Managing and Removing Admin Accounts

Once your admin accounts are established, you may need to update their access levels or deactivate accounts as staffing changes. This article covers individual edits, bulk management, and offboarding best practices, which can be made on your Admin Portal Accounts page (Settings > Portal > Admin Portal Accounts).

In this Article

• Edit Admin Accounts
• Bulk Management Options
  • Standard Bulk Actions
  • Supersite Bulk Actions 
• Password Resets
• Removing Access vs. Deleting
  • Remove Access
  • Delete an Account

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Edit Admin Accounts

To make changes to a single user, navigate to Settings > Portal > Admin Portal Accounts and select the Edit link on the right side of the user's account.

In the Edit Admin window, you can update:

• Name and Email
• Account Type
• Permission Groups or individual granular permissions

Click Save before closing the window to apply your changes.

Bulk Management Options

If you need to update multiple staff members at once, you can use the Edit menu located at the top of the Admin Portal Accounts page.

Standard Bulk Actions

After selecting one or more admins via the checkboxes, the following options become available in the Edit menu:

• Change Permissions: Update the Permission Group or toggle individual permissions for all selected users simultaneously.
• Change Type: Batch-update the Account Type (e.g., changing a group of Users to Admins).

Supersite Bulk Actions

For schools operating within a Supersite/Subsite structure (such as a District or Diocese), Supersite admins have additional tools with the Edit menu to manage access across the network:

• Add Schools: Select a group of users and choose a Subsite from the drop-down menu to grant them access to that specific school.
• Remove Schools: Select a group of users to revoke their access from a specific Subsite in bulk.

Password Resets

Managing password resets is dependent on which login configuration your school is using.

• Connected SSO (new): When logging in, users can reset their password by entering their email address and clicking the Forgot password button. They will receive an email with instructions to reset their password. Learn more in the article  “Log in to Finalsite Enrollment: The connected SSO experience.”
• Non-SSO (legacy): Admins can trigger a Reset Password email for a user from the Admin Portal Account page.
• SSO (legacy): If a user logs in via Google or Microsoft, they must reset their password through that provider, not within Finalsite Enrollment.

Removing Access vs. Deleting

When a staff member leaves your institution, it is critical to secure your data. We recommend the following best practices. Visit the article “Managing Admin Transitions in Finalsite Enrollment” for steps to consider when an admin leaves the school.

Remove Access (Recommended)

Rather than deleting a user, simply set the user to a Limited User and remove all of their permissions.

• Why? This preserves the audit trail. You will still be able to view the notes they wrote, emails they sent, and actions they took while employed.
• SSO Note: If your school uses Google or Microsoft SSO, the user will be unable to log in as soon as their email account is deactivated in your school's directory. However, we still recommend marking the account a Limited User and removing their permissions.

Best Practice

You may wish to add a word like REMOVED in front of the admin's first name on the Admin Portal Accounts page to flag that the admin no longer has access. This will allow you to easily spot which admins have been removed while tracking their history within your site.

Delete an Account

Deleting a user record is permanent and removes their name from historical logs. This should generally only be used for accounts created in error, and it is not advised to delete an admin account as a way of removing their access.

⚠️ Important Note: System Admin Access

There are a few places in your site that are only accessible to those set up with the System Admin account type (such as this Admin Portal Accounts page).

Because of that, it is crucial that you make sure that you have at least one System Admin account on your site at all times. If one of your System Admins leaves the school, make sure that you have someone else set up with a System Admin account so that you can access everything you need.