User Accounts and Security FAQ

How do I convert a parent account to a staff account?

When a parent becomes a member of the school faculty or staff, some changes must be made to convert a "parent account" to a "staff account". Follow these steps below to change a parent account to a staff account:

The Security Admin link column in the Find User Accounts query.

  1. Navigate to the System homepage and open the Find User Accounts query. Search for the parent (remember, last name then first name!) and then run the query.
  2. Click the Security Admin link in the Security Admin column next to the parent you are converting to open their person account record.
  3. Click on the Action menu and run the "Convert Parent Account to Staff Account" procedure.
  4. At this point, the account is set up be be a staff account. Click on the Security Roles tab to apply the appropriate security role to this new faculty or staff member.

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How do I create staff/faculty accounts in batch?

There will be times when you want to create a large amount of accounts for your faculty and staff. You could do this on a one-by-one basis, but we also can create these accounts for you in batch. Due to the configuration work that must be done for this process, batch creating staff/faculty accounts can only be done by Veracross.

If you want to create staff/faculty accounts in batch, you should open a ticket with Veracross support to facilitate this process. To expedite this task, you should include:

  • a link to a saved query containing all people that you want to generate staff/faculty accounts for
  • a date when these accounts should be created (if not ASAP)

Are future faculty/staff automatically updated to faculty/staff when their hire date passes?

The Date Hired field on a person record. This field does NOT allow you to automatically update future fac/staff to regular fac/staff.

When people designated as "Future Staff" or "Future Faculty" reach their hire date, the system does not automatically update them to "Staff" or "Faculty" — this must be done manually.

How can I remove multiple user accounts at once?

To remove a large number of user accounts at once, there is a short process you should complete. This process is built on the fact that the nightly scripts automatically remove user accounts where the person has no assigned security roles. There are several exceptions to this rule to be aware of:

  • Students may lack a "Student" security role for a short time between when they are promoted from future student to student and when student user accounts are created.
  • Future students and their parents are allowed to have accounts without any security roles.
  • "Staff" and "Faculty" may have accounts without security roles.
  • "Program Students" and "Future Program Students" may have accounts without security roles.

This method works best for users who only have one security role. It also works for users with more than one, but you will need to navigate to more than one security role to complete this process.

The Members tab of the Admission_1 security role record.

  1. Determine which security roles people have that you with to remove user accounts for.
  2. Navigate to the System homepage and click on the Security Roles link
  3. Click on the link to the security role in question, and then click on the Members tab.
  4. Click the red X next to the people you wish to remove the security role from and then click Update.
  5. Repeat this process until these people have no security roles.

At this point, all of these users' accounts will be removed the next time the nightly scripts run.

Removing Accounts Individually

To remove a single user's account, complete the following steps:

  1. Navigate to the individual's person record.
  2. From the Action menu, run the "Remove VC User Account" procedure.

Do the "Create User Accounts" procedures overwrite existing user accounts?

The "Create User Accounts" procedures on the System homepage create user accounts for everyone specified that does not already have an account — existing accounts are not affected.

Some of the "Create User Accounts" procedues available in the Action menu on the System homepage.

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Where can I see and edit username conventions for my constituents?

Username conventions are the format that user accounts are given for each security role. These conventions are set up using merge fields listed in this article. Depending on what role a person has at a school, you may want to set a username convention differently than other Veracross users. You can view/edit username conventions for constituents in the database from the Security Roles query on the System homepage. To change username conventions, you must have a Sys_Admin1 security role.

The Security Roles query on the System homepage. The Primary Username Convention and Secondary Username Convention fields are indicated.

To change a username convention:

  1. Double click into the Primary Username Convention or Secondary Username Convention field.
    • Primary Username Conventions are the default convention for user accounts created with each security role.
    • Secondary Username Conventions are used if the primary username convention creates a username that is already in use.
    • For most circumstances, you will only need to set a primary username convention. In cases where there is no secondary username convention set and a duplicate username is created, the system instead appends a number to the end of the username.
  2. Update the convention. Review the list of acceptable merge fields for usernames here.
  3. Select the Update Records button.

