Manage Users in Ellevation

🔐 Account type(s) with default permissions to manage this: Administrator (Specialist permissions may vary)

💻 Tier(s) this is available for: Foundation, Essential, Pro

The User Management page is your central hub for controlling who can access Ellevation and what they can see. This article walks you through every action available, from inviting staff to merging duplicate records, so you can keep your district's user data accurate and your team's access current.

Select a task to jump to that section:

• Invite your staff to log into Ellevation
  • Invite People to Ellevation (Various Ways)
• Understand how Ellevation automates user data from your district
  • Learn What Staff Information Is Automated from Your SIS
  • Learn How Users Are Added and Deactivated from Your SIS
• Manage user information (not typically necessary if user data is automated through your SIS)
  • Pre-Assign and Manage Account Types for New Users
  • Edit User Information
  • Batch Edit User Information
  • Manually Add a Person to Ellevation
  • Manually Activate or Deactivate a User's Account
  • Merge Duplicate User Records

To learn about Account Types and user permissions, see Manage Account Types and Permissions.

To learn about Single Sign-On through Clever, see Learn About Clever Single Sign-On with Ellevation.

To learn how to create User Groups, see Create and Manage Ellevation User Groups.

If you have questions, email [e-mail].

Invite People to Ellevation (Various Ways)

There are several ways to give staff members access to Ellevation. The short video below covers the most common approaches.

▶️ Watch this short video

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Choose the method that best fits your district's setup:

• Share a self-registration link with users (recommended)
• Use Single Sign-On through Clever or ClassLink (recommended)
• Invite new (Inactive) users to Ellevation

Share an Ellevation Self-Registration Link

Self-registration lets staff create their own Ellevation accounts using a shared link. It is the lowest-friction way to onboard a large group of teachers quickly.

1. Navigate to the User Management Settings page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Click User Management Settings.

📝 Admin menu path to User Management Settings

2. Get the self-registration link.
   1. Scroll down to the User Registration Management for Ellevation for Classroom Teachers View section.
   2. Confirm the Allow Self Registration toggle is set to On.
   3. Confirm the district email domain section includes all possible email domains for teachers in your district. Click Save at the bottom of the section if you add any domains.
   4. Optionally, customize the 6-character Registration Code.
   5. Copy the Registration Link.

⚠️ Warning

Do not change the Registration Code after it has been shared with people in your school district. Anyone using a saved link with the old code will no longer be able to self-register.

📝 User Management Settings page: self-registration toggle, domain list, and copyable Registration Link

3. Share the link with your staff. Refer to the Ellevation Rollout Toolkit for email templates and training materials.

Users who self-register will receive:

• Their pre-assigned Account Type, if one was assigned in Ellevation (by automation or manually); or
• The default Account Type aligned with the Teacher Master Account Type, if no Account Type was pre-assigned.

If the Account Type is incorrect after registration, you can update a user's Account Type at any time.

💡 Quick Tip

You can also manually activate individual accounts and share login credentials directly. See Manually Activate or Deactivate a User's Account below for steps.

Use Single Sign-On Through Clever or ClassLink

Ellevation supports Single Sign-On (SSO) through both Clever and ClassLink. Districts using either platform typically place a Login with Clever or Login with ClassLink button on an internal portal, LMS, or staff website to enable a seamless login experience.

• Learn more about Ellevation and Clever
• Learn more about Ellevation and ClassLink

Invite New (Inactive) Users to Ellevation

Use this approach to send email invitations to staff who have not yet activated their Ellevation accounts.

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Locate the people you would like to invite. You can invite people to only one Account Type at a time. The table below describes the account statuses you may see.

Account Status	Meaning
Active	The user currently has an active Ellevation account.
Inactive	The user's account has never been active in Ellevation and they have not been invited.
Deactivated	The user's account was once active but has since been deactivated, either manually or via the People Wizard.
Invited	An invitation has been sent, but the user has not yet logged into Ellevation.

3. By default, the User Management page is filtered to show only Active and Invited account statuses.

📝 Default Account Status filter on the User Management page

4. To see Inactive or Deactivated users, adjust the Account Status filter.

⚠️ Warning

You must first remove the default Account Status is any of > Active, Invited filter before you can see and select Inactive or Deactivated users to invite.

📝 Adjusting the Account Status filter to display Inactive and Deactivated users

• If the person you are looking for does not appear on the User Management page, you can manually add them to Ellevation.

