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Your Students’ Google Credentials

You can create the Google Workspace account of the students you tutor, view and download the PDF with their credentials, and reset their password.

Required role: Tutor. Your Seminar Chief, Department Chief and Head of Studies can do the same for your students, and the Director for every tutor’s, following the same steps.

Downloading a student’s credentials

  1. Open the student’s form and go to the Secretary tab, Documentation section.
  2. On the Google Workspace credentials row, click the file name in the File column. The PDF opens in a new tab, where you can print or save it.

Documentation section of the Secretary tab, with the Google credentials

If the list is empty, the student has no Google account yet: create it as explained below.

In the Documentation section you only see the Google credentials of the students you tutor (on any other student’s form the section doesn’t appear). The other documents (ID card, IBAN, medical card…) are handled by the secretary’s office.

Creating a student’s Google account

The account is normally created automatically when the student is enrolled. If a student of yours has none yet (usually because some of their details were missing at the time), you can create it yourself:

  1. Open the student’s form.
  2. In the header, click Create Google account.

Create Google account button in the student form header

The student receives the credentials at their personal email address and the credentials PDF is saved in the Documentation tab. The first time they sign in to Google, the student has to change the password.

The button is only shown while the student has no Google account. If the student’s IDALU, first name, surname or personal email is missing, a message tells you which data is missing and the account is not created: ask the secretary’s office to complete it.

Resetting a student’s Google password

  1. Open the student’s form.
  2. In the header, click Reset Google password.

Reset Google password button in the student form header

  1. Confirm the message that appears.

The student receives the new password at their personal email address and a new credentials PDF is saved in the Documentation section of the Secretary tab. The previous password stops working and its PDF is marked Cancelled. The first time they sign in to Google, the student has to change the password.

The button is only shown if the student has an active Google account. If you cannot see it, the student has none yet: create it as explained above.

Downloading the credentials of several students at once

  1. Go to Educational Community → Students and switch to the list view.
  2. Tick the students you want (the header checkbox ticks them all).
  3. Open the Actions menu and click Download Google credentials.

Students list with a selection and the Actions menu open

A ZIP file is downloaded with one PDF per student, named after the student. If none of the selected students has credentials, a warning is shown and nothing is downloaded. Only the students you tutor are included.

Note: the same Download Google credentials action is also available from a single student’s own form, using the same Actions ⚙ menu — though for just one student, downloading the PDF directly from the Documentation section of the Secretary tab above is quicker.

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