How do I enter a termination date and remove user accounts for staff/faculty who are not returning?

After an employee ceases working for the school, it is important to remove their account for both data grooming and security purposes. To remove user accounts for former employees, perform the following steps:

Populating the Date Terminated field on the HR tab of a former employee's person record will remove their user account in the nightly scripts.

  1. Navigate to the Person record of the employee who was terminated and click on the HR tab in the Employment category section.
  2. Populate the "Date Terminated" field with the date they were teminated.
  3. Click Update
  4. Wait for the nightly scripts to run. Anyone with a termination date populated will automatically have their account removed by the nightly scripts.

In cases where you need to remove their account immediately:

  1. Navigate to the former employee's person record.
  2. Open the Action menu and run the Remove VC User Account procedure.

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How do I update a person's security role?

Security roles are important as they determine how screens appear as well as what users have access to. A person's security role is updated on the Security Roles tab on their User Account record.

The Security Roles tab of a person's User Account record.

To update a person's security role, perform the following steps:

  1. Navigate to the "Find User Accounts" query on the Identity & Access Management homepage.
  2. Once you find the record you want to update, click on the Security Admin link on the query results screen, bringing you to the User Account record.
  3. Click on the Security Roles tab in the pane on the left.
    • To add a security role, simply click on the role in the left hand column which will make it appear in the right hand column and click Update.
    • To remove a security role, click on the role in the right hand column and click Update.

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Who can view the 'Communication' tab on a faculty/staff person record?

A communication tab on a person record. Note that the emails are displaying in the query on the lower half of the screen.

The 'Communications' tab on a person record is visible to anyone who has a security role that is able to view Staff or Faculty person records. The emails on the Communication tab are hidden from all but a few people, which are:

  • System Administrators (those with SysAdmin security roles)
  • the person themself
  • someone who has access to the communications channel that the email was sent through.

Faculty members are unable to see the Communications homepage without a supplemental role such as Communications_ADMIN or Communications_Email_User.

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Is there a way to update security roles in batch?

Security roles are a fundamental part of Veracross that help determine what users can create, update, and access within Axiom. Security roles can be added and removed in batch to multiple people through the process highlighted below.

New people can be added to Security roles via the Members tab on a security role record.

  1. Navigate to the Identify & Access Management homepage and click on the "Security Roles" query.
  2. Click into a security role record. Once in the security role detail screen, click the Members tab.
    • To add a person, click Add Record and select the person, then click update. You can add multiple people before clicking update.
    • To remove a person from a security role, click the red X, then click update. You can remove multiple people before clicking update.

Can I send change password links on a person-by-person basis?

Yes! There are three different ways to send "forgotten password" emails to individual people in Axiom. 

The fastest method is to run the "Send Forgot Password Email" procedure on their person record.

On the Person Record (Procedure)

From the person record, click on the Action menu and run the "Send Forgot Password Email" procedure to send the system "forgotten password" email to the Email 1 associated with this user.

On the Person's Security Detail Record (Procedure)

By navigating to the person's Security Detail record through the Find User Accounts query on the System homepage, you can run the "Send Forgot Password Email" procedure to send the system "forgotten password" email to the Email 1 associated with this user.

Through the Person's Security Detail Record (Link) 

By navigating to the person's Security Detail record through the Find User Accounts query on the System homepage, you can copy and paste the Change Password link for that specific user on the General tab.  You may send the user the link directly via email to allow them the ability to change their password.

You can find more information on user accounts by reading the User Account Management article in Learn Veracross.


Can users change their own username?

Usernames are determined by username conventions set for certain roles at the school. Outside of this, someone at your school may wish to change their username to something else for a number of reasons, such as an updated email address. There is no self-service feature to change your own username through portals, however, you as the school are able to change it for them, should you so choose.

Should you wish to change someone's username on a one-off basis, it can be done from the Security Admin detail screen.

If you wish to update someone's username on a one-off basis, perform the following steps:

  1. Navigate to the Identity & Access Management homepage and click on the Find User Accounts query.
  2. Find the person you are looking for and click on the Security Admin link.
  3. Adjust the value of the Username field to be the new username and click Update.