5. Select the people you would like to invite to the same Account Type.
   • To select specific people, click the checkbox next to each name.
   • To select everyone matching your current filters, click the checkbox at the top of the list. If the list spans multiple pages, click Select all people that meet this criteria across pages.

📝 Selecting all users across pages

6. Send the invitations.
   1. Click Edit at the top of the user list.
   2. Select Invite.
   3. Choose the Account Type the selected users should have. You can invite people to only one Account Type at a time.
   4. Optionally, add a custom message.
   5. Click Invite and Assign.

📝 Invite dialog: choose the Account Type and add an optional message before sending

If any of the people you selected already have an Ellevation account, their Account Type will be updated to the one you selected. Learn more about Ellevation Account Types.

Once you have sent an invitation, you can revoke or resend it by clicking the arrow to the right of the Profile button that appears when you hover over the person's name, or by visiting their profile directly.

Learn What Staff Information Is Automated from Your SIS

⚠️ Warning

Do not make changes to these mapping settings yourself. To change how your staff file is processed, contact the Help Desk for support.

▶️ Watch this short video

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Ellevation can automatically sync staff data from your Student Information System (SIS) every night, keeping user records aligned with your district's source of truth. With this nightly automation in place, you can ensure everyone who needs Ellevation access appears in User Management, student associations and school assignments stay current, and Account Types reflect each person's role.

If you have not set up a nightly staff data sync yet, see Sync Data from Your Student Information System with Ellevation.

If automation is already configured, you can review which fields are updated in the People Wizard. Only Ellevation Administrators have access to the People Wizard.

1. Navigate to the People Wizard.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click Data Management.
   3. Select People Wizard.

📝 Admin menu path to the People Wizard

2. Click the Settings menu icon to the right of the mapping name that shows the Clock icon beneath it. The Clock icon indicates that mapping is automated.

📝 The Clock icon identifies an automated mapping

3. Select Edit Mappings.

📝 Select Edit Mappings to review field-level mapping settings

4. Review how the fields are mapped. The table below explains the impact of the Overwrite Rule setting.

Mapping Area	Overwrite Rule Not Checked	Overwrite Rule Checked
Map Fields (when a value is selected in the Ellevation Field column and the Include toggle is set to Yes)	The value in your file will overwrite whatever is in Ellevation during the nightly automation. You cannot manually manage this field in Ellevation.	The nightly automation will only update the field if it is currently blank in Ellevation. Once populated, you must manually manage this field in Ellevation.
Set Defaults (when a Default Value is selected for any Ellevation Field row in the Set Defaults table)	The default value will overwrite whatever is in Ellevation during the nightly automation. You cannot manually manage this field in Ellevation.	The nightly automation will only apply the default if the field is blank in Ellevation. Once populated, you must manually manage this field in Ellevation.

If a field appears in both mapping areas, the Map Fields mapping takes precedence. The Set Defaults mapping is only applied when the file value is blank.

Learn How Users Are Added and Deactivated from Your SIS

⚠️ Warning

Do not make changes to these settings yourself. To change how your staff file is processed, contact the Help Desk for support.

To review how user status is updated in your nightly automation:

1. Navigate to the People Wizard.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click Data Management.
   3. Select People Wizard.

📝 Admin menu path to the People Wizard

2. Click the Settings menu icon to the right of the mapping name that shows the Clock icon beneath it. The Clock icon indicates that mapping is automated.

📝 Select the Settings menu next to the automated mapping

3. Select Edit Details.

📝 Select Edit Details to review add and deactivation settings

4. Review the two key settings.
   • Add staff not in Ellevation: If Yes is selected, people in your staff file will automatically be added to Ellevation. Ellevation typically recommends setting this to Yes. Note that being added to Ellevation does not automatically create an active account: you still need to invite staff, share a self-registration link, or manually create their account.
   • Deactivate users not in file: If checked, accounts will automatically be deactivated when a user no longer appears in the staff file. Ellevation typically recommends enabling this setting, unless you need to manually add people who cannot be included in your staff file.

Pre-Assign and Manage Account Types for New Users

⚠️ Warning

Most districts have user information automatically updated via the nightly SIS upload. However, Account Types are a common exception and often require manual assignment over time. If you are unsure whether Account Type data is automated for your district, contact the Help Desk. To learn more about automation generally, see Learn What Staff Information Is Automated from Your SIS above.

