Version 0.1 - Last Updated: 31 Jan 2023

Using the HE Gateway

Administering system users

The HE Gateway allows those with full access, User Administrators, to create and maintain user accounts. They can create accounts using a defined structure of a User Base, then User Groups and  User Roles.

The User Administrators at your university or college are responsible for creating and administering system users for your organisation.

User Base

A user base is a collection of users. The user bases within the HE Gateway are:

  • HEIs – Bursaries
  • HEIs – Courses
  • HEIs – Financials
  • HEIs – SIS

User Group

A user group is an organisational group with which a user is associated. The user group determines which customer records a user can process.
Normally, this will be the name of your university or college (and any associated organisations).

User Role

A user role is the level of access a user has to a system. A user can hold many roles, depending on the level of access and responsibility they have. See System roles for more information.

User administration

To begin administering users, go to the HE Gateway Home page and select User Administration.

If you have access to more than one user group, the User Group page will appear. From this page, you can select a specific user group to show the user list that belongs to it.

If you have access to a single user group, or you have already chosen a user group, you will see the user list straight away.

An image of the user list in the HE Gateway.

The user list shows all the users in the selected user group. From this page, you can create new users and administer existing users.

Creating new users

Follow these steps to create a new HE Gateway user for your college or university.

Step 1 - user administration

Go to the HE Gateway Home page and select User Administration.

Step 2 - create a profile for the new user

Select Create New User. This will take you to the Profile for New User page.

Step 3 - provide user information

Enter the details of the new user. The following fields are mandatory:

  • Forenames
  • Surname
  • Contact No
  • Email address

Step 4 - authorisation and authentication

Select Authorisation and Authentication. This will take you to the Group Memberships page where you can assign permissions to the new user.

Assigning permissions to a new user

Group memberships

Step 5 - Select a group for the new user

Go to the Group dropdown and select the group that you want to assign to the user.

Step 6 -  Add the user to a group

Select Add Group.

If there is more than one group available, repeat step 4 and step 5 until you have added all the groups you want to assign to the new user.

Step 7 - Finish assigning groups

Select Continue. This will take you to the Role Memberships page.

Role memberships

Step 8 - Select a role to assign

Go to the Role dropdown and select a role to assign to the user.

You must assign the HEI User role to all users.

See System roles for more information on roles.

Step 9 - Add system roles

Select Add Role.

Repeat steps 8 and 9 until you have added all the roles the user needs.

Step 10 - Finish adding system roles

Select Continue. This will take you to the Credentials for New User page.

Credentials

Step 11 - Continue to confirm details

The Credentials for New User page is for setting and resetting sign-in details. You do not need to do this when you create a new user.

Select Continue again to move to the next page.

Confirm details

Step 12 - Get sign-in details for the new user

The Confirm Details page is where you can see user details including memberships and an auto-generated password.

You must take a screenshot of this page or print it, so that you can tell the new user their username and password.

You will not be able to access this information in any other way.

Step 13 - Complete creating the new user

Select Submit. The new user has now been created. The system will take you back to the User Administration page.

Administering existing users

If you have User Administrator access to the HE Gateway, you can:

  • amend user names
  • amend user contact details
  • amend user roles and groups
  • reset, cancel or activate sign-in details
  • expire user accounts

Follow these steps to amend details for an existing HE Gateway user.

Step 1 - User administration

From the Home page select User Administration.

If you only have access to a single user group, the system will take you straight to the User List.

Step 2 - If you have access to more than one group

Select the relevant user group to see the corresponding User List.

Step 3 - Find the user you wish to amend 

From the User List page, select the username of the person that you want to administer. This will take you to the user’s Profile page where you can make the changes.

Amending personal details

Step 4 - amend name or contact details

From the Profile page, you can amend the user’s:

  • forenames
  • surname
  • contact telephone number
  • email address

To make the changes, overtype the current data in the relevant fields on the page. Changing the user’s forenames or surname here will not generate a new username.

If the Expired checkbox is ticked, you cannot amend any of the user's details.

Amending group memberships

After amending a user's personal details, you can also amend their group memberships.

Step 5 - authorise and authenticate

From the user’s Profile page, select Authorisation and Authentication. This will take you to the Group Memberships page for the user.

Step 6 - adding a group for the user

Select the group that you want to add from the Group dropdown. Select Add Group to add the user to the group.

Step 7 - remove a group for the user

Select Expire to remove the user from an existing group.

Repeat steps 6 and 7 if necessary, until the user is assigned to the correct group memberships.

Step 8 - finish amending groups

Select Continue. This will take you to the Role Memberships page for the user.

Amending role memberships

After amending a user's personal details and group memberships, you can also amend their role memberships.

Step 9 - adding a role for the user

Select the role that you want to add from the Role dropdown. Select Add Role to add the role to the user.

Step 10 - remove a role from the user

Select Expire to remove an existing role from the user. See System roles for more information on roles

Repeat steps 6 and 7 if necessary, until the user is assigned to the correct group memberships.

Step 11 - finish amending roles

Select Continue. This will take you to the Credentials page for the user.

Amending credentials

If the user has locked their account by entering the wrong username or password 3 times, the Lock box will be checked.

Step 12 - unlocking a locked account

On the Credentials page, the Lock box will be checked if the account has been locked.

Remove the check from the Lock box to unlock the account

Step 13 - continue to confirm details

Select Continue to move the Confirm Details page.

Confirming amended details

The Confirm Details page shows a summary of the user’s memberships and sign-in information.

Step 14 - complete amending user details

Select Submit. The user details will be saved and the system will take you back to the User Administration page for that user.

Removing user accounts

You can expire a user’s account if it is no longer needed, for example, if they leave the university or college or their role changes.

Once you have expired a user’s account, you will not be able to amend or reinstate their records.

Expire a user account

Step 1 - start expire account process

From the user’s Profile page, select Expire Account. This will take you to the Confirm Details page.

To cancel the expire account process, select Back.

Step 2 - complete the expire account process

Select Submit. This will expire the user’s account and details. The system will take you back to the User Administration page.