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User Profiles

User profiles are the central hub for each student and staff member in Manage1to1. Think of them as complete digital records that bring together everything about a person - their information, device history, incidents, billing, support tickets, and administrative notes - all in one place.

You can access user profiles from Users > View Users and clicking on a user's name.

Permission Required

To view user profiles, you need the View Users permission assigned to your role. Additional tabs may require specific permissions (e.g., View Incidents for Incident History tab).

Understanding User Profiles​

Think of a user profile as a person's complete technology file - like a physical folder containing all their records, but digital and interactive.

What user profiles contain:

  • Basic information (name, ID, grade, building, contact info)
  • Current device checkouts (what they have right now)
  • Checkout history (what they've had in the past)
  • Incident history (damage, repairs, loss)
  • Billing/invoice history (charges and payments)
  • Support ticket history (help desk requests)
  • Notes (staff observations and comments)
  • Activity log (audit trail of profile changes)

Why user profiles are important:

  • Single source of truth - All information about a person in one place
  • Context for decisions - See full history before taking action
  • Accountability - Track who had what device when
  • Support - Answer parent/staff questions quickly
  • Compliance - Maintain complete audit trails

Opening a User Profile​

There are multiple ways to access a user profile:

Method 1: From View Users​

  1. Navigate to Users > View Users
  2. Find the user in the table (use search/filters)
  3. Click on the user's name or the View button
  4. Profile opens showing all available tabs

Best for: When you're already browsing or managing users.

  1. Click the magnifying glass icon in the top navigation bar
  2. Type the user's name or Local ID
  3. Select the user from search results
  4. Profile opens directly

Best for: Quick access when you know the user's name or ID.

Method 3: From Device Profiles​

  1. Open a device profile
  2. If the device is checked out, the assigned user's name appears
  3. Click the user's name
  4. Their profile opens

Best for: When investigating a device issue and need user context.

Method 4: From Incident Profiles​

  1. Open an incident profile
  2. Click the associated user's name
  3. Their profile opens

Best for: When working on an incident and need complete user history.

User Profile Tab Structure​

User profiles are organized into tabs that group related information. Each tab serves a specific purpose:

Core Tabs (Always Available)​

User Information

  • Current snapshot of the user
  • Active device checkouts
  • Current incidents
  • Guardian information
  • Quick actions (checkout device, add incident, print snapshot)

See User Information Tab for details.

History Tabs​

Checkout History

  • Complete history of all device checkouts
  • Check-in and check-out dates
  • Loaner tracking
  • Device assignment patterns

See Checkout History Tab for details.

Incident History

  • All incidents (current and historical)
  • Damage, loss, theft reports
  • Repair status and costs
  • Incident patterns over time

See Incident History Tab for details.

Billing History

  • All invoices (paid and unpaid)
  • Payment history
  • Outstanding balances
  • Fee tracking

See Billing History Tab for details.

Ticket History

  • Support help desk tickets
  • User-submitted requests
  • Resolution status
  • Support patterns

See Ticket History Tab for details.

Administrative Tabs​

Notes

  • Staff-created notes and observations
  • Internal comments not visible to users
  • Behavioral or technical notes
  • Special circumstances documentation

See Notes Tab for details.

Activity Log

  • Audit trail of profile changes
  • Who modified what and when
  • Accountability record
  • Compliance documentation

See Activity Log Tab for details.

Optional Tabs (If Enabled)​

Insurance Tab

  • Insurance enrollment status
  • Coverage information
  • Claims history

See Insurance Tab for details.

Tab Visibility

Not all tabs appear for every user or every administrator. Tab visibility depends on:

  • Permissions - You must have permission to view that data type (e.g., View Incidents for Incident History)
  • Module enablement - Some modules may be disabled for your district
  • Data existence - Some tabs only appear if relevant data exists

Common Use Cases​

Scenario 1: Student Checking Out a Device​

A student arrives at the front desk to get their assigned Chromebook:

  1. Search for the student (Intelligent Search or View Users)
  2. Open their user profile
  3. User Information tab - Verify AUP signed and fees paid
  4. Click Checkout Device button
  5. Scan device barcode or select from inventory
  6. Complete checkout
  7. Device now appears in Current Checkouts section

Result: Student receives device, checkout recorded on their profile.

