Introduction


Welcome back. In this tutorial, I’ll walk you through the User Management module, also known as Staff Management, in SSMS.

This module allows administrators to control who can access the system, what they can see, and what actions they are allowed to perform. Keep in mind that this task can only be performed by the school admin.

🧭 Accessing User Management

To access User Management:

  • Click on User Management in the sidebar
  • Then select Staff Management

This opens the users management page where all system accounts are listed.


👥 Users Vs Staff Explained

Before we proceed, it’s important to understand the difference between Users and Staff.

  • Users are system login accounts used to access SSMS
  • Staff records contain employment information such as personal details, qualifications, and salary

Each staff member may have one user account, but not all staff records necessarily require login access.


📋 Users List Page

On the Users page, you’ll see a table displaying all system accounts.

Each row shows:

  • A User Code, automatically generated by the system
  • The user’s Name and Email address
  • Assigned Role and Centre, where applicable
  • Account Status, such as Active, Inactive, or Suspended
  • The Last Login date and time
  • Action buttons to Edit, Reset Password, or Delete the user

📸 On-screen Demo:
Scroll through the users list and highlight key columns.

➕ Adding A New User

To create a new system user, click the Add User button.

In the form:

  • Enter the user’s Full Name
  • Provide a unique Email address, which will be used for login
  • Set an Initial Password and confirm it
  • Optionally add a Phone number
  • Select the appropriate Role
  • Assign the user to a Centre, if required by the role
  • Set the account Status to Active or Inactive

Once completed, click Create User to save.

🧑‍💼 User Roles Overview

SSMS uses role-based access control to ensure users only see what they need.

  • School Admins have full access to their school and can manage all centres
  • Principals, also known as Centre Admins, manage operations for their assigned centre only
  • Teachers can manage classes, mark attendance, enter grades, and view timetables
  • Parents have view-only access to their children’s records and can communicate with the school

Each role is carefully designed to maintain security and efficiency.

✏️ Editing A User

To edit an existing user:

  • Locate the user in the list
  • Click the Edit icon

You can update the user’s details, role, centre assignment, or status.
After making changes, click Update User to save.


🔑 Resetting A User Password

If a user forgets their password:

  • Click the Reset Password icon next to the user
  • Enter and confirm a new password
  • Click Reset to apply

Be sure to communicate the new password to the user securely.


🔄 Changing User Status

Each user account can have one of three statuses:

  • Active, allowing full system access
  • Inactive, preventing login while preserving the account
  • Suspended, for temporary restrictions

To change a user’s status, simply edit the user and update the status field.

🗑️ Deleting A User

Deleting a user permanently removes their login access.

To delete:

  • Click the Delete icon
  • Confirm the action

While the user can no longer log in, their historical records remain preserved for reporting and auditing purposes.


✅ Best Practices

For effective user management:

  • Use official, professional email addresses
  • Assign only the minimum required role
  • Regularly review and deactivate unused accounts
  • Encourage strong passwords and periodic password changes
  • Keep user accounts aligned with staff records


That’s how User Management works in SSMS.

In the next tutorial, we’ll explore Staff Records and show how employment details are managed separately from system access.