This section applies to districts using SSO (Clever or ClassLink) or a self-registration link to onboard users. Pre-assigning Account Types ensures that when staff log in for the first time, they immediately see the right student data and have the appropriate permissions.

Account Types determine what each user can see and do in Ellevation. For example:

• Administrator Account Types have the highest default level of access to student data and Ellevation features.
• Specialist Account Types (typically assigned to EL teachers) can see all ELs at their assigned school(s) and have fewer permissions than an Administrator.
• Teacher Account Types have the most limited permissions and can only see data for EL students in their current classes.

Learn more about Account Types.

▶️ Watch this short video

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Here is how to pre-assign Account Types to users who have not yet logged in (Inactive users):

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.
2. By default, the page shows only Active and Invited users. Use the filters on the left to remove the default Account Status is any of > Active, Invited filter. You will now see all users, including Inactive (greyed-out) accounts.

📝 Removing the default filter to show Inactive users

3. Search for specific users by name or use the filters (such as School) to narrow the list.
4. To batch-assign the same Account Type to multiple users:
   1. Use the checkboxes to select the users.
   2. Click the Edit button at the top of the list.
   3. Select Assign Account Type.
   4. Choose the Account Type from the dropdown and click Save.
5. To assign an Account Type to an individual user:
   1. Hover near their name and click the Profile dropdown menu.
   2. Select Account Type and choose the Account Type you want to assign. Changes save automatically: there is no separate Save button for this action.

💡 Quick Tip

You can always change a user's Account Type later. To edit individual or batch user information, see the sections below.

Edit User Information

⚠️ Warning

Most districts have user information automatically updated via the nightly SIS upload. If user fields are automated without the Overwrite Rule checked, any manual updates you make will be overwritten during the next nightly automation run. To learn more, see Learn What Staff Information Is Automated from Your SIS above.

Manual editing is typically reserved for districts that cannot automate their user data from the SIS. You can manually update any of the following fields for individual users:

• User name (first, middle, last)
• Account Type
• Staff ID
• School(s), which determines which student data the user can see in Ellevation
• Email (Ellevation login)
• Password (Ellevation login)
• Groups

📝 Editable fields in the user profile panel

To update a user's information:

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Open the user's profile.
   1. Search or use the filters on the left to locate the person.
   2. Hover over the person's name.
   3. Click their name or the Profile button that appears.

📝 Hover over a name to reveal the Profile button

3. Edit the user's information.
   1. Hover over the field you want to update.
   2. Click the Edit (pencil) icon to the right of the input area.
      • To change a password, click Change Password and follow the prompts. Be sure to share the new password with the user.
   3. Enter the updated information and click the checkmark at the bottom right of the input area to save.
   4. A green confirmation message will appear at the top of the page confirming the change was saved.

📝 Click the checkmark to save changes to a field

Batch Edit User Information

Batch editing is useful for districts that cannot automate user data from the SIS and need to update multiple records at once. You can batch edit School Assignments and Account Types.

⚠️ Warning

If user fields are automated via your nightly SIS upload without the Overwrite Rule checked, any manual batch edits you make will be overwritten in the next automation run. See Learn What Staff Information Is Automated from Your SIS above.

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.
2. Make batch edits.
   1. Tick the checkbox next to each account you want to edit.
   2. Click the Edit button.
      • To change School Assignments: click Edit School Assignments and choose to Add New School Assignments, Clear and Add School Assignments, or Assign All Schools.
      • To change Account Types: click Assign Account Type, choose the appropriate Account Type, and click Save.

📝 Batch Edit options for School Assignments and Account Types

Manually Add a Person to Ellevation

Most Ellevation partners have staff automatically added via the nightly SIS automation. You may need to manually add someone if they cannot be included in your automated staff file, for example a contractor or a staff member whose role does not appear in your SIS.

⚠️ Warning

Before manually adding anyone, review how users are added and deactivated in your district using the steps in Learn How Users Are Added and Deactivated from Your SIS above. To prevent a manually added user from being automatically deactivated in the next nightly run, the Deactivate users not in file setting must be unchecked in your automation. Contact the Help Desk if you need that setting changed.

Before adding someone, first confirm they do not already have a record in Ellevation:

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Verify the person does not already have an account.
   • Remove the default Account Status filter by clicking the x in the filter to display users of any status.
   • Search by Staff ID if possible. This avoids missed matches due to name changes or misspellings.

