Edit a user
Edit a user
The user edit page is the central place for everything to do with one person — their details, group memberships, guardians, sync logs, and classroom data.
Before you start
- You must be an admin for the school the user belongs to.
- The edit page has six tabs: Details, Memberships, Guardians, Logs, Classroom, and Cloud. Each tab handles a distinct area.
- When you edit another admin and you hold Manage other admins' access, an extra Access tab appears — use it to set what that admin can do. See Reduced admin access.
Steps — finding and opening the edit page
Step 1 — Open the Users page {#step-1}
Select Users in the left sidebar.
Step 2 — Find the user {#step-2}
Use the search field, filters, or scroll the list to find the person, then select their name to open their record. (The name is the link — there is no separate Edit button.)
The edit page opens on the Details tab.
Details tab
The Details tab shows and lets you update the user's core information.
Fields:
- Role — Admin, Mentor, Learner, Observer, Governor, or Ofsted. See User roles.
- Title — optional (Mr, Mrs, Dr, etc.)
- First name and Surname
- Username — unique within the school; cannot contain spaces
- Status — Active, Suspended, Locked, or Deleted. See User statuses. ("Pending suspension" isn't one of the choices here — it's a flag ADAdmin raises automatically, not something you set on this dropdown; see that doc.)
- Protected — tick to exclude the user from automated sync deletions
From your MIS {#step-details-mis}
Below the editable fields, a From your MIS panel shows what your MIS holds for this person. Every field in it is read-only — correct it in the MIS and it updates here on the next sync.
- School ID — for staff, their staff code; for pupils, their UPN (previously shown as "MIS / school ID", and previously editable). It is now read-only: typing over it can break the match your sync depends on. If your school has staff codes replaced with MIS IDs, the caption says so — that setting means staff have their MIS ID stored here instead.
- MIS ID — this user's record id in your MIS.
- Sync ID — the id your MIS feed actually matches this person on. Which one that is, is a setting per school and per user type: it may be their School ID, their MIS ID, or their Wonde ID, so the caption names the one in use. This is the field to check when someone is being duplicated or missed by the sync.
- Job title — the job title as it exists in your MIS. Staff only.
- Staff type — Teaching staff or Non-teaching staff. Staff only. If your school uses Settings → Teaching staff to decide which job titles count as teaching, the panel says the value came from those rules. When you change the rules, this user keeps their current staff type until their next sync — the panel warns you when a change is due.
- Subjects — the subjects this staff member is attached to in your MIS, teaching attachments first. Staff only. If subjects sync is off for the school, or the subjects sync hasn't run yet, the panel says so instead of showing an empty list. All subjects opens the full subjects view (admins with sync settings access).
Save changes {#step-details-save}
Select Save changes after editing any field.
Other actions on the Details tab {#step-details-actions}
- Sync now — pushes an on-demand sync for THIS user to whichever cloud platforms the school has turned on (Google Workspace and/or Microsoft Entra). This is the same push that happens automatically whenever you save changes, reset a password, or restore/delete the user — the button just lets you trigger it on demand (for example, to confirm a stuck sync without changing anything else). A confirmation shows which platform(s) were queued. If the school has Active Directory or Apple School Manager on instead, those still sync on their own schedule — there is no instant push for them, so the button is greyed out with an explanation when neither Google nor Entra sync is on.
- Reset password — resets the user's password to the school's default. The user will need to change it at next login.
- Reset 2FA — clears the user's two-factor authentication setup so they can re-register.
- What Wonde says — opens the matching record in Wonde data so you can compare ADAdmin against the origin (the MIS, via Wonde). Shown when the user has a Wonde or MIS id.
- Restore user — visible only when the user is deleted; restores them to active.
- Delete user — soft-deletes the user. They are marked Deleted and re-synced (deprovisioned from connected platforms).
- Login window — restrict when this user can log in. Enter both times in school local time (an overnight window is allowed) and save; Clear removes the restriction. The same restriction can be applied to many users at once from the Users page under Login options — both use the same underlying setting.
Memberships tab
Shows the groups this user belongs to, and lets you add more.
- Add to a group… search box at the top — start typing a group name, then select it from the results. The user is added straight away.
- Remove (×) next to a group — removes the user from that group
- Remove all — removes the user from every group at once (with confirmation)
A membership you add by hand is locked: it is kept even if the MIS stops sending it, and it shows a Locked badge in the list.
You can also add people to a group from the group edit page, or with Add to group from the Users list when you have several to do at once.
If cloud sync is paused for the school, the change is saved in Realsmart now and sent to the connected platforms when sync resumes.
Guardians tab
For learner accounts — record parent / guardian details and whether to include them in Classroom notifications.
Select Save after adding or editing guardians.
Logs tab
Shows the user's provisioning log history — Google Workspace and Entra sync events, filtered to this user.
Loads on demand (the tab is lazy-loaded for performance).
Classroom tab
Shows this user's Google Classroom data — courses, assignments, and activity.
Loads on demand.
Cloud tab — what Google & Entra say
Shows what Google Workspace and/or Microsoft Entra currently report for this user — their organisational unit (Google) or administrative units (Entra), group memberships, and account status (active/suspended, enabled/disabled) — without you needing to open the Google Admin console or the Entra portal yourself.
- Read-only, and needs no Google/Entra login. This tab never changes anything on either platform, and there's nothing to sign into — ADAdmin fetches the data on your behalf using the same credentials the background sync already uses.
- Loads on demand, like Logs and Classroom.
- One card per platform your school uses. If your school has neither Google nor Entra sync turned on, the tab explains there's nothing to show.
- Two kinds of data:
- As of the last sync — an instant first paint from ADAdmin's own records (from the last time the background sync ran). This is what you see the moment the tab opens.
- Live — select Check live on a platform's card to fetch the current picture straight from Google or Entra right now. This can take a few seconds; the card updates automatically when it's done, and shows who ran the check and when.
- A live check may come back not found (no account exists there for this user yet) or with an error (for example, the school's Google/Entra connection needs attention) — either is shown directly on the card.
Troubleshooting
- "I can't find the user" — check you are in the right school; use the filters to search by username or MIS ID.
- "The Delete button is greyed out" — you may not have admin access, or the user is already deleted.
- "I deleted a user by mistake" — select Restore user on the Details tab (visible when the user is deleted).