How to manage users in Hilight

If you are a user with School Admin or District Admin permissions, the Admin Settings tab will in the navigation bar at the top of the screen.

When you click on Admin Settings, you are brought to the Manage Users tab. You'll notice that there is also a Manage Rewards tab. For more information on how to manage rewards, check out this help article.

Finding users in the Current Users table

The Current Users table allows you to search and filter across all the users in your district. You can search or filter on name, email, school, role, user type, and status by hovering over the relevant column name, clicking the three dots, and then selecting filter. You can also use the menu that appears to sort the columns in ascending or descending order.

Understanding the Manage Users columns

Here's what each column in the Current Users table tells you about a staff member:

Creating a new user in Hilight

From the Manage Users tab, you can create individual users by clicking on the "Create User" button. This is a great way to add users one by one. If you need to add multiple users at once, the Hilight Support team would love to help! Please reach out to us at support@hilightedu.com, and we can assist you in bulk importing users into Hilight.

When creating a user, you will need to specify their first name, last name, school email, role and then select their primary school location from the School drop down.

You will also need to select a User Type. There are three user types in Hilight:

1. Standard: This is the user type that you should use for almost all of your teachers and staff. This user type has the most basic permissions in Hilight.
2. School Admin: This user type is for leaders at the school level such as Principals, Assistant Principals, Instructional Coaches etc. Anyone with this user type can manage users and rewards, and will be able to see the "School Admin" data dashboard.
3. District Admin: This user type is for leaders at the district level. Anyone with this user type can manage users and rewards, and will be able to see the "School Admin" and "District Admin" data dashboards.

You'll notice there is also an Optional Fields section in the Create User popup. If a teacher or staff member works at multiple locations in your district, you can specify the additional schools they should be a part of by expanding the Optional Fields section and selecting additional schools. When is specifying additional school locations necessary? There are likely many staff members in your district that work across multiple locations. The most important reason to add an additional school for someone is if they are a School Admin and you would like them to have access to the School Admin Data Dashboard for more than one location.  District Admin have full access across schools by default, so it is not necessary to add additional schools for them. For Standard users, you can specify more than one location if you'd like them to show up as a part of the data for more than one school.

New users are always created as Enabled and can log in right away — there's no separate step needed to activate them.

After you click Save when creating a new user, an email will immediately be sent to the staff member with their login information, a link to our training resources, and some information on how to get started using Hilight. 

Updating a user in Hilight

You can update a user's information by clicking on the pencil icon next to their name in the Current Users table. You can then update the user's first name, last name, primary school location, role, user type, status, and additional school locations if necessary.

Important Note: If your district is using Clever to sync users with Hilight, you will be able to make some changes to users imported from Clever (for example updating their user type), but many other updates (such as changing a user's primary school, first name, last name etc.) will need to be made in Clever not in Hilight. For more information on the Clever sync, check out this help article.

Enabling or disabling a user's account

In the Edit User popup, you'll see an Account enabled toggle. Turning this off immediately prevents that person from logging in, but they'll still appear in feeds and the staff dropdown, and any hilights sent to them will keep accumulating in-app notifications until you turn the toggle back on.

Who can do this: School and District Admin can toggle Account enabled for any user in the district.

A couple of guardrails are built in to keep your account and your school or district safe:

• You can't disable your own account. If your access needs to change, another admin will need to make that update for you.
• You can't disable your school or district's last enabled admin. If disabling someone would leave your school or district with zero enabled admins, Hilight will block the change with a message like: "Cannot disable this account: [School/District] must have at least one enabled admin." This makes sure there's always someone available to manage users.

Deactivating a user

You can deactivate the Hilight account for a staff member by clicking on the trash bin icon next to their name in the Current Users table. This will immediately remove their access to Hilight and your staff members will no longer see them listed in the staff drop down when sending a hilight. Any hilights sent by or to the deactivated user will still be visible on the Bulletin tab feeds.

You can re-activate a user (except your own!) at any time by scrolling down to the Deactivated Users table, which sits below the Current Users table.

Find the staff member in the Deactivated Users table and then click on the reactivate icon to the left of their name. A popup will appear where you can make sure their information is up to date and then reactivate them. The user will not receive an email that you've reactivated them, so you will need to reach out to them to let them know if necessary.

Reactivated users come back with whatever Enabled / Not enabled status they had at the moment they were deactivated, so if you're not sure whether someone should have access right away, check the Status column after reactivating them.

Not enabled vs. Deactivated

Not sure which one applies? Both stop someone from logging in, but they're used for very different situations. Here's how they compare:

In short: use Not enabled to temporarily hold someone's access without taking them off your staff list. Most commonly, this is the state your district's users are in before your official go-live date. Use Deactivated when someone has left the district for good.

Most districts will only see Enabled and Deactivated once you're up and running day-to-day. Not enabled mainly shows up pre-launch, so don't be alarmed if you come across it!