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Filter and search users

Filter and search users

The Users page has built-in filtering and sorting so you can find exactly who you need without scrolling through a long list.

Before you start

  • You must be an admin for the current school.
  • You must be in a specific school (not MAT overview mode).

Steps

Step 1 — Open the Users page {#step-1}

Select Users in the left sidebar.

Step 2 — Search by name or username {#step-2}

The filter bar appears at the top of the list. Type into the Search all fields box to match against name, username, or UPN. Results update as you type.

Step 3 — Apply additional filters {#step-3}

Select Filters to expand the filter panel. Filters are grouped into sections:

Role & status

  • Role — multi-select across all six roles (Admin, Mentor, Learner, Observer, Governor, Ofsted)
  • User status — Active, Pending suspension, Suspended, or Deleted
  • In group — a searchable combobox; start typing a group name to find it, even in schools with hundreds of groups
  • Year group — the real year-group values in use at this school (these come from your MIS data, so the exact list varies by school)

Identity

  • Username starts with — e.g. 25- to find everyone in a particular intake-year prefix
  • Username ends with — e.g. -smith to find everyone with a given surname suffix
  • Username state — find users by how their username was set:
    • Placeholder (not yet generated) — the user still has a temporary TMP_ username because no real one could be generated for them yet (most often a missing year group). They are excluded from every platform sync until that is fixed.
    • Placeholder and locked (stuck) — a placeholder username that has also been locked. This combination is a dead end: locked means the username is never regenerated, so the user can never get a working account. Unlock them (Users → select → Status → Unlock usernames) and fix the underlying data so the next import can generate a real username.
    • Locked — the username is fixed and will not be regenerated by future imports.

Users filter drawer showing the Identity group with Username starts and ends with fields and Year group

Sync (only shown for platforms your school has enabled)

Security

  • Password status — Change required, or Has default password
  • 2FA — Setup, Enabled, or Disabled
  • QR code — Present or Missing (only shown if QR login is enabled for this school)

Membership

  • Locked group memberships — users with individually pinned (protected) memberships

Filters stack — applying multiple filters narrows results further. See Using filters for the full reference.

Step 4 — Sort the list {#step-4}

Select any column header to sort by that column. Select again to toggle between ascending and descending.

Sortable columns include: Status, Name, Username, UPN, Role, Modified, Created, Last login.

Step 5 — Clear filters {#step-5}

Select Clear filters to reset all active filters and see the full list again.

Result

The list updates to show only the matching users. Filters stay active while you remain on the page.

Tips

  • Use In group filter to find all members of a specific cohort or to find users not in any group.
  • Combine Synced to Google: No with Status: Active to find active users who haven't been provisioned yet.

Related

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