LACES Account Management
LACES User Account Roles and Permissions
Persons with access to your database may be assigned these permission based-roles.
Please note that each user account should only be assigned one role except for the roles noted below for the Agency System Administrator and the combination of Data Entry Clerk III + Teacher III.
Only persons with the Agency System Administrator role may create and manage user accounts for their agency. When persons with the Agency System Administrator role click the Person Profile icon, Account Manager will be included in the drop-down list.
Create New User Accounts
Sign in to LACES.
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Click +Add New Account.
Enter the required fields. NOTE: Account names must be unique, and email addresses may only be associated with one account.
Check 'Show Post-Login Message' if you want the new user to see the post-login message from the latest LACES release. If not, leave unchecked.
Select the role. You may hold the control key and select multiple roles, if necessary. New accounts will typically only have one role.
Click Save and Return.
An activation link will be sent to the email address associated with the new account to set a password and security question/answer. This link is only valid for 7 days. If the expires before the new user activates their account, the Agency System Administrator may resend the activation link.
User account names should not be created with special language characters, such as é, or spaces.
Teacher I, Teacher II, Teacher III, Teacher IV, Tutor, Adviser I, and Adviser II roles
Before creating user accounts for these roles, a person with the appropriate access must first:
Enter student records.
Enter staff and tutor records.
Enter the class, group and workshop records.
Enroll students into the applicable class, group, and workshops.
Assign the staff to the applicable classes and workshops.
Assign the tutor to the applicable groups.
Create the tutor/student pair records.
Multiple staff members may be assigned to a class and workshop, and multiple tutors may be assigned to a group. Persons with these roles may view all assigned instructors and add hours for all assigned instructors.
Map to Person
New accounts that are assigned the Teacher I, Teacher II, Teacher III, Teacher IV, Tutor, Advisor I, or Advisor II roles must be mapped to the appropriate person record.
These are the only roles that must be mapped to a person entered in your LACES agency. All other roles are not mapped.
You do not map the user account to the students enrolled in the classes, workshops, groups, or pairs assigned to the staff or tutor. You only map to the staff record or tutor record.
For example, before you create a Teacher I account for Bob Smith, Bob Smith must first be entered as a staff. You will then map that user account to Bob's staff record.
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account to be mapped.
Click the Account Details tab.
Next to "User Mapped to this Person " click the Map Person button.
Select the person from the list.
Click the Map Person button.
Resend the Activation Link to an Existing User Account
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account record.
Click the Account Details tab.
Click the Resend button to resend the activation link.
Re-activate Accounts for Persons whose Account has been Inactivated
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account record.
Click the Account Details tab.
Change the Account Status field to Active.
Inactivate Accounts for Persons No Longer with Your Agency
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account record.
Click the Account Details tab.
Change the Account Status field to Inactive.
Optional: Remove mapping if the account is mapped to a staff or tutor record.
The Status Reason column at the Account Management grid will display the username of the person who inactivated the account, and the date the account was inactivated.
User accounts are set to automatically inactivate after 120 days without signing in to LACES.
Assign a Different Role to an Existing Account
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account record.
Click the Roles tab.
Click the Assign button.
Check the agency.
Check the new role.
Click the Assign button.
Back at the Roles tab, delete the role that is no longer applicable by clicking the Delete icon.
If you are giving a user the same access to multiple agencies within your client, you may select the appropriate agencies, then select from the Available Common Roles list instead of selecting the roles for each agency in the Available agency roles list.
Unlock an Account
After three unsuccessful sign in attempts, the user account will 'lock.'
A user can reset their password if they get locked out of their account by selecting "Unlock Account" link on the login page and following the instructions. An Agency System Administrator can also unlock an account in the Account Manager.
Click the down arrow on the Person Profile icon.
Select Account Manager from the list.
Open the account record.
Click the Account Details tab.
Change the Account Status field to Active.
If the user forgot their password, they may select "Forgot password" on the sign in page to receive a new activation link, or the Agency System Administrator may resend the activation link.
State System Administrator
The State System Administrator role may be given to state users at the SEA. This gives the state user access to all user accounts at Account Manager, and allows them to create accounts or assign roles to any user in any agency in the client.
Create new user accounts in one of the agencies using the steps outlined in the "Create New User Accounts" instructions above.
If an existing account needs access to an additional agency, sign into the SEA, go to the Account Manager and open the person's existing user record.
In the user account record, click the Roles tab.
Click the Assign button.
On the resulting screen, put a check next to each agency the person should have access to.
Select the roles.
Click Assign.
All accounts created in an SEA must be Read-Only.
Last Update: 5/24/2024