Account & Password Management

This guide covers managing your ILS account, changing passwords, configuring security, and accessing settings.

Getting Started with Your Account

First Login

When you first log in to ILS, you'll be prompted to: 1. Set a secure password (if using a temporary one) 2. Verify your email (click the link sent to your email) 3. Configure your profile (add your photo, timezone, language preference)

Password Management

Password Requirements

Your password must be: - ✅ At least 12 characters long - ✅ Include uppercase letters (A–Z) - ✅ Include lowercase letters (a–z) - ✅ Include numbers (0–9) - ✅ Include special characters (!@#$%^&*)

Example of a strong password: BlueMoon2024!Aug

Setting a Strong Password

Recommendations: - Use a passphrase (e.g., "My-Dog-Loves-Pizza-2024") - Avoid common words, keyboard patterns, or sequences - Don't reuse passwords from other services - Don't include your name, username, or student ID - Change your password annually

Changing Your Password

  1. Go to Settings (click your profile icon)
  2. Select Security → Change Password
  3. Enter your current password
  4. Enter your new password (twice to confirm)
  5. Click Save

You'll be logged out after changing your password. Log in with your new password.

Forgot Your Password?

  1. On the login page, click Forgot Password?
  2. Enter your email address
  3. Check your email for a password reset link (valid for 15 minutes)
  4. Click the link
  5. Enter your new password
  6. Click Reset Password

Didn't receive the email? - Check your spam/junk folder - Wait 5 minutes and try again - Contact your school's IT support if the link expires

Account Security Settings

View Connected Sessions

See all the devices and locations where you're logged in.

  1. Go to Settings → Security
  2. Under Active Sessions, you'll see:
  3. Device type (computer, phone, browser)
  4. Last activity time
  5. IP address (approximate location)

Log Out of Other Sessions

If you see an unrecognized session:

  1. Go to Settings → Security → Active Sessions
  2. Click Log Out next to the suspicious session
  3. That device will be logged out immediately
  4. If it's your own device, you'll need to log in again

Do this if: - Someone else logs in with your password - You use a shared computer and forget to log out - You suspect a security breach

Two-Factor Authentication (2FA)

Note: Two-factor authentication is currently optional for most users. Administrators and coordinators are encouraged to enable it.

If available, to enable 2FA: 1. Go to Settings → Security → Two-Factor Authentication 2. Click Enable 2FA 3. Scan the QR code with an authenticator app (Google Authenticator, Microsoft Authenticator, Authy) 4. Enter the 6-digit code shown in your app 5. Save backup codes in a safe place 6. Confirm

After enabling 2FA: - Every login will ask for your password + 6-digit code from your authenticator app - If you lose your phone, use one of your backup codes instead

Profile Settings

Update Your Profile

  1. Go to Settings → Profile
  2. Edit your information:
  3. Name — verify it's spelled correctly
  4. Email — your school or personal email
  5. Phone (optional)
  6. Profile Photo — upload a professional photo or avatar

  7. Bio (optional) — brief introduction for teachers (students) or advisors (coordinators)

  8. Click Save

Timezone & Preferences

  1. Go to Settings → Preferences
  2. Select your timezone (important for when deadlines are displayed)
  3. Choose your language (if available)
  4. Choose 24-hour or 12-hour time format
  5. Click Save

Calendar Integration

If your school supports it, you can integrate ILS with your personal calendar:

  1. Go to Settings → Calendar
  2. Click Connect Calendar
  3. Choose your calendar service (Google Calendar, Outlook, etc.)
  4. Authorize ILS to add events
  5. ILS will add:
  6. Assignment due dates
  7. Class sessions
  8. Exam dates
  9. Custom events you create in ILS

Notifications & Communication

Email Notifications

  1. Go to Settings → Notifications
  2. Choose which events trigger emails:
  3. ✅ Grades Posted — when a teacher grades your submission
  4. ✅ New Assignment — when a teacher publishes a new assignment
  5. ✅ Attendance Alert — when you're marked absent unexpectedly
  6. ✅ Administrative Notices — from your school

  7. ❓ Behavioral Alerts — optional, if your school has enabled it

  8. Choose delivery frequency:

  9. Immediate (email as events happen)
  10. Daily digest (one email per day with all events)

  11. Weekly digest (one email per week)

  12. Click Save

In-App Notifications

In-app notifications appear in the notification bell (🔔) at the top right.

