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, set up Internal Audits as well as perform DPO tasks within the portal.
Bulk Import Users
Note: Bulk Imports must be completed using an .xlsx file
Please find below a link to our template, which is at the bottom of the page, to enable you to create your accounts:
Navigate to the User Management area via the Administration area on the Navigation Pane.
Either use Choose and navigate to your saved template and select the Template and click Open.
Or drag the file into the Drag and Drop area
Click Upload 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 log in for the first time, they will require the ‘Verification Code’ from the GDPRiS site from the User Management section. This is in the top right of the User Management page.
Once users have been imported, all users will need to be activated using either the activation toggle on an individual account or by using the Activate All button.
This needs to be done on each page in User Management. You can alter how many staff you have showing on a page with the controls at the bottom.
If a User has forgotten a password they can use the following link
You may need to check your junk mail as well as your inbox.
Sending a New Registration Email
To send a new registration email to a user when they have logged in previously but for whatever reason is now having difficulties. you can deactivate the user by moving the toggle to the left and then reactivate by moving it back to the right. This creates once only registration details and once the user has accessed the account they need to bookmark the following page for future access.
Add a New User Manually
In User Management, click ‘Add.
Fill in the relevant details and select which role you want your new user to have.
If you want the user to receive login details immediately tick Activate User.
- NOTE If you want the user to receive login details later leave the Activate User unticked and use the toggle on the User Management page when you are ready.
An Update User window will appear where you can add a category or make any changes necessary.
Click SAVE after any amendments.
Updating and Removing Staff
You can Update User 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 Groupcall’s 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 firstname.lastname@example.org 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 Groupcall’s 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 log in 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.
At the bottom of your User Management section is a table which shows information on the last performed Synchronise.
From this table, you will be able to see when the sync occurred, which email domain was used, how many users were successfully imported and a message.
Note: Users with the provided email domain will be imported. Any users in your MIS which do not match the provided domain will not be imported.
By default, all users will be imported as General Staff users. If you wish for any of your staff to have higher permissions than the rest of your staff, please edit those users and change their role to School DP Staff.