Scenario 2: Parent Calls About Damage Charge​

A parent calls questioning a $150 charge from last month:

  1. Search for the student by name
  2. Open their user profile
  3. Click Billing History tab
  4. Find the invoice in question
  5. Click invoice to see details
  6. Note it references Incident #4567
  7. Click Incident History tab
  8. Find Incident #4567 - broken screen from Oct 15
  9. Review incident photos and assessment
  10. Explain to parent: screen damage, repair cost, incident date

Result: Complete information to answer parent's question accurately.

Scenario 3: Checking Device History Before New Assignment​

A student is getting a new device and you want to check their history:

  1. Open the student's user profile
  2. Click Incident History tab
  3. Review past 2 years for damage patterns
  4. Note: 3 incidents in past year (all accidental drops)
  5. Click Checkout History tab
  6. See they've had 5 different devices (high turnover)
  7. Add note documenting pattern
  8. Consider: assign more durable case or provide extra training

Result: Informed decision about device assignment and preventive measures.

Scenario 4: Verifying AUP and Fee Status​

Principal wants to confirm all 6th graders have signed AUP before issuing devices:

  1. Go to Users > View Users
  2. Filter: Grade = 6, Building = Middle School
  3. For each student:
    • Click name to open profile
    • User Information tab - Check AUP Signed and Fee Paid status
    • If not signed, contact guardian
  4. Document students needing follow-up

Result: Complete verification before device distribution.

Scenario 5: Researching Repeat Support Ticket Issues​

A student has submitted 5 help desk tickets in 2 weeks:

  1. Open the student's user profile
  2. Click Ticket History tab
  3. Review all recent tickets
  4. Notice pattern: all Wi-Fi connectivity issues
  5. Click Checkout History tab
  6. Identify the current device
  7. Check device profile for known issues
  8. Decision: Replace device with known Wi-Fi problems

Result: Identify root cause and take corrective action.

Updating User Profiles​

There are three ways to update user information:

1. Manual Updates (Individual Changes)​

When to use:

  • Correcting individual data errors
  • Updating a single user's information
  • Making immediate changes

How to do it:

Method A - From View Users:

  1. Go to Users > View Users
  2. Find the user
  3. Click Edit button (pencil icon)
  4. Make changes
  5. Save

Method B - From User Profile:

  1. Open the user profile
  2. Click Edit button
  3. Make changes
  4. Save

What can be updated:

  • Name, grade, building
  • Contact information
  • Username (with caution)
  • Password (password resets)
  • Status (active/inactive)
  • Custom fields

Changes take effect immediately and are logged in the Activity Log tab.

2. Bulk Updates (CSV Upload)​

When to use:

  • Mid-year data corrections
  • Updating many users at once
  • Grade promotions
  • Building changes for groups

How to do it:

  1. Navigate to Settings > System Utilities
  2. Download CSV template
  3. Fill in user data (one user per row)
  4. Upload CSV file
  5. System processes updates

Key features:

  • Updates existing users if Local ID matches
  • Creates new users if Local ID doesn't exist
  • Validates data before applying
  • Shows error report if issues found

Protected fields (not updated via bulk):

  • Username (security protection)
  • Password (security protection)
  • Email address (security protection)

See Bulk Student Import for detailed instructions.

3. Automated Sync (SIS Integration)​

When to use:

  • Long-term maintenance
  • Daily/nightly synchronization
  • Keeping data aligned with SIS automatically

How it works:

  1. District configures automated export in SIS
  2. SIS generates CSV file on schedule (nightly, weekly, etc.)
  3. File is placed on SFTP server
  4. Manage1to1 imports automatically
  5. Users are created or updated to match SIS

What gets synchronized:

  • New enrollments (creates users)
  • Name changes
  • Grade promotions
  • Building transfers
  • Status changes (active/inactive)

What doesn't sync (protected):

  • Usernames
  • Passwords
  • Email addresses

Benefits:

  • Zero manual effort once configured
  • Always reflects current SIS data
  • Reduces duplicate creation
  • Catches corrections automatically
Configuration Required

Automated sync requires system administrator setup. Contact your Manage1to1 administrator or support to configure SIS integration.

