View Administrators

The View Administrators page provides a complete roster of everyone who has access to your Manage1to1 administrative interface. This is where you review who can log in, what permissions they have, and manage their account status.

You can access this page from the main navigation under Administrators > View Administrators.

Permission Required

To view and manage administrators, you need the Manage Administrators permission assigned to your role.

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Understanding Administrator Accounts

Think of administrator accounts as keys to your system. Each administrator represents a person on your staff who needs access to manage users, devices, incidents, reports, or other system functions.

Administrator accounts control:

• Who can log in - Only active administrators with valid credentials
• What they can do - Determined by their assigned role
• What they can see - Limited by their building access assignments

Key concepts:

• Active Administrators - Can log in and perform actions within their permissions
• Inactive Administrators - Cannot log in, but their historical records remain intact
• Roles - Define what actions an administrator can perform (permissions)
• Building Access - Limits which school/site data an administrator can view and manage

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What You'll See on the Page

The View Administrators page displays two tables:

Active Administrators Table

Shows administrators who currently have login access.

Column	What It Shows
Name	Administrator's first and last name
Email	Login email address
Role	Assigned role (defines permissions)
Departments	Support ticket departments they manage
Actions	Edit button (Delete button for Super Admins only)

Example:

Name           Email                   Role              Departments      Actions
John Smith     jsmith@district.edu     Technology Admin  Help Desk, IT    Edit
Mary Johnson   mjohnson@district.edu   Building Admin    None             Edit

Inactive Administrators Table

Shows administrators whose accounts have been disabled.

Why keep inactive administrators?

• Preserves historical records (who created devices, who processed incidents, etc.)
• Maintains audit trail integrity
• Keeps reporting data accurate
• Can be reactivated if staff member returns

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Common Use Cases

Scenario 1: Annual Access Review

Your IT security policy requires reviewing administrator access quarterly:

1. Open View Administrators
2. Review the Active Administrators table
3. For each administrator:
   • Click Edit to view their role and building access
   • Verify they still need this level of access
   • Check if their building assignments are current
4. Deactivate any administrators who no longer need access
5. Update roles/buildings for anyone whose responsibilities changed

Result: Up-to-date access control that follows principle of least privilege.

Scenario 2: Staff Member Leaves District

A building secretary who managed device checkouts just resigned:

1. Open View Administrators
2. Find the staff member in the Active Administrators table
3. Click Edit next to their name
4. Uncheck the Active checkbox
5. Save changes

Result: They can no longer log in, but all their historical records (checkouts, incidents, etc.) remain attributed to them for audit purposes.

Scenario 3: Troubleshooting "Why Can't They See Devices?"

A building principal says they can't see any devices when they log in:

1. Open View Administrators
2. Find the principal in the Active table
3. Click Edit to view their profile
4. Check two things:
   • Role - Do they have "View Devices" permission? (Check role details)
   • Buildings - Are the correct buildings checked?
5. Common issue: Role has device permissions, but no buildings assigned

Result: Identify whether it's a role problem or building access problem.

Scenario 4: Finding Who Has Specific Access

You need to know which administrators can delete incidents:

1. Open View Administrators
2. Click Edit on each administrator
3. Note their assigned role
4. Go to Administrators > Manage Roles
5. Check which roles have "Delete Incidents" permission
6. Cross-reference with your administrator list

Result: Complete list of who has that specific permission.

Scenario 5: Reactivating a Returning Staff Member

A technology coordinator left the district but is returning after a year:

1. Open View Administrators
2. Look in the Inactive Administrators table
3. Find the staff member
4. Click Edit
5. Check the Active checkbox
6. Update their email if it changed
7. Reset their password
8. Review and update role/building access as needed
9. Save changes

Result: They can log in with all their historical records preserved.

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Administrator Actions

Edit Administrator

Click the Edit button next to any administrator to:

• Update their name or email
• Change their password
• Modify their assigned role
• Adjust building access
• Mark them active or inactive
• (Super Admins only) Change POC or Reseller flags

See Add Administrator for detailed field explanations (Edit uses the same form).

Delete Administrator

Only Super Admins Can Delete

The Delete button only appears for Super Administrator accounts. Regular administrators cannot permanently delete administrator accounts.

When you CAN delete:

• Administrator was just created by mistake
• Administrator has no associated records in the system

When you CANNOT delete:

• Administrator has clients they created or modified
• Administrator has incidents they created or worked on
• Administrator has invoices they generated
• Administrator has device checkouts they performed
• Administrator has payments they recorded

What to do instead: If an administrator has historical records, mark them Inactive rather than deleting them. This preserves system integrity while preventing login access.

