Portal: How do I invite MAT-level users?

MIS, Portal, Sonar Multi-School and individual JoinUp integrated products at a school-level for MAT-level users.

Overview

This article explains how to invite a staff member to use a MAT-level product (for example, Sonar Multi-School or the MIS), and optionally school-level products (for example, Sisra Analytics, Sonar Tracker and Juniper Websites) within their MAT, on the JoinUp platform by sending them an invitation via Portal. Staff must be invited individually for each MAT-level and school-level product.

This article assumes your staff members have been added into your MATs Juniper MIS. If you need to add a new user to your MAT's version of Juniper MIS see MIS: How do I add a staff member?

This article is for MAT-level products and school-level products using a MAT-level account. For information about inviting staff members to use products within a single school, see Portal: How do I invite a staff member to use a product?

Prerequisites

  • You must be an administrator.
  • You must be logged into your MAT-level account (not a school-level one).
  • You must switch to Portal and open User Invitations (for further information, see How do I switch between Juniper apps / products?).
  • The member of staff must have been added to your MAT-level MIS in Juniper Join Up.

Demonstration

This demonstration should take only a few minutes to step through:

Instructions

Expand an accordion below to either invite a staff member at a MAT-level or school level:

  • When granting a single user access to multiple MAT-level products, add them to each MAT-level product individually, as roles may differ, by repeating the steps outlined below within Portal:

    1. From User Invitations, select the ellipsis under Operations for the staff member you want to invite:

      If the user does not exist, go to Juniper MIS for your MAT (not school) and add them. After they have been added to the Juniper MIS for your MAT, they will be visible in Portal.

    2. Select Invite from the menu:

    3. From Invite Users, select the Trust Product that you want to invite the user(s) to use, for example, Sonar Multi-School or the MIS):

    4. Select the role that you want to assign to the user from Trust Assign Role:

    5. If you want to invite the user to access one or more products at one or more schools within your MAT, check Invite to Schools, and follow the instructions in the next accordion, otherwise, Select Send Invitation.

  • This section explains how to grant a user school-level access to products in one or more schools within your MAT, using a MAT-level account.

    To send a school-level product invitations:

    1. After checking Invite to Schools from within Invite User, select a school-level product from Select School Products:

    2. Select the school-level role for the selected product from Assign School Role: 

    3. Check one or more schools:

      Check the checkbox next to Name to select all schools. 

      Whilst all schools are listed, invitations will only be sent granting access to the product where the school has an active subscription for a product. Roll over the information icon to view details of a school's subscriptions:

       

    4. Select Send Invitation.

    5. Portal checks whether anyone in the selected school(s) already has an account using the same email address as the MAT staff member you're inviting. If a match is found, a message is displayed telling you there are existing users with this email in the selected schools, and that they'll be promoted to a MAT staff member:

      1. Select OK to continue.

      2. In each school with a matching user, that user is made a MAT-level staff member. Their staff and personal details are updated to match the MAT invitation, and their permissions are set to those you specified, replacing any permissions the user previously had.

        At a school-level, when you view the user's information in the Portal (in User Invitations / Staff), the user's name is prefaced with an asterisk (*), for example *Forname Surname.  

        If the matching user's account was originally created through Wonde, that connection is removed. This means future Wonde syncs will no longer automatically update this profile, avoiding conflicts.

      Repeat the steps above for each product and role that you want to add at a school-level.

When assigning a new school-level product to an existing MAT-level account, you must select a Trust Product and Trust Role, before you can send an invitation. You can select an existing product and role for the user to save inviting them to products you do not want to give them access to at a MAT-level.

When you grant a user school-level access through the MAT-level Portal, their user account can only be managed through the MAT-level Portal. You cannot manage them through the school-level Portal.

Outcome

After successfully sending the invitations, a confirming message is displayed:

An email invitation is sent to the users giving them to the MAT-level product selected and any selected school-level products:

  1. If they are a new user, the email will contain a link enabling them to accept the invitation online. 
  2. If they are an existing user, they will receive an email explaining that they have access to a new product / app that will be made available to them next time they log in to Portal. 

If the staff member is a new user, they have 14 days to sign up after receiving their invitation from the Portal. If they do not register within this period, they will need to be invited again. See Portal: How do I re-invite a staff member to register at a MAT-level? for further information.

When inviting new users, they are given access to Portal automatically. Their Portal-level role reflects the highest role they hold across their subscribed products (this falls back to Minimal Edit except where Account Admin / Account Owner apply). For existing users, Portal access is set to Account Owner / Account Admin if they already have an Account Admin / Account Owner role for another product.

When an existing school user is added at the MAT-level, revoking MAT access later removes their MAT-level access (marked with an asterisk) in the school's User Invitations / Staff. The original school-level access is then re-enabled in the school User Invitations / Staff page, allowing a new invitation to be sent reinviting the user at only the school level.

Related information

 

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