Assign pupils to users

Owned by Former user (Deleted)
Last updated: Aug 21, 2019 by Former user (Deleted)
4 min read

As with most areas of Looked After Call, an individual users' role type dictates how the system behaves and what they have access to. 

  • In order for Social Workers to see any pupils, they must be assigned to each pupil individually.
    • They can then see information about that pupil in Looked After Call.
  • In order for Designated Teachers to see any pupils, they must be assigned to a school.
    • They can then see information about any pupil enrolled in that school in Looked After Call.
    • Note that pupils cannot be manually assigned to Designated Teachers because the school assignment takes precedence.
  • LA (Super) Users can see any pupil in Looked After Call.
    • They do not require a link to be made with a pupil or a school.
    • However, you can assign pupils to them so they can see / filter by pupils assigned to them only to help them focus on their work.
    • LA users will see their assigned pupils first, with the ability to change the filter to show others as required.


Top Tip

You should ensure you are familiar with Looked After Call Users and the different role types in order to fully understand this page.

How to Assign Pupils to Users

In order to manage users in Looked After Call, you must be logged in to Looked After Call as a user with the type 'LA Super User'. You can read more about Looked After Call Users if you are unsure what this means.

As per the above introduction, the following steps apply only to 'Social Workers' or 'LA (Super) Users'. If you wish to allow a Designated Teacher the ability to see a pupil, that user must be linked to the school that the pupil is enrolled in - see the section below for guidance on how to do this.

Select 'Settings' > 'Users' 

Select the count button in the 'Pupils' column on the row for the user you wish to assign pupils to. 

This will open a modal dialog box titled "Select students to add or remove". 

To assign pupils to the user,

  1. Choose pupil(s) you want to assign from the "Unassigned to" pane on the left
  2. Select "Add".

    Conversely, to un-assign pupils from the user,
  3. Select pupils from the "Assigned to:" pane on the right
  4. Select "Remove".


Please note, the 'assigned pupils' modal is read-only for Designated Teachers. 


How to Assign Users to a School

In order to manage users in Looked After Call, you must be logged in to Looked After Call as a user with the type 'LA Super User'. You can read more about Looked After Call Users if you are unsure what this means.

As per the above introduction, the following steps apply only to 'Designated Teachers'. If you wish to allow a 'Social Worker' the ability to see a pupil, that user must be linked to the pupil - see the section above for guidance on how to do this.

Assuming the user role is set to 'Designated Teacher', you have the option to assign the user to an organisation.

Select 'Settings' > 'Users' 

Select the "Edit" button next to the user's details in the table of existing users.

A modal dialog box titled "Edit user: User name" will open.

Begin typing the URN; search results will be displayed.

This must be the URN allocated to the organisation by the Government. See https://get-information-schools.service.gov.uk/ for a current list.

Click on the relevant school name to confirm your selection.

Note if a Designated Teacher wasn't previously assigned to any organisation, "Unassigned to organisation" checkbox must be unchecked in order for "User organisation" field to be displayed. 

  • If this option remains ticked, the Designated Teacher user will not be able to see any pupils
  • They will only be able to use Secure Messaging as all other areas rely on pupils being visible.
  • This can be used if you do not wish to remove a user, but prevent them from seeing any data yet take advantage of messaging
  • This could be useful if you have a stakeholder that needs messaging but no other feature.

Select "Save" to apply the changes.
You will now see the updated user data in the "User management" table.