Observatory administrators have complete control over managing user accounts, ensuring precision in assigning roles and access levels across various functionalities.
To manage users, click Settings (cog icon) on your main toolbar at the top and select Users. You will be able to see a breakdown of all users that have access to the organisation.
Only users with 'Act' access on the 'Can Manage Users' setting in your Observatory account can manage users and their permissions.
Creating a New User
Quick Steps
- Click the Create New User button from the Users tab.
- Add the details and save.
- Click Send a Welcome Email.
- Click the Permissions tab on the user's profile to update Permissions.
- You can assign specific schools to your new user via the Schools tab.
Note: For security purposes, we strongly recommend that each user account is set up using a named individual email address wherever possible; where a role-based mailbox is used (e.g., head@ or office@), it should be owned and used by a single named account holder and not shared between staff.
Email Already in Use Error
If you see an 'Email Already in Use' error when setting up a user, here’s why and how to fix it.
Possible Causes:
- The email is associated with an archived user in your system.
- The user already has an account at another school using the same email.
- The email address is in our database but not linked to an account (previously deleted).
Steps to Resolve:
Firstly, check your archived user list. You can do this by clicking on the Settings Icon > Users > View Archived Users. Search whether the user is on that list, and if they are, click Reactivate. This will restore the user to your Perspective account.
If you've checked and they're not on your archived list, you'll need to check with our Support Team.
Before you do, you can set the user up as normal but use a temporary or fake email in the meantime (a useful tip is to use the exact email address but pop a number in it, for example, mickey.mouse1@angelsolutions.co.uk)
Once you've done this, let the support team know the user information and what their correct email address should be.
They can then correct the issue or, if necessary, merge the account across all schools they have access to.
The Support Team can be contacted at perspectivesupport@angelsolutions.co.uk.
Permissions
An Observatory Admin can edit user permissions. To do this, click the Permissions tab on the user's profile.
You will notice several permissions that can be amended based on what you want a user to access. To view what a permission does in more detail, hover your cursor over it.
You can set a permission to one of four states.
Off: The user has no access to that area
Read: The user has basic, read-only access to that area
Act: The user can read and interact with that area
Admin: The user has full access to the area and access to administer the settings.
To save time, you can also use one of our three permission categories: Admin, Standard and Custom. Selecting one of these will set the individual permissions accordingly, based on what we'd expect a standard user or administrator to have access to.
An Admin can see and do everything in Observatory.
A Standard user cannot see key areas but cannot manage the set-up of your Observatory account.
A Custom user is where you have altered permissions for specific system areas. This is where you choose what the person does/ does not have access to.
Assigning Schools
For information on assigning specific schools to a user, please see our Assigning Schools to a User guide.
Archiving a User
When a user is archived, it will keep their account set up. However, they won't be able to log in until they are unarchived.
To archive a user, click on Users and check the box next to one or more users before clicking Archive Selected.
To reactivate a user, click reactivate next to the user you want to unarchive.