Editing User Accounts

Overview

Editing user accounts allows administrators to update basic information, contact details, or assigned roles without recreating the user record.

Changes take effect immediately after saving and are reflected in all related modules (People, Setup, and Reports).

💡 Note: Always confirm identity and access requirements before modifying user credentials or permissions.

1. Where to Edit User Accounts

User accounts are managed through the appropriate section depending on user type:

Edit Profile button on the Student Page opens the student basic profile for editing such as the name, student number, birthdate, etc.

Edit Profile button on the Faculty Page opens the teacher's page for editing.

2. Editing User Profile

To edit a user profile:

1. Navigate to the user list (Students, Faculty, or Admins).

2. Search for the user by name or email.

3. Open the user’s page and click the appropriate edit link.

4. Update any relevant details such as:

   • Name
   • Email address
   • Birthdate
   • Contact information
   • Role or permissions (if applicable)

5. Click Update Information.

Changes apply immediately and propagate to related records such as class lists and user reports.

💡 Note: When an admin edits a user’s email address, Grado sends an “Email Changed” alert to the old address and a confirmation email to the new one. The change only takes effect once the user confirms the new email. Until then, the old email remains active for login and notifications.

3. Editing Student's Academic Profile

To access the page for updating a student's academic information, click the Update Student Account on the Student Page.

Common updates

• Degree program or specialization

• Curriculum

• Standing year or term

• Year of entry or year level on entry

4. Editing Faculty and Admin Records

Faculty and admin accounts may require periodic updates such as department reassignment or role adjustments.

To update faculty records:

1. Open People > Faculty List, search for the user, and open user's Faculty Page.

2. Edit fields like name, department, or email.

3. A facility for adding academic credentials is also available.

4. To save, click Update Faculty.

To update admin profile:

1. Open Setup > Permissions,
2.  Search the user's name or email.
3. Click View/Edit Permissions and update admin's name or email.
4. Click Update Changes to save.

5. Updating Admin Roles and Permissions

If a user’s responsibilities change, update their role directly instead of creating a new account.

To update user permissions:

1. Go to Setup > Permissions.

2. Locate the user and click View/Edit Permissions.

3. Enable or disable permissions.

4. Click Update Changes to save.

All new access privileges or restrictions take effect immediately after saving.

💡 See User Access and Accounts Management for more about role-based permissions.

6. Audit and Record Consistency

Every edit to a user profile is logged in Grado’s system records for accountability and auditing.

Reports and modules referencing the user will automatically reflect updated details such as name, role, and department.

💡 Best Practice: Maintain consistency between Grado and your HR or registrar records to prevent user mismatches.

Summary

Administrators can edit any user account directly from the People or Permissions modules.

Updates to names, emails, or roles apply instantly and maintain historical record links across the system.

Always verify credentials and avoid duplicates to ensure smooth login and accurate reporting.