Cymraeg

Hwb

User Management

Suggested audience: school staff, school digital champions, local authority Hwb administrators, regional education consortia Hwb administrators.

Hwb accounts are available to the following users in maintained schools and education stakeholders in Wales:

  • Learners
  • School staff
  • Governors
  • Non-MIS school staff
  • Local authority staff
  • Regional Education Consortia staff
  • Supply teachers
  • Other stakeholders e.g. Estyn

Provisioning Client

Every learner and teacher in maintained schools in Wales has a Hwb account.  These accounts are automatically created from user data in a school’s Management Information System (MIS) e.g. SIMS, Teacher Centre.  These accounts are created by the Provisioning Client and managed in the User Management Portal (UMP). 

The All-Wales Education Identity Provider (AWE IdP) Provisioning Client is an application installed on the server hosting a school’s MIS.

The Provisioning Client is managed and run by local authorities, third party IT providers or school network managers (depending on service level agreements between schools and local authorities). 

This application takes limited school staff and learner data from the MIS (i.e. forename, surname, etc) to create Hwb accounts (full details available in the Hwb Privacy Notice).  Local authorities and schools manage these Hwb accounts from within the User Management Portal (UMP).

User Management Portal

The User Management Portal (UMP) may be accessed by all Hwb users, but the features and tools available will be dependent on the permissions associated with their role.  Primary school learners will only be able to view basic school information.  Secondary school learners, governors and supply teachers will be able to view basic school information and re-set their own password.


  1. Navigate to https://hwb.gov.wales and log in with your Hwb username (e.g. BloggsJ@Hwbcymru.net) and password.
  2. Click on the Menu (at the top of the page) and click User management.
  3. There is an extra layer of security here, so users will be required to log in again with their Hwb username and password.

Within the School Administrator Dashboard all school staff will be able to see basic information about the school (i.e. name, DfES number, type and domain name) as well as basic tools to manage learner accounts.  However, Digital Champions, Local Authority administrators and Regional Education Consortia administrators (i.e. Hwb administrators) have enhanced permissions enabling them to manage ALL user accounts (i.e. learners, staff, governors etc.) as well as view the provisioning status for the school and the workflow logs.

There are 5 workflows and it is important to ensure that they have run successfully and recently (ideally within the past 7 days) e.g.

The View button next to each workflow will enable users to view the error logs and identify any provisioning errors which need investigating and resolving. 

Common errors include:

Error

Correcting this error

Missing UPN

Ensure there is a unique pupil number (UPN) recorded in this learner’s record in the MIS.

Once this UPN has been added and the Provisioning Client next runs, this error should disappear from the error logs and the user account will be created.

Missing staff code

Ensure there is a unique staff code recorded in this staff member’s record in the MIS. Once this staff code has been added and the Provisioning Client next runs, this error should disappear from the error logs and the user account will be created.

Multiple entries for search

This error indicates that more than one Hwb account has been matched to a user in your school.

Please find out which account is being used by the relevant user and inform the Hwb Service Desk so that they can rectify this error. When the Provisioning Client next runs, this error should then disappear from the error logs and the correct account should appear in the relevant user list i.e. View Learners or View Staff.


Password Status

When you log in to the User Management Portal and View Users (i.e. learners, staff, governors), relevant users are listed, including the password status of their account:

Password Status

What does this mean?

Show password

Clicking on Show Password will show the password for that particular user. The password will disappear again once the cursor is moved away from the password field however, there is a copy to clipboard button available next to the password.

-

A hyphen in the password field means that the password is not available in the User Management Portal. If the user doesn’t remember their password it will need to be reset. The new password will then appear under Show Password.

User changed password

If the user has changed their own password (not available for primary school learners), the message User changed password will be displayed.

Resetting Passwords

All users, except primary school learners, can reset their own passwords.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. In the User Management Portal, click My Profile to view Your Details and click on the Reset password button. There are two options:
    • Enter your own password in the relevant fields (keeping to the Hwb password policy i.e. at least 8 characters with a mix of uppercase and lowercase letters and numbers) and then click Update Password.
    • Click Generate Password to obtain a system generated password. Note the new password and click Update Password.