Tips for Using User Profiles​

✅ Do:

  • Review the User Information tab first (quick overview of current status)
  • Use Intelligent Search for quick access by name or ID
  • Check AUP/fee status before checking out devices
  • Review incident history before assigning expensive devices
  • Add notes for context (behavioral issues, special circumstances)
  • Use the Activity Log to research who made changes
  • Verify guardian email before sending invoice/incident emails
  • Keep profiles up-to-date (correct name spellings, accurate building)

❌ Don't:

  • Make changes without understanding impact (e.g., changing username locks out user)
  • Skip reviewing current checkouts (may already have a device)
  • Forget to check incident patterns (repeated damage may need intervention)
  • Ignore guardian information (essential for billing and communication)
  • Delete users with history (mark inactive instead)
  • Change data manually that should sync from SIS (will be overwritten)
  • Share profile information inappropriately (contains sensitive student data)

Understanding Profile Permissions​

Your administrator role determines what you can see and do in user profiles:

View Permissions:

  • View Users - Required to open profiles at all
  • View Incidents - Required to see Incident History tab
  • View Invoices - Required to see Billing History tab
  • View Support Tickets - Required to see Ticket History tab
  • View Activity Log - Required to see Activity Log tab

Action Permissions:

  • Edit Users - Modify user information
  • Delete Users - Remove users (restricted if they have history)
  • Checkout Device - Assign devices to users
  • Create Incidents - Create new incident reports
  • Add Invoices - Create billing charges
  • User Notes - Add/edit notes on profiles
Compound Permissions

Some actions require multiple permissions. For example, viewing a user's incident history requires both View Users (to access the profile) AND View Incidents (to see the tab).

Building Access and User Visibility​

Your administrator account's building access determines which user profiles you can see:

How it works:

  • You only see users from buildings you have access to
  • Building principals see only their building's users
  • District IT sees all buildings' users (if granted access to all)

Example:

  • Lincoln Elementary Secretary - Can only open profiles for Lincoln Elementary students/staff
  • District Technology Director - Can open profiles for all students/staff district-wide

This ensures data privacy and appropriate access control.

Common Questions​

Q: Why can't I see certain tabs on a user profile? Tab visibility depends on:

  • Your permissions (e.g., you need View Incidents to see Incident History tab)
  • Module enablement (some modules may be disabled for your district)
  • Data existence (tabs may hide if no relevant data exists)

Q: What's the difference between editing from View Users vs. editing from the profile? Same form, same result. Use whichever fits your workflow - both open the Edit User page.

Q: Can I change a user's username? Yes, if you have Edit Users permission, but use caution. Changing username requires the user to log in with the new username. It may disrupt their access to the student/staff portal.

Q: What happens to a user's profile when I mark them inactive? The profile remains fully intact with all history preserved. They cannot be assigned new devices or have new actions performed, but their historical records (checkouts, incidents, invoices) remain visible for audit purposes.

Q: Can I delete a user profile? Only if they have no associated records (devices, incidents, invoices, tickets). If they have any history, deletion is blocked. Mark them Inactive instead to preserve historical data.

Q: How do I reset a user's password? Edit the user, enter a new password in the password field, and save. Provide the new password to the user securely.

Q: Why doesn't the Activity Log show all changes? The Activity Log shows profile changes (edits to user information). Other tabs (Checkout History, Incident History, etc.) track their own specific actions separately.

Q: Can users see their own profiles? If they have access to the student/staff portal, they can see a limited view of their own information (current checkouts, support tickets, etc.). The full administrator view shown here is only accessible to staff with appropriate permissions.

Q: What should I do if user data from SIS is incorrect? Correct it in your SIS first, then either wait for the next automated sync or run a manual bulk import. Manual corrections in Manage1to1 will be overwritten by the next sync if the SIS still has incorrect data.

Q: How far back does history go? History tabs (Checkout, Incident, Billing, Tickets) retain all data unless your district has a data retention policy that archives old records. Typically, full history is maintained indefinitely.

Q: Can I export a user's complete history? Individual tab data can often be exported (CSV or PDF depending on the tab). Contact your system administrator about exporting complete user records for specific purposes.

User profiles are the foundation of effective user management in Manage1to1. Keeping profiles accurate and using them effectively enables better decisions, faster support, and comprehensive accountability.

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