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Custom User Settings

District admins only. Editing school access or additional teacher access on another user is restricted to district admin accounts. School users, teacher users, and plain district users cannot make these changes. If you don't see the edit form on a user, your account doesn't have permission.

Custom settings are exceptions to the default user scoping. The two common cases:

  • A school user who needs access to more than one school.
  • A teacher user who needs access to more than one teacher's classroom and students.

These are configurable directly from the user's edit page in TKG Analytics by a district admin. You no longer need a support ticket for either one.

Multi-School Assignment (School Users)

Use this for staff serving roles that span more than one campus (assistant principals, specialists, coordinators). Their scope expands to all teachers and students across the assigned schools.

How to set it up

  1. Open the user menu and pick School Users.
  2. Click the school user whose access you want to broaden.
  3. In their edit form, find the School Access multi-select.
  4. Add the additional schools. You can also remove schools to narrow access.
  5. Click Update Account user.

The change applies immediately. The next nightly SIS sync will not override these multi-school assignments (see CSV Interaction below).

Multi-Teacher Assignment (Teacher Users)

Use this when a teacher takes on additional responsibilities like lead or mentor teacher, supporting students across multiple classrooms. Their scope expands to include the additional teachers' students.

How to set it up

  1. Open the user menu and pick Teacher Users.
  2. Click the teacher whose access you want to broaden.
  3. In their edit form, find the Additional Teacher Access multi-select. (The Teacher Record field above it is the teacher's own record and is managed by your SIS.)
  4. Add the additional teachers. You can also remove teachers to narrow access.
  5. Click Update Account user.

Inactive Schools and Teachers

Both multi-selects list inactive records alongside active ones. So does the school picker on an invitation. A school or a teacher goes inactive by dropping out of your SIS file, which usually means the school closed or the teacher left, and neither picker filters them out.

Granting one is allowed and sometimes exactly right. Someone reconciling last year's accountability data may genuinely need a closed campus. What you should not do is grant one by accident, so both pickers mark them:

How the record appears in the picker What it means
Oak Valley Middle Active school
Oak Valley Middle (inactive) Inactive school
Dana Ellison - Riverbend Elementary Active teacher
Dana Ellison - Riverbend Elementary (inactive) Inactive teacher

If you see (inactive) on something you are about to add, that is the signal to stop and check whether you meant to.

The user needs the Inactive toggle to get there

The grant works, but the record will not be in the list the user opens by default. Both the Schools page and the Teachers page show active records first, and the user has to switch views to reach an inactive one.

  • Schools: an Inactive Schools button above the list. It appears only when the schools that user can see include an inactive one. Your own view covers the whole district, so you see the button whenever any school in the district is closed; a School User sees it only when one of their assigned schools is. See Inactive Schools.
  • Teachers: an Inactive Teachers entry in the Teacher Actions menu. See Inactive Teachers.

Tell the user about the toggle when you grant the access. Without it, the usual outcome is a ticket saying the access did not work.

Additional Teacher Access turns the toggle on

A Teacher User with only their own record never sees the Teachers list at all. They open Teachers and land directly on themselves.

Adding a second teacher changes that. The Teachers page becomes a list, and with it they get the Teacher Actions menu and the Inactive Teachers entry. This is a side effect of the grant rather than something you choose separately, and it is worth knowing before you make a teacher a mentor or lead.

Rollover offers closed schools too

The rollover wizard's Review School Users step lists every school in your district, closed ones included and labeled the same way. A closed school a person already holds shows up ticked, so submitting Change schools after an unrelated edit leaves that grant alone. Removing it takes an untick, like any other school.

The same is true of the Step down to a School User form on the Review District Users step, and of the teacher picker on the Review Teacher Users step, which offers every teacher in the district with departed ones marked (inactive).

One rule still applies. A school user has to keep at least one school, so submitting with nothing ticked is refused:

A school user needs at least one school. Use Deactivate to remove [their name] entirely.

Either leave them a school, or use Deactivate if they have left the district.

CSV Interaction

CSV imports will not overwrite the custom access you set here.

Anything you decide by hand takes that user off nightly management. Anything the import already leaves alone keeps them on it.

What you change in the app Still managed by the nightly import?
Role change, including upgrading a Teacher No. Their role and schools are yours from then on.
School Access change No.
Reactivating a user No. They are not deactivated again for being absent from the CSV.
Uploader or Maintenance add-on Yes. Those grants survive every import anyway.
Additional Teacher Access Yes. The import never touches those grants.
Any edit to someone who stays a Teacher Yes, unless they were already taken off it. Their scope comes from teachers.csv.
Name and email Yes. Updated by the import for everyone it lists.

Two notes on teachers. You cannot change a teacher's school access on its own: while Teacher is the selected role the school picker is hidden, and only Additional Teacher Access is editable. To give a teacher school or district scope, upgrade them and assign the schools in the same change. Upgrading does not touch their Teacher record, so their scores are still attributed to them normally.

Changing a role or school access, or reactivating a user, also turns off automatic deprovisioning for that user. Nightly imports remove access for anyone missing from the CSV, but only while that user is still managed by the import. Once you change their role or their schools, or reactivate them, dropping them from the CSV no longer removes their access. Use Deactivate on their edit page instead. This is the same behavior as the rollover wizard's user review steps.

When to still contact support

Self-serve covers extra school and teacher access on existing users. To make someone a District Admin, promote an existing user from their edit page (Make District Admin), up to the district maximum of 5. Open a Helpdesk Ticket if you need help reversing a misconfigured assignment you can't sort out from the user edit page.

Tips for Success

  • Verify whether a user truly needs multi-school or multi-teacher access before granting it. Default scoping is usually correct.
  • Audit your multi-assigned users periodically. The Version History panel on the user edit page shows who added or removed each school or teacher and when.
  • The CSV stays the source of truth for everything except the custom scope. Keep it clean.

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