User Management FAQs
We have implemented a new "User Management" feature into our software! This feature will put the control of adding and deleting users into the hands of our customers! We have also updated the way that users will log in to the software. New users will now log in using their individual email address and a secure password of their choosing.
We have put together this Frequently Asked Questions page and helpfiles to help guide you through this new process.
Q. What do I have to do?
A. Moving forward all new users can be created by an admin user at the setting. They just need to head to the purple navigation bar on the left-hand side of their portal, Click "Administration" and select "User Management". For a helpfile on adding new users, click here.
Your existing users can still log in using their Date of Birth for the time being, but we will be moving all users over to the new method of logging in soon. If you would like to change your current users to an email address login, you can do that in the new "User Management" section. For a helpfile on this, click here.
Once
User Management has been activated for your setting, users logging in using a
date of birth log in will be met with a box prompting them to set up their
email address and password login details. They will have the option to
"Skip for now" so that they can continue onto the system without
changing their login type. However, eventually you will need to set up an email
address to log in.
Q. What is my System Identifier?
A. With the introduction of our new login method, you will no longer need to log in using a nursery code. Your system identifier is a 4-digit number unique to your setting so that we are able to find you on our system should you need any assistance. You can find your system identifier in the "Help & Advice" section in the purple navigation menu.
You can also find this number in Abacus. Just head to Settings > Configuration to see this number in the "Nursery Details" section.
Q. Why do some of my users have a key next to their name?
A. The key icon allows you to change the password for a user. This key is only present for users that have been setup with an email login. When you change the password for a user, they will be prompted to reset their password to something that only they know.
For a helpfile on moving users to an email login, click here.
Q. We used to only be able to set up users with a work email address, what's changed?
A. Personal email addresses would previously receive information in some system scenarios. We have now removed all such scenarios to ensure personal email addresses are only used for the purpose of logging in.
Q. I'm set up to log in with my email address, but it's asking for my date of birth?
A. Head to portal.parenta.com to log into the software. Underneath the "Log In" button, you will see the option to "Login with email and password".
This will take you to a login page where you can enter the email address and password that has been set up for you. The same is true if you are trying to log in using your date of birth. You can click "Login with date of birth" to take you to the date of birth login page.
The login page will default to the last log in type used. So, if the last person to log in did so using the Date of Birth login, this will come up next time you head to the website. Once everyone at the setting has set up an email address login, you will no longer need to use different login pages.
Q. Do I have to change my users over to the new login process?
A. Eventually all users will login using their email address and password. If you don't want to change them over yourself, you don't have to. All users logging in with their date of birth will be prompted to set up an email address login themselves if the admin user at the setting hasn't done so already.
Q. Why can't users share their passwords?
A. Due to GDPR regulations, your staff are responsible for protecting the data held on your Abacus system for the children and carers at the setting. We strongly advise against users sharing accounts or passwords with their colleagues. In addition to this, it would invalidate our internal audit logs that identifies important changes made in the system by each logged in user.
Q. Does this mean that we no longer have user code 1's and user code 2's?
A. There will now be two different types of user on the system. An admin user will have the same privileges that were granted to the user code 1. This means that you can now have multiple staff members in the setting with the access to delete children/families and to create new users on the system.
Q. I have logins for multiple settings, how do I log into both if I can only register an email address once?
A. If you have to log into different nursery settings, we would suggest adding a "+" into your email address for any additional setting. For example, if you enter the setting location into your email address (after the "+") for each setting, any "Forgotten Password" emails should still come to your email address.
For example, if your email address for one setting is jamie@parentanursery.co.uk , the email address for the second site could be jamie+bristol@parentanursery.co.uk and emails for both sites should come to the same email address.
This is supported by the majority of email providers so you shouldn't run into an issue with this.
Any questions or feedback?
Please email feedback@parenta.com for any questions, or feedback.
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