User Management by SIS Sync

Organizations may have the option to automatically sync information (including staff and students) into EMS. This is usually set up during implementation or in consultation with Navigate360's Customer Experience and Technical Support teams. 

A connection is created from the district's Student Information System (SIS) to EMS. Generally, this is done via ClassLink or Clever to streamline the flow of information.

Based on the data provided by the district's SIS, users are created, disabled, and reenabled, as needed.

Viewing Users in EMS

All EMS users can be viewed and managed directly from the User Management feature.

Admins can navigate to User Management from the 3 Dot actions menu at the bottom left corner next to their name, and once in User Management, navigating to the Users tab.

The dashboard view on the Users tab will display all EMS users; and can be filtered by the following:

• Site (can multi-select sites)
• User Role Type (can multi-select role types)
• Include Disabled Users

Admins can also search for a specific user using a quick name search, or advanced search using the search bar to the top right corner. 

The dashboard view on the Users tab will display the following info for each user:

• Name (if a user is disabled, a “Disabled” tag will appear next to their name)
• Staff Title
• User Role Type
• Site
• Login Info (Email used to login)
• Last Login Date

To view a specific user's profile and/or manage user settings, Admins can click on the user name from the dashboard.  

Adding Users

Admins can manually add users that are not automatically synced in from the SIS. Users can be added both one at a time and in bulk. To add a user you must include First name, Last name, Email address, and will need to select a primary site and a User Role for that site. Once created, users can edit their own profile to keep their information updated.

To manually add a single user:

1. Navigate to the Users dashboard
2. Click on “+Add User” and select New User from the dropdown menu 
3. Fill out all required user information and click Save

To manually add a group of users:

1. Navigate to the Users dashboard
2. Click on “+Add User” and select Multiple Users from the dropdown menu 
3. Download the excel template provided in the modal, save with all required user information and re-upload into the same modal
4. Click Execute to allow the system to scan user info 
5. You will receive confirmation of all added user(s) as well as any error messaging for users where info is missing or an existing user account already exists 

Managing User Accounts

You can edit the details of any existing user by clicking on their name from the dashboard on the Users tab. This will navigate you to the user's account page where you will be able to manage the following:

• Account Access (User can be enabled or disabled from accessing EMS)
• User Details (Basic contact information)
• Password Options (Can change/reset password, send a welcome email)
• Rapid Alarm Settings (Previously Respond settings)
  • Manage alarm management permissions
  • Manage 4 digit alarm pin
  • Manage alarm notification preferences (SMS, Email, Mobile Push Notification)
  • Manage additional building/site associations and alerts
• Notifications (Can manage marketing and newsletter notifications)
• Recent Activity (Can access recent EMS use and activity type)
• Site Permissions (Can manage site associations and user role for each site)

Disabling Users

You can disable user accounts at anytime, which will revoke their access to EMS. A user can be disabled by navigating to the User Account page and clicking on Manage Account and then on Disabled

Managing User Roles

User Roles:

There are four default options for user roles in EMS. These roles and their properties cannot be edited, disabled or deleted. Any user can be assigned to one of these roles and will have the permissions as described below: 

Managing First Responders in EMS

First Responder agencies can be invited to join EMS so they have access to important information during critical events like an emergency or a drill. To view/manage First Responder agencies within the site, Admins can navigate to User Management from the 3 Dot actions menu at the bottom left corner next to their name, and once in User Management, navigating to the First Responders tab.

The dashboard view on the First Responders tab will display all First Responder agencies with access to the selected site; and can be filtered one or more sites. Admins can also search for a specific agency using the search bar at the top right corner. 

The dashboard view will display the following info:

• Agency Name
• Site
• Primary Contact Name
• Primary Contact Number
• Login Info (Email used to login)
• Last Login Date

To view a specific First Responder agency's profile and/or delete the account, Admins can click on the agency name from the dashboard, and then on Delete.

Admins can add additional First Responder agencies to access their site by using the “+ Add First Responder” button at the top right corner of the First Responders tab. To search for and add a new agency, you must include the zip code and will need to select a search radius. 

After clicking Search, a list of results will be displayed. Admins can click on the desired agency and click Select.

Next, Admins will need to include the following information to finalize adding the primary contact for that First Responder agency before clicking “Save”: 

• Select site(s)
• First Name
• Last Name
• Email
• Phone