Ask the assistant to do things

The Actions row in search and in the assistant lets you ask, in plain English, for something to be done instead of clicking through to the screen yourself. Nothing ever runs straight away: every action shows a confirm card naming exactly who and what it affects first, and only runs once you confirm it. The assistant never sets, generates, or accepts a specific password in chat; password actions always hand you off to the password field on the person's own edit page.

Before you start

You need the specific permission each action below names. Actions that change an account are being switched on school by school; until your school has them, asking for one gets you the steps to do it on the screen instead.

Limits and safety checks

• A confirm card lasts five minutes. After that, ask again.
• If the account changes between the card and your confirm, nothing is done and you're asked to try again.
• You can run up to 10 assistant actions an hour, and the same action for the same person can't be repeated within ten minutes.
• An action that can be reversed offers Undo straight afterwards.
• Every action is recorded in the admin audit trail as made through the assistant.

Open a page

Say:

• "go to…"
• "open…"
• "take me to…"

1. Type "go to" or "open" followed by the page name in the search box.
2. Pick the page from the Actions row, or press Enter on the top match.
3. The page opens straight away. Nothing else changes.

No extra permission is needed beyond being able to use the assistant.

Open a user's security settings

Say:

• "open security for…"
• "login options for…"
• "security tab for…"

1. Type "open security for" followed by the person's name or username.
2. Confirm which person you mean, if more than one match comes back.
3. Their edit page opens with the login options section in view.

You need permission to manage users & groups.

Set a user's password

Say:

• "set password for…"
• "set a password for…"
• "change password for…"

1. Type "set password for" followed by the person's name or username.
2. The assistant never asks for or accepts a password in chat.
3. Their edit page opens with the password field in view. Type the new password there and save.

You need permission to reset passwords.

Rename a user

Say:

• "rename…"
• "rename user…"
• "rename the user…"

1. Type "rename" followed by the person's name or username.
2. Confirm which person you mean, if more than one match comes back.
3. The Rename user wizard opens with them selected. Review its preview and confirm there.

You need permission to manage users & groups.

Move a user to another school

Say:

• "move…"
• "move user…"
• "transfer…"

1. Type "move" followed by the person's name or username. Naming the destination ("to City Primary") is fine; you pick it on the page.
2. Confirm which person you mean, if more than one match comes back.
3. The Move users wizard opens with them selected. Choose the destination and confirm there.

You need permission to manage users & groups.

Merge duplicate accounts

Say:

• "merge…"
• "merge user…"
• "merge duplicate…"

1. Type "merge" followed by the name or username of the account to keep.
2. Confirm which person you mean, if more than one match comes back.
3. The Merge users wizard opens with them selected. Add the duplicates, review the preview and confirm there.

You need permission to manage users & groups. Restricted to admin accounts.

Show a filtered users list

Say:

• "show all…"
• "list all…"
• "find all…"

1. Type "show all", "list all" or "find all" followed by a year group or role, e.g. "show all year 7".
2. The Users list opens.
3. Apply the matching filter shown on the page. The link does not pre-apply it yet.

You need permission to manage users & groups.

Check a user's MFA status

Say:

• "mfa status for…"
• "2fa status for…"
• "is mfa required for…"

1. Type "mfa status for" followed by the person's name or username.
2. The assistant reads the school's MFA policy for their role and their exemption flag.
3. It replies with both, no page needs to open.

You need permission to manage users & groups.

Check whether a user's changes are held

Say:

• "sync status for…"
• "freeze status for…"
• "is sync paused for…"

1. Type "sync status for" or "freeze status for" followed by the person's name or username.
2. The assistant checks whether their school's cloud sync is currently paused.
3. It replies with the answer. Held changes are never lost, only delayed until sync resumes.

You need permission to view sync status.

Reset a password to the school default

Say:

• "reset password for…"
• "reset the password for…"
• "reset password to default for…"

1. Type "reset password for" followed by the person's name or username.
2. Check the confirm card. It names exactly who is affected.
3. Confirm. Their password changes to the school default straight away.

You need permission to reset passwords.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.

Reset a user's 2FA

Say:

• "reset 2fa for…"
• "reset mfa for…"
• "reset authenticator for…"

1. Type "reset 2fa for" followed by the person's name or username.
2. Check the confirm card.
3. Confirm. Their authenticator app and any passkeys are removed, so they set 2FA up fresh next time.

You need permission to manage users & groups.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.

Force a password change at next login

Say:

• "force a password change for…"
• "force password change for…"
• "require a password change at login for…"

1. Type "force password change for" followed by the person's name or username.
2. Add "clear" to the same request to cancel an existing forced change instead.
3. Check the confirm card, then confirm.
4. If they then sign in with their QR code or with Google, the request is cleared without them being asked.

You need permission to reset passwords.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.

Set a user's login window

Say:

• "set a login window for…"
• "set login window for…"
• "set the login window for…"

1. Type "set login times for" followed by the person's name, then "from 8:30 to 15:30".
2. Say "clear the login window for" the same person to remove an existing window instead.
3. Check the confirm card, then confirm.
4. For a whole group, say "set login window for all learners" (or "everyone in year 7"): the Users list opens already filtered, then tick Select all and use Login options.

You need permission to manage users & groups.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.

Sync a user now

Say:

• "sync now for…"
• "sync for…"
• "provision now for…"

1. Type "sync now for" followed by the person's name or username.
2. Check the confirm card. While the school's cloud sync is paused, the card says so and the action can't run.
3. Confirm. Their account is queued for an immediate sync to Google and/or Microsoft Entra. A school that only uses Active Directory or Apple has no on-demand sync, so nothing is queued.

You need permission to manage users & groups. You also need permission to run syncs.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.

Exempt a user from MFA

Say:

• "exempt from mfa for…"
• "disable mfa for…"
• "turn off mfa for…"

1. Type "disable mfa for" (or "turn off mfa for") followed by the person's name or username to exempt them.
2. Type "enable mfa for" or "remove mfa exemption for" the same person to remove an existing exemption.
3. Check the confirm card, then confirm.
4. Admins always use 2FA, so the assistant won't exempt an admin. Exempting anyone else also switches off 2FA on their account, even if they had turned it on themselves.

You need permission to manage users & groups. Restricted to admin accounts.

Being switched on school by school. Until your school has it, the assistant explains how to do this on the screen instead.