If your organization has a Clearinghouse account, your user administrator can add and manage your users online anytime. If you do not have administrator privileges, you can only view and change your own account information.
1. Click the “Edit Your Account” in the left navigation bar (this option is only available to the user administrator).
2. Click the “Manage Users” in the right navigation bar (this option is only available to the user administrator).
3. Read the Terms and Conditions and click “I Accept.” (You will be required to read/accept this document for each new session.)
Create a New User:
1. To create a new contact, click “Create a New User.”
2. Complete the “Personal Information” section then click “Submit.” You will be prompted to assign roles for the new contact. If you assign Web access to the individual, you can also add a Web ID.
View, Edit, or Delete an Existing User:
1. To view/edit account information for an existing contact, click on any contact name on the page.
2. To update personal details, edit the fields under the “Personal Information” section.
3. To update an individual’s service roles, check or uncheck the appropriate options under the “Roles” column. To read a brief description of a role, hover your mouse over it.
For required and one-time-use roles, see User Role Types.
4. Under “Account Details,” you’ll see the current account status for this person. This section enables you to add a Web ID (three to nine characters long) for new Web users.
5. Click “Submit” to save all changes.
6. After access is added, the options under “Account Status” will appear.
- To remove access to an old account that is no longer being used, click “Deactivate.” If it is already deactivated, you can click “Activate.”
- To lock an account, click “Lock Account.” If it is already locked, click “Unlock Account” to restore access. Accounts become locked after invalid login attempts. The best practice is to also “Reset Password” when unlocking an account.
7. To delete a user, click “Delete User Profile” under the “Personal Information” section. You will be alerted if a role needs to be reassigned prior to the user’s deletion. The user’s Web ID cannot be reused. If you deleted this user in error, you will need to recreate the user as a new contact.
8. You will receive two pop-up notifications if the user is deleted. Then you’ll be redirected to the “Manage Users” page for your organization.
View Deleted Users:
If your organization has a Clearinghouse account, your user administrator can view a list of your organization’s deleted users.
To view a list of deleted users:
1. Click either the “Account Management” tab or “Edit Your Account” under the right menu (you can also click the “My Account” link in the upper-right corner).
2. Select “View Deleted Users” under the Account Tools menu (this option is only available to the user administrator).
3. A list of your organization’s deleted contacts is displayed. In it, you’ll find each contact’s Web ID, date deleted, and the Web ID of the person who deleted the user. The list on this page can be filtered or sorted.
Note: This page is automatically sorted by time stamp from newest to oldest.
User Role Types
- Additional Executive: The secondary contact for the contractual relationship with the National Student Clearinghouse.
- Audit: Point of contact for quarterly audits of activity. Requires a Web ID.
- Billing: The contact for Clearinghouse invoices.
- Business Development: The contact for business development. Requires a Web ID.
- Commercial/Contract User: Contact who can request Web verifications, view transaction history, and submit verification requests via XML. Requires a Web ID.
- Executive: The primary contact for the contractual relationship with the National Student Clearinghouse.
- Legal: The legal contact. Requires a Web ID.
- Other: A contact whose role is unknown.
- Programmer: Troubleshooter for problems with the organization’s file format or file delivery. Requires a Web ID.
- Service Administrator: Contact who can view and request Verification Services reports. Requires a Web ID.
- User Administrator: Contact who can designate, manage, and remove user access to the organization’s secure Clearinghouse account and update contact information for non-Web users. By submitting requests, the user administrator authorizes the Clearinghouse to process them. Requires a Web ID.
- Web Access: Contact who can access the Clearinghouse secure site. Requires a Web ID.
- XML: The designated troubleshooter for problems with the organization’s XML file format or XML file delivery.
Helpful Tips & Reminders
Required Roles:
- User Administrator
- Service Administrator
One-Time-Use Roles:
- Billing
- Executive
- Programmer
Tips:
- Once deleted, a user can be added back manually if needed
- User IDs cannot be reused