Revoking Access to Parent Accounts

TABLE OF CONTENTS

• User Account management
• Revoking access to a parent/guardian/contact account
• Why do accounts show under Ready to revoke access?
• When do I revoke access to accounts under Ready to revoke access?

An important part of managing parent accounts is to ensure access to old accounts is revoked. Typically, this will be all parent accounts under Ready to revoke access. If this is not done, it may result in a range of issues. The most common issue is that parents will be able to log in, however they will not be able to see any information pertaining to their student (assessments, courses, timetable, reports).

If the parent still has children at the school, and their account shows under Ready to revoke access, there should be another account under Ready to provision or Active.

This is often a result of the family showing as split or blended in your admin system. Please check the admin system first. If your admin system is correct but it needs to be changed in SEQTA Teach it will most likely require adjusting the Sync rules. Please raise a case with the SEQTA Support team to address this issue.

User Account management

In most cases, a parent or guardian record is entered into your school's admin system (eg: Synergetic), which is then synced into SEQTA Teach. Your school might also enrol parents and guardians into an authentication management system (eg: Active Directory). Therefore revoking access will require both locations to be updated.

• Disable the account in the authentication management system
• Revoke the account's access from the User Management page as described below. This prevents further authentication or session renewal for the user.

Immediate Session Termination: In urgent cases where immediate termination of a session is necessary, it is possible to revoke the session from the database. To request this action, authorisation is required from the school's SEC or STC. Please contact the SEQTA Support team via the Help portal and provide the following information:

• User Contact type. Guardians can have a number of Contact type entries. Typically a parent would be chosen, but Contact types could also be created beyond Mother and Father to include Stepmother, Uncle, Caseworker, etc. See Data management>Contact types for what is available at your school.
• SEQTA Teach Code for the parent/guardian/contact.

Revoking access to a parent/guardian/contact account

1. Go to the Administration workspace>User management>Account manager page.
2. From the All users drop-down select Contacts.
3. Select Ready to revoke access from the status drop-down to the right of Contacts.
4. Select all parent/guardian/contact accounts by clicking the checkbox at the top of the Type column. All selected Contacts will be highlighted. Untick any individual accounts that you do not wish to revoke.
5. From the Actions... drop-down menu select Revoke access. Select Confirm to perform the change. This will revoke access by immediately removing the username and password from the parent's record located in Data management>Guardians. No sync run is necessary.

Note: If the parent has a new account (for example after a name or code change) you can send a Welcome email so they can access the new account.

1. Choose Contacts, then in the right-hand drop-down select Active.
2. Use the search box in the top-right corner to find the new account.
3. Check the Last login timestamp
4. If the field is blank, click the checkbox to select that parent's record.
5. Go to the Actions... menu and select Send welcome email.

Why do accounts show under Ready to revoke access?

• The contact has no students at the school.
• Another account has been created (due to a code change or family split).
• Someone may have entered a username into the incorrect Guardians record in Data management (eg: one that is not linked to a student or is not flagged for SEQTA Engage access).
• As a result of changes being made to the SEQTA Engage flag during the standard daily sync.

When do I revoke access to accounts under Ready to revoke access?

• Typically, this would be done after your end of year rollover is complete. Your school might allow an extended period for graduating students and their families.
• It might be used as part of the troubleshooting process when account issues are reported.
• If students leave mid-term, or the Contact code is changed etc., a regular check at intervals throughout the year might highlight accounts that need to be revoked.
• NOTE: If there's an unusually large number of accounts that appear (eg: 100s), there may have been changes made to the Contact type that the SEQTA Engage flag is associated with (via sync from your admin system). Please investigate the root cause of this before revoking access.