How to Manage MCAS User Accounts

In this guide, we will cover how to manage MCAS User Accounts in both of the following scenarios;

• User Account Maintenance – Access / Show Student Details
• Action Dropdown for Contacts: Edit, Enable, Disable, Delete, Send reset Password email, View Recovery Email Accounts, or Resend MCAS Account Activation Email.
• Action Dropdown for Students: Edit, Deactivate, Send Message, Send Reset Password Email, or Resend MCAS Account Activation Email
• Amend Contact Email Address
• Duplicate User Accounts: Where parents have more than one MCAS User Account.
• December 2025 Enhancements :
  • Students User Accounts : Active Contacts and New Actions (Send Reset Password Email & Resend MCAS Account Activation Email)
  • Contact User Accounts : Relabelling, Active Students Column, Priority Column and New Action (Resend MCAS Account Activation Email)
• Parents not signed up to MCAS
• Student Details – Amend Contact Email Address

Pre-requisites;

• From the side menu, go to the Others page and ensure you do not have duplicate records for any Parents/Contacts see: Duplicate MCAS User Accounts.
• If you have Staff with children at your School, you must create a separate Contact Record for these Staff, do not link their MCAS Account to their Staff Record. They must exist on the system as Contacts to link with MCAS successfully.

Push Notifications

• When parents install the MCAS app they must enable notifications in order to receive Push Notifications. If notifications aren’t enabled at installation then parents will not receive any notifications.
• If a parent accidentally skips this step, they will need to delete the app and reinstall it, making sure to allow notifications during setup.

Access: The minimum permissions required to access MCAS User Accounts are found in the MCAS Module of Config>Setup>Roles & Permissions.

See also:

• MCAS – Changes to Bromcom
• How to Create MyChildAtSchool User Accounts
• MyChildAtSchool Parent Guide
• MyChildAtSchool General Settings.

From the left menu, go to Modules > MCAS > User Accounts.

This will open the User Accounts screen.

User Account Maintenance – Access and Show Student Details

Whichever of the four dropdown options you choose the system will remember this choice and the next time you access this page it will default to the choice you made the last time you logged in.

Change the top left User Account choices to select Contacts and the screen will refresh to show Contacts.

Either click on an individual Contact and from the Actions drop down select Edit,

Or use the Search option to Search by Profile or Email Address.

This will show the User Account Maintenance screen for that contact and the Students that are linked to that account.

In the table, tick/untick the Access and Show Student Details checkboxes. These checkboxes are located in the far left and far right columns within the table.

• Access allows the Contact to see the Student on MCAS.
• Show Student Details allows the Contact to see the Student’s personal details on MCAS e.g. Address in the Data Collection form.

Note: Unticking the Show Student Details tick box when creating the user account will prevent the Contact from seeing or editing any of the Student information, including address and contact details. This may be useful in the instance that you have a split family in which one Parent should not have access to the contact information for the Student or for the other parent. This will be unselected by default when creating an MCAS Account for a Contact without Parental Responsibility.

The MyChildAtSchool administrator can configure what student and contact information parents can view and amend in Config > MyChildAtSchool > Student and Contact Details. See How to Setup Student Contact Details Configurations for MyChildAtSchool

When you are done, click Save.

Action Dropdown for Contacts

You can use the Actions drop down if you want to select several User Accounts (via Contacts) and choose to either Edit, Enable, Disable, Delete, Send Reset Password Email, View Recovery Email Accounts, or Resend MCAS Account Activation Email.

• Edit: The multiple User Accounts appear in the dropdown.

• Enable, Disable, and Delete: A Confirmation popup will ask if you want to proceed.

• Send reset Password email: Sends a reset password Email to the Contact(s) selected, only if they have an email address.  
• View Recovery Email Accounts: Shows all the recovery Email Addresses that are not linked to a Contact, and then allows users to add Email Addresses to Contacts by clicking the “+” icon.

• Resend MCAS Account Activation Email: Sends an account activation email to a student’s contacts who have an inactive MCAS account (Activation Status = Not yet activated) and a valid email address. This action is the same as clicking Send MCAS Account Activation Email in User Account Creation.

Actions Dropdown for Students

You can use the Actions drop down if you want to select several User Accounts (via Students) and choose to either Edit, Deactivate, Send Message, Send Reset Password Email, or Resend MCAS Account Activation Email.

• Edit: The multiple User Accounts appear in the dropdown.

• Deactivate: A Confirmation popup will ask if you want to proceed.

• Send Message: Opens the Send SMS and Emails popup. See How to Send an SMS Message or Email

• Send reset Password email: Sends a reset password Email to the Contact(s) selected, only if they have an email address.  
• Resend MCAS Account Activation Email: Sends an account activation email to a student’s contacts who have an inactive MCAS account (Activation Status = Not yet activated) and a valid email address. This action is the same as clicking Send MCAS Account Activation Email in User Account Creation.

