Setting up User accounts

User accounts can be created and managed manually in Admin > Manage Users by your 4Matrix administrator, or by your IT department using Active Directory.

The options across the top of this dialogue allow you to Add New User, Remove User, Clear History and an import/export function.

The main Users dialogue displays a list of all users along with their number of logins; their linked 'staff' name for using in Infinity seating plans; their access level 'Group'; account type (4Matrix manual, Windows or Azure) and their last login date.

Access Level Groups

There are 3 preset types of Access Levels in 4Matrix. It is advised that schools set these up correctly for the following reasons:

• Embargoing exam results. Apart from the Admin user(s), all other user account types can have series restrictions placed on them. For example, a Results Series uploaded early can be hidden from all users except the Admin user(s) until Results Day.
• The SLT and All Staff access levels prevent users from accessing the Admin tab in 4Matrix which is used to upload, edit and manage data.

Access Levels Explained:

• Admin - This is the highest user level. There are not, and cannot be, any restrictions placed on Admin user accounts. Admin users can create and manage all types of user accounts.
• SLT - Does not have access to the Admin Tab in 4Matrix. Can have series access restrictions set by Admin Users.
• All Staff - Does not have access to the Admin Tab in 4Matrix. Can have series access restrictions set by Admin users.

4Matrix is shipped with 4 dummy accounts which all use the same password to login: Password. You should amend or delete these accounts but do not delete the Office account until you have created at least 1 other Admin account.

Adding a manual Account

Click on '+New' and in the line that appears at the bottom, simply type in a username and select the required 'Group'. Add a password when the pop up appears and share the username and password with the person for whom you have set up the account. 

The import function will enable you to do this in bulk by importing a list of users into 4Matrix. Create an Excel file with 3 columns: username, password and level - Note these must all be lower case. Set the Level to 0 for general staff, 9 for SLT and 10 for Admin users. Save the spreadsheet as a .CSV file and then use the Import Users function. Make sure that the CSV file is closed before importing it otherwise it will fail.

Using Active Directory

4Matrix supports Active Directory Login using users’ Windows login credentials. To do this, your IT department must follow these steps:

•  Create 3 groups in Active Directory on your server, using the exact names of 4MatrixUser, 4MatrixSLT and 4MatrixAdmin (names must match exactly for 4Matrix to recognise the groups)

•  Add staff accordingly to each group, ensuring that nobody is in more than one group as this will cause conflicts.

This will bypass the need for users to log in to 4Matrix as it will detect their user-permissions using their Windows credentials or allow them to Login with Microsoft. User accounts will then be automatically created in 4Matrix as they open 4Matrix. It may be necessary to carry out several PC restarts as the groups do not propagate down immediately to the clients.

Note: It is also possible to create your own 4Matrix groups in Active Directory. In order for 4Matrix to recognise these, you must first create them in the Groups tab in 4Matrix and then use the Permissions tab to edit access levels.

Editing Selected Users

Manual '4Matrix' accounts can be edited by selecting the user and changing the Username, Staff or Group. Clicking on Change Password will allow you to reset a user's password.

Active Directory users must be changed within the Active Directory groups by our IT department, with the exception of the 'Staff' link which can be edited in 4Matrix>Manage Users page.

The options at the top allow you to Delete a user and clear their personal history log but be aware that Active directory users will be recreated if they open 4Matrix again unless they are moved out of the Active Directory group at source.

The Permissions tab allows the Admin user to specify whether the selected user can change their own password and access the CDA Statement Editor (located under the separate CDA tab).