Searching in MySchool

MySchool has two search functions: super search and advanced search. These will allow you to search for profiles within your MySchool database. Super search is used for active students, users, classes, courses, subjects and rooms.

Advanced search is used to find students and users only, but it also includes archived profiles, and profiles who have no context. (A profile with no context could be a guardian who has been disassociated from their dependant, or a student who is not in an active class for this school year). 

Who has access to super search?

All staff users will have access to the search tool. However, access to search information is controlled by their user group context and employment settings. Check out the articles relating to this. 

Super search is located in the quick action toolbar, by clicking on the magnifying glass. To start your search then you need 3 letters minimum. The results are grouped by type, and each has a colour code to make it easier to spot

If you mouseover the search list you can get more information. Notably, for students, it will show you where they are currently scheduled to be. particularly useful in emergencies where you need the information quickly. Guardians will show their dependants. It is a great way to get a quick overview of their profiles, without loading the information.

If you cannot find a user in super search, DON'T PANIC, they simply may have lost context and therefore are not classed as active. Super users with advanced search permissions can use advanced search to find these profiles. 

Top tip: We can add a custom report to your system, which will allow you to track 'ghost' users or users without context (Non-active users). Just contact our support team and ask them for this.

What is advanced search?

The advanced search tool is available for super users, it is still controlled by user group access rights, and will not allow users to access profiles to which they do not have access. It will not search rooms and courses like super search. It is located in Administer/Advanced options/Advanced search.

The fields you can search for are:

• Name
• Email
• Passport/ID
• Phone number
• MySchool user ID
• Account status

The system will fetch the results. If you have access rights, then you can automatically load the profile from here. Otherwise, a message will say that the user doesn't have access to the profile. 

Make sure the user has the correct permissions within the user group or directly in the security tab of their profile. In the example below, the user cannot access secondary school profiles as they are restricted to primary school level access only.