SchoolCash Support Portal

In the Users area, District users can batch-edit school and bank account assignments for many users. This can help at the beginning of a new school year or school term if:

• Many members of staff have possibly changed school locations 
• Many members of staff require granular changes to their access to bank accounts used in KEV applications

Edit school and bank account assignments using the Role Status column. User rows with a Role Status of Active will result in assignments being maintained or added within the system, whereas user rows with a Role Status of Revoked will result in the removal of an assignment.

TABLE OF CONTENTS

• Before you begin
• Edit user school and bank account assignments in batch
  • 1. Open the Users area
  • 2. Export a list of users that you wish to edit
  • 3. Edit the exported user file
  • 4. Upload the edited user file
  • 5. Review and approve the imported file data

Before you begin

• This article refers to the Users experience within SchoolCash Accounting and SchoolFunds Online. If your district uses the legacy User Maintenance experience previously available with KEV applications, see District Level - How to Use User Maintenance (August 2013).
• Only District Users can perform the steps described in this article.
• To make changes to a single user or to a small number of users within the system, see Edit a user.
• To batch-edit school and bank account assignments for many users in the system, see Edit user school and bank account assignments in batch.

It's not possible to edit the User ID property. Users that require a different User ID must be created again within the Users system. See Add a new user for more information about adding a user to the system.

Edit user school and bank account assignments in batch

1. Open the Users area

After logging in to the system, open the Users area.

• In SchoolCash Accounting, click USERS in the left navigation.
• In SchoolFunds Online, click ADMIN > Users.

2. Export a list of users that you wish to edit

See steps 1-3 of Export a list of users for a deeper look at the steps to exporting a list of users. 

3. Edit the exported user file

Using a spreadsheet application or other similar application on your computer, open the exported file to edit the user data for school or bank account assignments.

Edit school assignments

The exported user file contains rows listing users' current school assignments within the School Number and School Name columns. 

• To remove a school assignment, change the value in the Role Status column of the user's details to Revoked. Freshly-exported files should display a value of Active within the Role Status column by default.
• To add a new assignment:
  1. Duplicate the user's details into a new row while working within the speadsheet application.
  2. Change the School Number value in the new row to include the new school's number within the system.
  3. Change the School Name value in the new row to include the new school's name within the system. 
  4. Ensure that the newly-duplicated row contains a value of Active within the Role Status column.

In the example below, John is removed from School A and added to School B:

1. Duplicate John's details in a new row.
2. Set John's Role Status in the original row to Revoked.
3. Update John's School Number and School Name in the duplicated row to include the new details. Ensure that the Role Status value in the duplicated row is set to Active.
4. Save changes to the file. 

Ensure that the file continues to use the CSV file type after saving.

Edit bank account assignments

The exported user file contains rows listing the current bank account assignments in the Bank Account Name column. Blank values within the Bank Account Name column indicate that the associated user is assigned to all bank accounts for the school. 

• To remove the user from assignment to a bank account, change the value in the Role Status column of the user's details to Revoked. Freshly-exported files should display a value of Active within the Role Status column by default.
• To assign the user to a new bank account:
  • Duplicate the user's details into a new row while working within the speadsheet application.
  • Change the Bank Account Name value in the new row to include the new bank account within the system.
  • Ensure that the newly-duplicated row contains a value of Active within the Role Status column.
• To assign the user to all bank accounts for the school, remove all values in the Bank Account Name column so that it's empty.

4. Upload the edited user file

After making changes to the exported user file, upload the file back to the system to finalize changes.

1. Click I HAVE MY FILE READY.
2. Review the file requirements presented on the next page. The exported user file will possess required fields; ensure confirm that required fields have not been removed during the editing process.

   
   

   School-level User required fields:

   Column 1: User ID*
   Column 2: First Name*
   Column 3: Last Name*
   Column 4: Email* – Provide user’s district-issued email address
   Column 5: User Status* – ‘Active’ or ‘Inactive’
   Column 6: School Number*
   Column 7: School Name
   Column 8: Bank Account Name – (ex. ‘All’ of ‘Savings’) – If left blank, will default to ‘All’
   Column 9: Role Name* - Choose from the list of ‘Roles Available’
   Column 10: Role Status* - ‘Active’ or ‘Revoked’

   District-wide User required fields:

   Column 1: User ID*
   Column 2: First Name*
   Column 3: Last Name*
   Column 4: Email* – Provide user’s district-issued email address
   Column 5: User Status* – ‘Active’ or ‘Inactive’
   Column 6: Role Name* - Choose from the list of ‘Roles Available’
   Column 7: Role Status* - ‘Active’ or ‘Revoked’

3. Click UPLOAD FILE to browse for and upload the edited user file from your device.
4. When the upload successfully completes, the uploaded file's name will appear with a checkmark icon.
5. To make additional changes to the edited user data after uploading the edited file, click REPLACE FILE to browse for and again upload the file from your device.

5. Review and approve the imported file data

Use the review step to ensure that the imported file contains valid user data before finalizing.

• Click the View Details link where available to view affected records or users. For example, click the View Details option associated with 3 user records will not be imported to list user records that the system has identified as problematic for import.

• Click APPROVE to confirm the import, or;
• Click CANCEL to return to the previous step.