📝 Use the search field to look up a user before adding them

If the person does not appear, you can manually add them:

1. Click Add New User at the top of the user list.
2. Enter the required user information.
3. Set up login credentials if you want to create the account immediately.
   • Although Staff ID is optional, Ellevation strongly recommends including it to ensure the user has the correct student access based on course schedule data or other associations.
   • Check Create password for this user to activate the account right away. Be sure to record and share the password with the new user.
   • If you are not ready to set a password, you can add one later from the user's profile by selecting Activate Account. Until then, the account is created but remains inactive.
4. Click Add New User. You will be taken to the newly created user profile page.

📝 Add New User dialog: fill in required fields and optionally create a password to activate the account immediately

Manually Activate or Deactivate a User's Account

You can manually activate or deactivate individual user accounts one at a time. A user's permissions and level of access in Ellevation are determined by their Account Type and school assignments.

Manually Activate a User's Account

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Locate the person whose account you want to activate.
   • You can only activate accounts with a status of Inactive, Deactivated, or Invited.
   • Remove the default Account Status is any of > Active, Invited filter to see users with other statuses.

📝 Remove the default filter to view Inactive and Deactivated users

3. Activate the account.
   1. Hover over the person's name.
   2. Click the arrow to the right of the Profile button.
   3. Select Activate Account. This option only appears for users with an Inactive, Deactivated, or Invited status.
   4. Confirm or add the person's Account Type.
   5. Set and confirm a password. Write it down and share it with the person; their login ID will be their email address.
   6. Click Activate User.

📝 Steps to manually activate a user account

You can also activate an individual user by visiting their profile page and selecting the Activate Account button in the lower left.

Manually Deactivate a User's Account

⚠️ Warning

If a staff member leaves your district or no longer needs Ellevation access, they may be deactivated automatically when removed from or marked inactive in your nightly SIS file. To confirm how deactivation works in your district, see Learn How Users Are Added and Deactivated from Your SIS above.

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Locate the person whose account you want to deactivate. You can only deactivate accounts with a status of Active. The default filter already shows Active users.
3. Deactivate the account.
   1. Hover over the person's name.
   2. Click the arrow to the right of the Profile button.
   3. Select Deactivate Account. This option only appears for users with an Active status.
   4. Click Deactivate user account in the confirmation popup.

📝 Confirm deactivation in the popup dialog

You can also deactivate an individual user by visiting their profile page. Note that you cannot deactivate user accounts in bulk.

Merge Duplicate User Records

Duplicate user records sometimes occur when a record is manually added, or when a staff member's name, ID, or email address changes. Merging resolves the duplication without losing either account's history.

To merge two user accounts:

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.

📝 Admin menu path to the Users page

2. Locate the Main Account, the record whose Ellevation login and password you want to keep. This is typically the Active account with the most recent login.
   • If the main account is inactive, remove the default Account Status is any of > Active, Invited filter to make it visible.
3. Start the merge.
   1. Hover over the person's name.
   2. Click the Dropdown menu icon to the right of the Profile button.
   3. Select Merge.
4. Select the Duplicate Account to merge with the Main Account.
   1. Click the dropdown below Duplicate Account.
   2. Type and select the name associated with the duplicate record.
5. Choose which Staff ID and email address to keep for the merged account.
   • The Staff ID and email you select determine which records in your automated nightly upload are associated with the merged account, including student associations, school assignments, and Account Types. Choose carefully.
6. Click Merge.

📝 The full merge workflow: selecting accounts, choosing the Person Key Field, and confirming

After merging, the resulting account will have:

• The name, Account Type, login ID, and password of the Main Account
• The student associations and school assignments of both accounts
• The Ellevation history of both accounts

You can edit the merged user's Account Type or any other information from their profile as needed.

In the next nightly automation, the merged user's information will be updated based on the Staff ID or email you selected (the Person Key Field). If you selected correctly and your staff and schedule files are accurate, the user will have the right permissions and student access once the automation runs.

⚠️ Warning

After the nightly automation runs, you may find a new duplicate was created or that the merged user is not associated with the correct students. This typically means the wrong Staff ID or email was selected during the merge, or your staff and/or schedule files contain errors. For help resolving a complex duplicate issue, contact the Help Desk.