Portal: How do I use one email address to sign in across all my schools (non-Wonde schools)?

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Overview

If a staff member has been given access to different schools or MAT accounts at different times, they may end up with a different login email address for each school. This means they can't switch between schools directly from within JoinUp. Instead, they must sign out and sign in again each time they need to access a different establishment.

This article explains how to fix this, so the staff member only needs to sign in with one email address, no matter which establishment they're working in, allowing them to then switch between different accounts through JoinUp (see How do I switch between schools?).

The process to make the changes is repeated as follows for each school where the incorrect email address is currently registered for the user:

  1. Revoke the user's access to the school with the incorrect email address.
  2. Update the user's email address in the school's Juniper MIS.
  3. Reinvite the user through the school's Portal.
  4. The staff member accepts the invitation.

Changing the email address through a user's Profile (under Security / Change Login Email) only updates the login for the school that they are currently signed in to. It does not merge or link schools together. 

Prerequisites

  • You school must manage your users through Juniper MIS (and not a third-party MIS connected via Wonde).
  • You must be a Account Admin, an Account Owner or have Full Edit access to update staff records in the Juniper MIS for the school with the incorrect email address.
  • You must be an Account Admin or an Account Owner in the school with the incorrect email address to manage users in Portal. 
  • You must know the staff member's correct, single email address.

Instructions

Follow these steps to link the staff member's existing account using the correct email address:

  • Follow these steps in the school with the incorrect email address:

    1. Switch to Portal if you don't have it open already. For further information, see How do I switch between Juniper apps / products?
    2. Select User Invitations.
    3. Select Staff.
    4. From the User Invitations - Staff tab, locate the staff member with the incorrect email address.

    5. Under User Status, select the ellipsis next to their entry and select Revoke Access:

    6. When prompted, select Revoke to confirm:

    This removes the users current access for this school only. It doesn't affect their access to any other school.

  • Follow these steps to update the staff member's email address so the correct one is sent the next time they're invited:

    1. Switch to MIS if you don't have it open already. For further information, see How do I switch between Juniper apps / products?
    2. Select Staff.
    3. Select All Staff.

    4. Select the staff member's Full Name to open their record:

    5. From the Personal Details tab, select Edit:

    6. Enter the correct email address in Email.
    7. Select Save.

    The email address held in MIS updates immediately. 

    For further information about how Juniper MIS and Portal handle staff email addresses, see Portal: How are staff email addresses managed within the Juniper MIS / Portal?

  • Follow these steps to send a new invitation using the corrected email address:

    1. Switch back to Portal if you don't have it open already. For further information, see How do I switch between Juniper apps / products?
    2. Select User Invitations.
    3. Select Staff.
    4. From User Invitations - Staff, select Send Invitations.
    5. From Invite Users, select the Product.

    6. Select the role to assign from Select User Role. This role applies to everyone you select in the next step, so it must be the same for all of them.

      If you select an Account Admin or Account Owner role, the person is automatically granted the same level of access in Portal. By default, other users are granted Minimal Edit access in Portal. For further information, see Portal: User roles.

    7. From Select Users, the pane shows staff who are not yet users of the product. Select one or more staff members to invite them.
    8. Select Send Invitations.
    9. Repeat Step 4 to Step 8 for each product that the user has access to.

    An invitation email is sent to the corrected email address. This may take a few minutes to arrive. 

    The user has 14 days to register after receiving their invitation. If they do not register in this time, you must invite them again.

    For full details and screenshots, see How do I invite a staff member to use a product?

  • The staff member must now complete these steps themselves, using the new invitation email:

    1. Open the invitation email and select the link to accept the invitation.
    2. When prompted, select Add to existing account, rather than Create new account.
    3. Sign in using the email address and password for their existing account.

    The staff member must select Add to existing account. If they select Create new account, this creates a separate login and the schools will not be linked.

Outcome

The school is now linked to the staff member's existing account using the correct email address. They can sign in once, using a single email address, and switch between each schools with that email address from their avatar (in the top right corner of a Joined Up product). For further information, see How do I switch between schools?

Tips and best practices

  1. Agree the correct email address with the staff member before making any updates. This avoids repeating the process if the wrong address is entered in MIS.

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