Deletion warning message:

"You are about to delete this administrator, this procedure is irreversible and all associated data/records will be lost. This ONLY should be done if this admin was just mistakenly created. If this admin already has associated records (asset, invoice, incident, etc.), you should mark the admin as inactive from the edit screen. Do you want to proceed?"

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Searching and Filtering

Use the search box above the table to quickly find administrators:

• Search by name
• Search by email address
• Search by role name

The table automatically filters as you type.

Example searches:

• Type "Smith" - finds John Smith, Sarah Smith-Jones, etc.
• Type "admin" - finds all administrators with "Admin" in their role name
• Type "@highschool" - finds all administrators with that email domain

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Understanding Department Assignments

The Departments column shows which support ticket departments an administrator manages. This is separate from permissions and controls email notifications for support tickets.

How it works:

• Configured in the administrator's role settings
• Administrators receive emails when tickets are created in their departments
• Does not grant or restrict access - permissions do that
• One administrator can manage multiple departments

Examples:

• "Help Desk, IT" - receives notifications for both departments
• "None" - does not receive support ticket notifications
• "Building Maintenance" - only gets maintenance ticket alerts

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Tips for Managing Administrators

✅ Do:

• Conduct regular access reviews (quarterly or annually)
• Mark staff inactive when they leave rather than deleting
• Document why administrators have specific permissions
• Use meaningful role names that reflect job functions
• Assign only the buildings each administrator needs to see
• Update email addresses when staff email changes
• Verify building access matches current assignments

❌ Don't:

• Delete administrators with historical records in the system
• Give everyone the same broad role "just in case"
• Assign all buildings to everyone for convenience
• Leave former staff members active indefinitely
• Grant administrator access without proper training
• Share administrator accounts between multiple people
• Forget to remove access during staff transitions

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Security Best Practices

Access Control:

• Only grant administrator access to staff who genuinely need it
• Follow principle of least privilege - minimum permissions for their job
• Building access should match actual building assignments
• Review access regularly, not just when issues arise

Account Management:

• Each person should have their own individual administrator account
• Never share login credentials between multiple staff
• Disable accounts immediately when staff leave or change roles
• Use complex passwords that aren't reused from other systems

Audit Trail:

• Keep inactive administrators in the system for historical accuracy
• Review administrator activity logs periodically
• Document permission changes and why they were made
• Maintain records of who had what access when

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Common Questions

Q: Can I delete an administrator who left years ago? Only if they have absolutely no records in the system (users, devices, incidents, invoices, checkouts, etc.). In most cases, you cannot and should not delete them - just keep them marked Inactive. Their historical data remains important for audit trails and reporting.

Q: Why does the Delete button only show for some administrators? Only Super Administrators see the Delete button. Regular administrators with "Manage Administrators" permission can create, edit, and deactivate administrator accounts, but cannot permanently delete them.

Q: What's the difference between Inactive and Deleted?

• Inactive - Account is disabled (cannot log in), but all historical records remain intact and attributed to them
• Deleted - Account is completely removed from the system (only possible if they have no associated records)

Q: If I mark someone Inactive, can I reactivate them later? Yes! Inactive administrators appear in the Inactive Administrators table. Click Edit, check the Active checkbox, and save. All their historical records and settings are preserved.

Q: How do I know what permissions a specific administrator has? Click Edit next to their name and note their assigned Role. Then go to Administrators > Manage Roles and view that role to see the complete list of permissions.

Q: Can an administrator have access to some buildings but not others? Yes! That's the purpose of building access. When editing an administrator, you check only the buildings they should be able to see and manage. They will only see users, devices, carts, and incidents from those specific buildings.

Q: What happens to records created by an Inactive administrator? Nothing changes. Devices they added, incidents they created, checkouts they performed - all remain in the system with their name attached. This preserves the historical audit trail.

Q: Can an administrator edit their own account? They can access their own profile to change some settings (like email and password), but they typically cannot change their own role or permissions. This prevents privilege escalation.

Q: What are POC and Reseller flags? These are system-level designations only visible and modifiable by Super Administrators. They're used for Manage1to1 support purposes and district Point of Contact designation. Regular district administrators don't need to worry about these.

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Next Steps

• To add a new administrator: See Add Administrator
• To understand roles and permissions: See Manage Roles
• To review who changed what: Check the Activity Log

Regular administrator access reviews are a best practice for maintaining system security and ensuring proper data access controls.