Note: Imports must be completed using an .xlsx file
Please find below a link to our template to enable you to create your accounts:
Navigate to the User Management section from the navigation pane and click ‘Import from Spreadsheet’.
Click Upload (This will open a file explorer window)
Navigate to your saved template
Once you have selected your saved template, click Open.
Click Import to start the import of your staff from your spreadsheet.
Note: All staff will be imported as General Staff users unless you put an ‘x’ in the dpstaff column on the template
School DP Staff Accounts:
When a School DP Staff user attempts to login for the first time, they will require the ‘Verification Code’ from your school’s GDPRiS site from the User Management section. (also see First Login - DP Staff document).
Once users have been imported, all users will need to be activated using either the activation icon or by placing a tick in the box to the left-hand side of the user’s name and clicking Activate Selected Users.
Add New User Manually
The GDPRiS portal currently has two user types, General Staff and School DP Staff. The General Staff user role is used by most of your school staff.
The School DP Staff role is an Admin user who will create new users, manage suppliers, Internal Audits as well as perform DPO tasks within the portal.
In User Management, click ‘Add New’. (This will open a popup window)
Fill in the relevant details and select which role you want your new user to have.
Note: The “Username” does not need to be completed as this uses the email address.
If you add a School DP Staff user, you will see the ‘Activate’ button. Click ‘Activate’ to send the user their login details to allow them to login for the first time.
Note: You will need to communicate your portals verification code to the School DP Staff user you have created separately for that user to login successfully.
Editing and Removing Staff
You can edit staff by using this icon
You can delete staff by using this icon
Xporter on Demand (XoD)
The GDPRiS portal can be linked up to your schools MIS which uses Groupcalls Xporter on Demand (XoD) process. This will look to import your staff directly from your MIS. This saves you time on duplicating the same information which is in your MIS into the GDPRiS portal.
If you would like to link your MIS with your GDPRiS portal, please send an email to email@example.com and we will begin the process.
How does it work?
GDPR in Schools will add a domain to your school which will be taken from an example user from your User Management portal. We will then run through a process via Groupcall’s XoD portal which will send you an email requesting you to authorise the link between your schools MIS and the GDPRiS portal. XoD in this case acts as the middle man which we use to pass the information from your school to our portal.
Once we have processed your schools request, you will receive an email which will take you through the process via Groupcalls XoD portal. Information on this can be found via this URL: https://www.youtube.com/watch?v=lJMoBMg-xYM&feature=youtu.be
Once you have completed the process of authorising the link between your schools MIS and GDPRiS, you can login to your GDPRiS portal, go to the User Management section and use the MIS Sync Now button which now appears.
Once you have clicked the MIS Sync Now button, your portal should then go through the process of importing your users from your MIS. You will need to click OK for your page to refresh to see all your imported users.