This article explains how to create and manage user accounts in d6 after your school's implementation is complete. It covers setting up admin accounts, assigning access roles, and managing credentials so that the right staff members have the right level of access to the platform.

My School > Staff > Edit Staff member profile

What user management covers

After implementation, the school administrator/superuser needs to ensure all staff members who will use d6 have appropriate accounts. Different roles give different levels of access — a full admin can manage all settings, while a finance clerk or teacher may have limited access to specific modules such as learner profiles, report cards, or finance.

How do I create a new user account?

Step 1 — Navigate to Users & Access

1. Log in to the d6 platform as the school administrator.

2. Navigate to My School > Staff

3. Click Add User to create a new account.

Step 2 — Enter user details

1. Ensure to enter the staff member's name, surname, and email address is set up correctly(to send the login credentials to the user).

2. Under program access information you can create a temporary username and password , click on email box to send the staff member the login credentials(if you choose SMS box -it is charged to the school).

3. Keep a record of the credentials to share securely with the staff member.
   

Step 3 — Assign an access role

1. Select the appropriate role from the role dropdown: Administrator, Educator, or a Custom rights role.

2. Custom rights can access and change all modules including administration settings but you would have to manually change the restriction from none to view and change.

3. Restricted roles limit what the user can see and edit — useful for teachers or subject heads.

4. Click Save to confirm the new account.

Understanding access role types

• Debtor Clerk: Complete access to Finance module across the platform. But has no rights to change the admin settings.
  

• Administrator : Access to most modules but restricted from certain system-level settings such as billing and integration configuration.
  

• Custom Role: Configured by the admin to restrict access to specific modules only — for example, a teacher who can only view learner profiles and add marks, but cannot change school-wide settings.

Important notes

• Credential security: Always share login credentials securely via the email or mobile number linked to the profile via the system.

• Email: The email address is used as a form of communication. Sending credentials and notices.

• Changing roles: You can update a user's role at any time by navigating to My School > Staff > User Roles to edit their profile.

• Deactivating users: When a staff member leaves, deactivate their account rather than deleting it to preserve historical data.

Frequently asked questions

How do I reset a user's password if they have forgotten it?

Navigate to My Home > My User Settings,  Staff members can update their personal information and change their login credentials.

Can I give a teacher access to only one subject or grade?

Yes. When creating  a subject group it links the capturing rights to that specific subject.

What happens to a user's data when I deactivate their account?

Deactivating a user prevents them from logging in but preserves all their historical activity and data. The account can be reactivated if the staff member returns. Use deactivation rather than deletion to maintain an accurate audit trail.

How many admin users can a school have?

There is no fixed limit on the number of admin users. However, it is best practice to limit full admin access to as few users as necessary and use deputy or custom roles for all other staff members.