quickly manage the User (s)' security roles.

There is a feature added to Accudemia that not too many people may know about, and it is the ability to generate QR labels that can be printed on stickers for your students to be tracked by iAccu (the mobile companion app) in Accudemia.

To print the QR label, you must follow the steps below:

  1. Search for the Student (s) that you are looking for.
  2. select the students by checking the checkbox next to the User's name.
  3. A menu should pop up next to User Accounts; click on Print QR labels

If you notice at the top of the screen, you have a Print QR Labels button. The Print Labels button, if pressed now, will generate labels for all of your students. However, if you want to only generate the badges/labels for only several of the students, you can enable multi-select and select the students before pressing the Print Labels button.

This feature can be used to generate labels for Instructors, Tutors, and System Admins as well.

Once the Administrator clicks the Print Labels button and accepts the confirmation, he or she will get a PDF containing all the requested labels. The PDF contains up to 24 square labels per page. We suggest that are best to be printed on:

Avery® Easy Peel® White Square Labels (#22805)

These badges/labels are great for producing a label for iAccu, our mobile app for Accudemia. Using these barcodes, the iAccu app, and an Apple device will allow you to collect attendance for centers in many non-traditional locations.

Check out this helpful Student Manual if you would like to see the system explored through the eyes of a Student. This guide is available as a downloadable MS Word DOC for you to edit as an admin to mold it to your login process through your portal if using SSO (Single Sign-On).

Delete Users

Purpose: To remove Students, Tutors/Staff, Instructors, and System Users.
How to Access: Administration > User Accounts

To delete a person, first, select them in the list by checking the checkbox next to their name and then click the Delete button that pops up at the top of the page. After you click Delete, you will see a confirmation message:

“Delete user Jenny Ackerman? If you want to keep the history for reports, the users can be made inactive instead of deleting them.”

If you answer “Yes,” Accudemia will check the database to see if there are related records in other tables. If no related records exist, Accudemia will delete the Student.

Warning! If you choose to delete a user, this may lead to losing data associated with them in Accudemia.

Watch a short video as an example of how to create users