Users

Account creation history 3 min read Account creation history is a read-only list of accounts Realsmart has created in your cloud platforms. Use it to answer "was this person's account created, and when?" for accounts created some time ago. You can't change... Ask the assistant to do things 7 min read 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 ca... Bulk actions on users 12 min read Apply an action to many users at once without editing them one by one. You can act on the users you tick, or on everyone matching the current filters. Before you start You must be an admin for the current school, with th... Change how one person's name shows in Google 2 min read Google display name on a user's Details tab changes how this one person's name appears in Gmail, Classroom, Chat and the other Google apps, without changing your school-wide Display name setting. Before you start The fie... Classroom badges on a user's group memberships 2 min read When Google Classroom is switched on for the school, each group row on a user's Memberships tab (see Edit a user) that is linked to a Classroom course also carries a badge for whether this person is actually on that cour... Create a user 5 min read Add a single new person to the current school. Once created, the user is available to add to groups and is queued straight away for your connected platforms (Google Workspace, Entra), with Active Directory and Apple Scho... Creating a New App- Cpanel 1 min read Log into smartadmin and select "Apps" from the sidebar. From this page select "+Add App" in the top right corner. A fresh window will appear where you can fill in the title, link & image plus Instructions and info if req... Customise columns 4 min read The Users list lets you choose which columns are visible. The choice is saved for the school, not for you personally, so every admin at that school sees the same columns. Before you start You must be an admin for the cur... Delete or restore a user 2 min read Delete user and Restore user are account actions on the Details tab of a user's edit page. To delete several people at once, use Bulk actions on the Users list. Before you start You must be an admin for the user's school... Edit a user 14 min read The user edit page is the central place for everything to do with one person — their details, how they sign in (password, 2FA, login times), group memberships, guardians, sync logs, and their Classroom, calendar and clou... Edit a user — Security tab (password, 2FA and sign-in times) 6 min read Everything about how this person signs in, in one place. Each switch saves the moment you change it (there is no separate Save button), and every change is recorded in the audit trail. Three cues also appear in the heade... Filter and search users 5 min read 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, with the Manage users & groups p... Let people arrange their own Launchpad 3 min read Everyone can make the Launchpad their own: put the apps they use most at the top, add links to their favourite sites, and choose how it looks. You decide how much your school allows. People only ever see apps you have ma... Let someone manage the school website 4 min read Website admin lets a member of staff manage your school's website as a WordPress administrator, without making them an admin in ADAdmin. Use it for the people who look after the website, such as marketing, communications... Move users between schools 5 min read Use Move users to transfer one or more users to another school in the trust — for example staff moving between academies, or setting people up at their new school ahead of time. You can select several users and move them... Pause pupils' accounts for the school holidays 5 min read If you switch pupils' accounts off while school is closed, use a holiday pause rather than suspending them. You list the dates once, as many as you like (every holiday in the school year, for example), and Realsmart swit... QR code login 6 min read QR code login lets a pupil sign in without typing a username or password: they present their personal QR code to the webcam on the sign-in screen, and it logs them straight in. It's aimed mainly at younger pupils who can... Reduced admin access — control what an admin can do 4 min read Not every admin needs to run syncs, change platform settings or export data. The Access tab on an admin user lets you set exactly what they can do — from full access down to a reduced day-to-day set — and everything in b... Rename a user (change username and email) 6 min read A username is also the user's email address in Google Workspace and their user name in Microsoft 365, so changing it is a rename of their account, not just a field edit. The Rename user wizard is the deliberate way to ma... Require MFA for staff and students 7 min read You can require multi-factor authentication (MFA) at sign-in with two independent, school-wide settings — one for staff, one for students. They work the same way and share the exact same mechanism; the only difference is... Reset or switch off MFA for one user 5 min read "Reset MFA" usually means one of three different things. Picking the right one matters, so start here before you touch anything. (a) New phone, same requirement — the person still needs MFA, they just need to enrol again... Reset passwords — one pupil, a class or a year group 12 min read Resetting a password puts it back to the school's default password for that person's role. There are two places to do it: The Reset passwords page — for pupils: one pupil, a class or a year group at a time. Admins can us... See what Google and Entra say about a user (Cloud tab) 3 min read The Cloud tab on a user's edit page shows what Google Workspace and/or Microsoft Entra currently report for this person — their organisational unit (Google) or administrative units (Entra), group memberships, and account... See who still needs to set up 2FA 3 min read School settings → 2FA set-up shows who has to use two-factor authentication (2FA) at your school, who has set it up, and how long everyone else has left. Admins and owners always have to use 2FA. So does anyone your 2FA... User roles explained 4 min read Every user in ADAdmin has one of six roles: Admin, Mentor, Learner, Observer, Governor, or Ofsted. The role controls what the person can see and do in ADAdmin and affects how their account is treated by connected platfor... User statuses 7 min read Every user has a status that controls their state in ADAdmin and in connected platforms (Google Workspace, Entra, Active Directory). Separately, every user also has an independent Protected (Smartsync) setting — see Smar... Users pending suspension 6 min read When a user is no longer found in your MIS import, they are flagged for suspension rather than suspended straight away. The dashboard shows these users in a Users pending suspension panel so you can review them — it's a... What happens to a leaver's account? 7 min read You don't have to do anything when someone leaves. Once your MIS stops sending them, Realsmart suspends their accounts, and later purges them. This page explains each step, when it happens, and how far back you can go if... Why does a user keep getting suspended? 8 min read Realsmart suspends people who are no longer in your MIS. If someone is suspended who shouldn't be, the question is nearly always: why isn't your MIS sending them to Realsmart? This guide covers the usual reasons, how to... Why does sign-in say "Too many sign-in attempts"? 3 min read When someone types the wrong password too many times, Realsmart sign-in locks that account for a short time and shows Too many sign-in attempts for this account. Please try again in … minutes. This is a security protecti...