Edit preferences in Apple School Manager

Complete this task to edit the email address and phone number associated with your user account.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap My Profile .

3. Tap Manage to:

   • change your email address

   • add or change the phone number you use for two-step verification

     You are taken to the Apple ID website.

Complete this task to change the time zone and language for mail messages and PDFs sent to you from Apple School Manager.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Enrolment Information .

3. Tap Edit next to Time Zone & Language to change your time zone.

4. Tap Save.

The tax information (taxable or tax-exempt) that is entered for your organisation is used for both subscription and apps purchases and can be set or changed by any user with the role of Administrator. If you change your tax status in the middle of a month, this will be reflected immediately for any new app purchases and on your next subscription receipt. A user with the role of Administrator can enter your tax information as taxable or tax-exempt. If you select tax-exempt in Canada or the United States, you must provide one of the following:

• an Apple Customer Number (ACN)

• a new certificate that you create using the Exemption Certificate Wizard in Apple School Manager

1. In Apple School Manager , sign in as a user that has the role of Administrator.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Enrolment Information .

3. Tap Submit Tax Information, select your tax status, then tap Continue.

4. If you select Taxable, read the dialogue, then tap Done.

5. If you select Tax-Exempt, enter your ACN, tap Continue, then tap Done.

   If you do not have an ACN, select Exemption Certificate Wizard, tap Submit Tax Exemption, then step through the Exemption Certificate Wizard. When you have finished, tap Done.

Custom Apps are apps developed by you or a third-party developer to meet your organisation’s specific education needs. See Learn about Custom Apps.

1. In Apple School Manager , sign in as a user that has the role of Administrator or Site Manager.

2. Tap your name at the bottom of the sidebar, tap Preferences , tap Enrolment Information , then tap Enable next to Custom Apps.

3. Give your Organisation ID (located at the top of the Enrolment Information window) to the app developer so they can add your organisation to their approved list.

4. You can now purchase any additional Custom Apps from the Custom Apps section. Custom apps are deployed using managed licences and have the same management options as App Store apps.

   Note: You may see any previous purchases if you migrated from Apple Deployment Programmes (ADP) with an account that had already purchased any Custom Apps and also migrated your location to Apps and Books.

Depending on your role and privileges, in each licence agreement you may be able to view the licence name, the date the licence was updated, the date the licence was accepted, and the name of the user with the role of Administrator who accepted its terms and conditions.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , tap Enrolment Information , then tap View History under Terms and Conditions to view the current licence agreements necessary to use Apple School Manager.

3. If necessary, tap each licence agreement to view it or download it as a PDF, then tap Close.

4. When you have finished viewing or saving the licence agreements, tap Done.

Managed Apple ID accounts can request a copy of their data, regardless of its location, through their Data and Privacy page, if enabled to do so by their organisation in Apple School Manager. See Understand and control the personal information that you store with Apple.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. To enable data and privacy access, tap Enable next to Data and Privacy Access, read the information, then tap Enable.

4. To disable data and privacy access, tap Disable next to Data and Privacy Access.

Depending on your role and privileges, you may be able to choose with whom users can share photos and Pages, Numbers and Keynote documents. Users who have the sharing link may be able to view and edit, depending on how the document was shared. Your choices are:

• Allow document sharing inside the organisation: users can share documents only with other users in your organisation.

• Allow document sharing inside and outside the organisation: users can share documents with anyone.

• Auto-accept: recipients within an organisation automatically accept shared files when initiated by any account holder but a student, or only by students, or both.

Organisations that have more than one instance of Apple School Manager must use “Allow document sharing inside and outside the organisation”.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. Tap Edit next to Sharing, then select one of the types of sharing:

   • Allow document sharing inside the organisation

   • Allow document sharing inside and outside the organisation

4. Specify how shared documents are automatically accepted:

   • Initiated by any role except Student

   • Initiated by Students

5. Tap Save.

Depending on your role and privileges, you may be able to enable FaceTime and iMessage using Managed Apple IDs for your organisation.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. Tap Enable, then tap Enable FaceTime & iMessage.

   If there is no Enable button, FaceTime and iMessage are already enabled and you can skip steps 3 and 4.

4. Tap Roles in the sidebar, then select each role you want to be able to use FaceTime and iMessage.

5. Select “Use FaceTime and iMessage” for those roles, then tap Save.

FaceTime and iMessage are off by default; however, another user with the appropriate privileges can enable these features. Depending on your role and privileges, you may be able to disable FaceTime and iMessage for your organisation.

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. Tap Disable next to FaceTime & iMessage.

   Note: Before you disable these features, you may want to warn your users that they will no longer be able to use their Managed Apple IDs with these features.

1. In Apple School Manager , sign in as a user that has the role of Administrator, Site Manager or People Manager.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. In the Student Progress section, tap Enable, then tap Enable.

4. After you allow Student Progress, you can disable Student Progress on individual user accounts by going to Accounts.

When you disable Student Progress, Apple School Manager stops collecting new student progress data. However, students and instructors can continue to use Schoolwork even if Student Progress is disabled.

1. In Apple School Manager , sign in as a user that has the role of Administrator, Site Manager or People Manager.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. In the Student Progress section, tap Disable, then tap Disable.

4. If you want to delete all student progress data, tap Delete Data.

   Important: After you delete the student progress data, you cannot recover it.

User account look-up allows users to look up other users’ contact information, making it easier to communicate and share files within an organisation. When a user is signed in to a device with their Managed Apple ID and searches in specific Apple apps, contact information automatically completes. Look-up results will show the user’s Managed Apple ID. When using the Mail app, the results will show the email address, which might differ from the associated Managed Apple ID. This feature is supported in iOS 13 or later, iPadOS 13.1 or later, and macOS 10.15 or later.

This feature is enabled by default. Apple apps that work with user account look-up are:

1. In Apple School Manager , sign in with your account.

2. Tap your name at the bottom of the sidebar, tap Preferences , then tap Accounts .

3. Do one of the following:

   • Tap Enable to allow user account look-up.

   • Tap Disable to prevent user account look-up.

   Note: It may take up to 24 hours for this change to go into effect on all your users’ devices.