To manage in-app notifications: 1. Go to Settings → Notifications 2. Toggle In-App Notifications on/off

Account Privacy

Who Can See My Profile?

Teachers & Coordinators can see: - Your name, email, student/staff ID - Your grades and submissions (relevant to your class) - Your attendance

Other Students can see: - Only your name and profile photo (if you've uploaded one) - NOT your grades, submissions, or attendance

Administrators can see: - Your complete profile and data

Private vs. Public Information

Private (shared only with teachers/coordinators/admins): - Student ID - Email address - Home address (if provided) - Phone number - Attendance records - Submission files

Public (visible to other students, as needed): - Name - Profile photo - Class/cohort name

What Information Can I Keep Private?

  1. Go to Settings → Privacy
  2. Toggle these options:
  3. Show my profile photo — visible to other students (off: only teachers see it)
  4. Show my bio — visible on my profile page (off: hidden)
  5. Allow file sharing — other students can download my submissions if I share them (off: no one can access my files)

Deactivating or Deleting Your Account

Deactivating Your Account (Temporary)

Temporarily pause your account without deleting data:

  1. Go to Settings → Account
  2. Click Deactivate Account
  3. Confirm the action
  4. Your account will be hidden from the system
  5. You can reactivate it anytime by logging back in

Deleting Your Account (Permanent)

Permanently delete your account and associated data:

  1. Go to Settings → Account
  2. Click Delete Account
  3. Enter your password to confirm
  4. Read the warnings carefully
  5. Click Permanently Delete

Important: - This action cannot be undone - Some data (grades, BSA decisions) may be retained for legal/accreditation reasons - Your school's data protection officer may refuse if retention is required

After deletion: - You cannot log in - Your profile is removed - Your submissions remain in the system for recordkeeping - Your school may still contact you for official communication

Troubleshooting

I Can't Log In

Check: 1. Is CAPS LOCK on? Passwords are case-sensitive 2. Are you using the correct email address? 3. Is your account active? (admin may have deactivated it) 4. Try resetting your password (see "Forgot Your Password?" above)

Still having issues? Contact your school's IT support.

I Can't Change My Password

Possible reasons: 1. Your old password is incorrect 2. Your new password doesn't meet requirements (see Password Requirements above) 3. Your account is locked (too many failed attempts)

Solution: - Use "Forgot Password?" to reset - Or contact your school's IT support

I Lost My Phone (with 2FA)

If you've enabled two-factor authentication and lost your phone:

  1. Use one of your backup codes (saved when you set up 2FA)
  2. Go to Settings → Security → Two-Factor Authentication
  3. Click Disable 2FA
  4. Re-enable it on a new device

Lost your backup codes? Contact your school's IT support to verify your identity and reset 2FA.

I See a Session I Don't Recognize

This could be: - A device you use occasionally (computer at school, shared laptop) - An old session that didn't log out automatically - A security issue

To be safe: 1. Go to Settings → Security → Active Sessions 2. Click Log Out for unrecognized sessions 3. Change your password 4. If you see the same unrecognized session again, contact IT support

Security Tips

✅ DO: - Use a unique password for ILS (don't reuse passwords) - Change your password if you share a computer - Log out when you leave a computer - Use a password manager to store strong passwords - Report suspicious activity to IT support

❌ DON'T: - Share your login credentials with anyone - Write your password down - Use a password that's the same across multiple services - Leave your computer unlocked and unattended - Click links in suspicious emails claiming to be from ILS

Contact Support

For account issues: - Contact your school's IT support desk - Go to Help → Contact Support in ILS

For privacy or data requests: - Go to Settings → Privacy & Data - Or contact your school's Data Protection Officer

Last Updated: 2026-06-27
Version: 1.0 (Pilot Release)