User Attributes (Staff)

Owned by Kai Vedanayagam
Last updated: Feb 02, 2023 by Teresa Lennie (Deactivated)Version comment
4 min read

Note

To enable User Attributes for your school make sure you have the Engage or Transform Package


Enable User Attributes for your School

  1. Select your Username on the top right of the page
  2. Click on Settings
  3. Configuration
  4. Toggle User Attributes to Yes
  5. Save

User Attributes are user-defined fields of information you wish to maintain about a Staff member. User Attributes are different to Contact Attributes & Student Attributes:

  • Student Attributes are pieces of information about a Student, available to all Parent Contacts for that Student
  • Contact Attributes are fields specific to a Parent Contact. They are only visible to that Contact, and not to other Contacts for the Student

To access User Attributes click your username at the top right of the page, and click the Settings option.

Note

Currently User Attributes are only created manually in EdSmart. They can be updated manually or in bulk via CSV Upload.  There are future plans to allow sync with Student Management Systems.

You can change the Sort Order by clicking the Sort By Name button, or search for a particular Attribute by entering keywords in the search box and clicking the Search button.

Click the Action button to Add a New Attribute, or to Show All and remove the effects of a search.

Click the Edit button at the end of each row to view the detail of an Attribute. You may see an alert warning:

Editing an Attribute that has already been used for a User could lead to incorrect display of information if you change the Attribute's name or options. Are you sure you wish to proceed?

The warning is ensuring you understand that if one or more Users already have values for this Attribute, you could cause confusion by editing the Attribute, for example, changing the name of the attribute. You will also not be able to edit any options (in the case of a Checkbox field or a List field).

There are five types of User Attribute field:

  • Text box - a plain text field
  • List - a drop down list of options, where one option can be selected
  • Checkboxes - a list of checkboxes when one or more options can be selected
  • Large Text - A large field that allows up to 4000 characters
  • Date - Displays a calendar icon where a date can be selected


Attribute Required?
 
Is the User required to enter a value when editing a Student?
 
Can be Edited?
 
By default Attributes can be edited, either by an Admin User updating a User in EdSmart, or a user contact updating a field on a School Form. But you can make Attributes Read Only, so imported values cannot be updated. If the value is a web page link, it will be automatically make into a clickable link when displayed - perfect for a link to an online payment page.                                                                                                   
Viewing your user attributes
You can view your own attributes by clicking on your username (top right corner of the page) > My Profile
                         
                                                                                                                                                                       
Editing a User record directly

The Attribute fields will be displayed and can be edited as part of a User record by selecting Users > Edit User (view column)

Note

Only Admins have permission to edit User Records directly. 

To import User Attributes via CSV click here. To learn how to add User Attribute fields to a School Form click here.