Amend Contact Email Address

Contacts without an Email Address will appear in bold, red text in the table.

An Edit Contact Details icon in the Actions column opens the Contact Details popup where you can easily update the Email Address, which will enable parents to gain access to their online parent account.

Click on the Phone & Email tab to amend Emails or Phone numbers.

Then click the pencil icon to the right of the record to amend it.

Duplicate User Accounts

See How to Manage MCAS Duplicate User Accounts MyChildAtSchool.

December 2025 Enhancements

This release introduces updates to both Students User Accounts and Contacts User Accounts to improve visibility and management of MCAS accounts. New columns, clearer labels, and additional actions make it easier to view active contacts, linked students, and contact priorities, as well as send password resets and activation emails more efficiently.

Students User Accounts

1. New Active Contacts Column

A new Active Contacts column displays the number of contacts with an active MCAS account linked to that student. The count is clickable, opening the Linked Contacts side panel. This panel displays all contacts with an MCAS account linked to the student – which are either ‘Activated’ or ‘Not Yet Activated’ (includes disabled accounts) – along with the following details:

• Contact Name
• Relationship
• ‘MCAS Access’ badge
• ‘Parental Responsibility’ badge
• Priority

Users can use the arrows to navigate to the next student and view their associated linked contacts. 

Selecting View Full Profile opens the Student Details page in a new tab.

Note: If an account is disabled, it will be displayed on a red tile.

2. New Actions

Two new email options have been introduced to the Action dropdown.

Send Reset Password Email

First, the new Send Reset Password Email sends a reset password email to a student’s contacts, who have an active MCAS account (green tile). Users will see the following popup:

If the process is unsuccessful for all contacts (i.e. no contacts have an active MCAS account), users are shown the following warning message: Disabled accounts are excluded.

Resend MCAS Account Activation Email

Second, the new Resend MCAS Account Activation Email sends an account activation email to a student’s contacts who have an inactive MCAS account (yellow tile) and a valid email address. Users will see the following popup:

If contacts are found with an invalid email address, users will see the following warning message:

Note: This action is the same as clicking Send MCAS Account Activation Email in User Account Creation.

Contacts User Accounts

1. Relabelling

• MCAS Enabled: The ‘Status’ column has been relabelled to MCAS Enabled and will display Yes or No.
• MCAS Enabled Only: The ‘Active Only’ toggle has been relabelled to MCAS Enabled Only. It continues to default to On, showing only contacts with MCAS Enabled = Yes, as per current functionality.

2. New Active Students Column

A new Active Students column displays the count of active students linked to that contact. The count is clickable, opening the Linked Students side panel. This panel displays all students linked to the contact – both active (on roll) and inactive (leaver) – along with the following details: 

• Student Name
• Relationship
• Enrolment Status
• ‘MCAS Access’ badge
• ‘Show Student Details’ badge
• Priority

Users can use the arrows to navigate to the next contact and view their associated linked students.

Selecting View Full Profile opens the Contact Details popup on the Others > Contacts page in a new tab.

3. New Priority Column

A new Priority column displays the priority assigned to the contact. The value shown reflects the highest priority across all linked active students. If no active students are linked, the highest priority from inactive students (leavers) will be displayed instead.The email will only be sent if all selected contacts have a valid email address.

4. New Action

The new Resend MCAS Account Activation Email can also be utilised in Contacts. The email will send if only contacts with an email have been selected.

Parents not signed up to MCAS

This screen can be used in the example we want to see which parents have not signed up to MCAS.

• User Account = Contacts
• MCAS Enabled Only = toggle off
• MCAS Enabled = filter column to No

Student Details – Amend Contact Email Address

Students > Student Details > Contacts

Click on Students from the Menu to access the Student List Page, select the required Student(s) and click View.

In the Contacts panel the normally green Click to view MCAS icon will show as red if the Contact is missing an Email Address, which would prevent the parent from being able to login to the MCAS online parent portal.

If the person icon is grey there can potentially be two scenarios;

• It means no MCAS Account has been created for this contact or
• There has been an MCAS Account created but they do not have access to this student – this is apparent when you edit a Contact attached to a student, select the Phone & Email tab and you see the text ‘Linked to MCAS’  under the email address

A badge labelled Linked to MCAS against a Contact Email Address indicates if it is linked to an MCAS parent account. If a MIS user tries to delete or edit the linked Email Address with this badge then a warning message will appear ‘You are about to modify an Email Address for an active MCAS parent account. Do you want to continue?‘.