Cymraeg
Hwb

Changing your Hwb account details

Change of name

Once a user’s Hwb account has been automatically created from the data in a school’s Management Information System (MIS) i.e. SIMS or Teacher Centre, the name fields in Hwb will not update automatically if the legal forename and/or legal surname are subsequently changed in the MIS.  However, school digital champions and organisation Hwb administrators can edit any user’s forename and/or surname and also generate a new username in the User Management Portal (UMP), if for example:

  • a user’s legal name has changed e.g. marriage, divorce, adoption etc

  • a user wishes or is required to be known by a different name to their legal name

Name changes made in the UMP will be reflected across Hwb, Office 365, Google Workspace for Education and personalised assessments as follows:

  • Staff - the new name will appear in the format ‘first initial and surname’ e.g. J Bloggs.

  • Learners - the new name will appear in the format 'forename and first character of surname' in Hwb e.g. Joe B and ‘forename surname’ e.g. Joe Bloggs in Office 365 and Google Workspace for Education.

The display name in Just2easy will need to be manually updated as a separate process.

Any changes to the forename and surname will be instantly reflected in the UMP, Office 365 and Google Workspace for Education, but you may have to wait up to 10 minutes for a new username to be generated and up to 24 hours for the display name to update across the Hwb platform (e.g. in Networks and Classes etc.).

If a new Hwb username is generated, the password for that account is automatically changed. The new username and password will be available in the UMP in order to supply the new credentials to the user.  It is important to note that the user’s previous email address will be retained in Hwb as an alias to ensure that emails sent to that address are re-directed to the new email address, however, users are advised to also circulate their new email address as appropriate.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Learners.
  3. Locate the relevant user using the Search term field as appropriate e.g. type surname and click Search.
  4. Click on the View Details button (to the right of the user’s details).
  5. Click Manage User > Edit.
  6. Update the Forename and/or Surname fields as appropriate.
  7. If required, click on the tick box next to Generate New Username (this only needs to be ticked if the change affects the first character and/or surname).
  8. Click Update User.
Warning

If a learner has a new identity that requires no link to be retained between the original and new pupil record, there is important guidance available (see the Unique pupil number ‘Children at risk’ section in the ‘Guidance for schools to implement the information management strategy’).  Creating a new pupil record in the school’s MIS will facilitate the creation of a new Hwb account for the learner and remove any link to their current Hwb account.

A new record and UPN in the school’s MIS is the only way of ensuring that the learner’s previous name and email address are no longer associated with them in the Hwb and personalised assessment systems.

Before creating a new pupil record, schools should understand what this means in the Hwb and personalised assessment systems i.e. loss of school files, emails and historical personalised assessment feedback and reports.  However, the learner’s previous name should no longer be visible to them.

For personalised assessments reports please note: changes made by schools to a learner forename and/or surname will show in new progress and feedback reports since the name change, but will not update in learners’ historical personalised assessments feedback and may remain visible to learners, staff and parents/carers. If a change to historical records is essential for child protection reasons, schools should consider creating a new UPN, or, in cases where this is not appropriate, should inform the personalised assessment helpdesk on 029 2026 5099 or help@personalisedassessments.wales.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Staff.
  3. Locate the relevant user using the Search term field as appropriate e.g. type surname and click Search.
  4. Click on the View Details button (to the right of the user’s details).
  5. Click Manage User > Edit.
  6. Update the Forename and/or Surname fields as appropriate.
  7. If required, click on the tick box next to Generate New Username (this only needs to be ticked if the change affects the first character and/or surname).
  8. If required, click on the tick box next to Generate New Primary Email Address to update the primary e-mail address. (NB this will automatically be selected if you tick the Generate New Username option)
  9. Click Update User.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Governor.
  3. Locate the relevant user using the Search term field as appropriate e.g. type surname and click Search.
  4. Click on the View Details button (to the right of the user’s details).
  5. Click Manage User > Edit.
  6. Update the Forename and/or Surname fields as appropriate.
  7. If required, click on the tick box next to Generate New Username (this only needs to be ticked if the change affects the first character and/or surname).
  8. Click Update User.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Non-MIS.
  3. Locate the relevant user using the Search term field as appropriate e.g. type surname and click Search.
  4. Click on the View Details button (to the right of the user’s details).
  5. Click Manage User > Edit.
  6. Update the Forename and/or Surname fields as appropriate.
  7. If required, click on the tick box next to Generate New Username (this only needs to be ticked if the change affects the first character and/or surname).
  8. Click Update User.
  • Last updated 08 August 2023