Learner passwords may be reset by ANY school staff user and Hwb administrators.

Group of Learners

To reset passwords for a group of learners:

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Learners
  3. Click Group Actions and under Reset Passwords click Registration Group / Class / Year.
  4. From the drop down arrow, select the required group and click Reset Passwords. It may take a few minutes for the passwords to update.
  5. Securely supply the learners with their new passwords (see Printing usernames and passwords).

Individual Learners

To reset the password for an individual learner:

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Learners
  3. Locate the learner 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 learner’s details).
  5. Click Manage User > Reset Password. There are two options:
    • Enter your own password in the relevant fields (keeping to the Hwb password policy i.e. at least 8 characters with a mix of uppercase and lowercase letters and numbers) and then click Update Password.
    • Click Generate Password to obtain a system generated password. Note the new password and click Update Password.
  1. Securely supply the learner with their new password (see Printing usernames and passwords).

School staff passwords may be reset by a school’s Digital Champion and Hwb administrators.

  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 > Reset Password. There are two options:
    • Enter your own password in the relevant fields (keeping to the Hwb password policy i.e. at least 8 characters with a mix of uppercase and lowercase letters and numbers) and then click Update Password.
    • Click Generate Password to obtain a system generated password. Note the new password and click Update Password.

Governor passwords may be reset by a Digital Champion.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Governors.
  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 > Reset Password. There are two options:
    • Enter your own password in the relevant fields (keeping to the Hwb password policy i.e. at least 8 characters with a mix of uppercase and lowercase letters and numbers) and then click Update Password.
    • Click Generate Password to obtain a system generated password. Note the new password and click Update Password.

School Non-MIS passwords may be reset by a Digital Champion.

  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 > Reset Password. There are two options:
    • Enter your own password in the relevant fields (keeping to the Hwb password policy i.e. at least 8 characters with a mix of uppercase and lowercase letters and numbers) and then click Update Password.
    • Click Generate Password to obtain a system generated password. Note the new password and click Update Password.

Printing and/or downloading usernames and passwords

Only passwords that are available to view in the User Management Portal will be printed.

  • Available to all school staff and Hwb administrators.

    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 Print and then either Print Details or Print With Password.

    Available to school Digital Champions and Hwb administrators.

    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 Print and then either Print Details or Print With Password.

    Available to school Digital Champions and Hwb administrators.

    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 Print and then either Print Details or Print With Password.

    Available to school Digital Champions and Hwb administrators.

    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 Print and then either Print Details or Print With Password.
  • Available to all school staff and Hwb administrators.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click View Users > View Learners.
    3. Click Group Actions and under Print click Print Registration Group.
    4. From the drop down arrow, select the required registration group and click Print.
  • Available to all school staff and Hwb administrators.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click View Users > View Learners.
    3. Click on the tick box to the left of all the required learners.
    4. Click Selected Users and under Print either click Print Selected or Print Selected (With Password).
  • It is possible to download a .csv file of either learner or staff usernames and passwords to Excel. 

    Available to all school staff and Hwb administrators.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. In the School Administrator Dashboard, click Administration.
    3. Under Download Passwords click All Pupils.
    4. A warning message will appear “Please note: If you download user credentials, it is your responsibility to then ensure these are handled appropriately”.
    5. Click Proceed with download to continue (or click Go Back to cancel the command).
    6. Click on the .csv file that is downloaded to open in Excel. The file will include the following user information which may be sorted as appropriate:
      • Forename
      • Surname
      • Username
      • Password
      • Date created
      • Year
      • Reg group
      • Consent
      • Admission number

    Available to school Digital Champions and Hwb administrators.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. In the School Administrator Dashboard, click Administration.
    3. Under Download Passwords click All Staff.
    4. A warning message will appear “Please note: If you download user credentials, it is your responsibility to then ensure these are handled appropriately”.
    5. Click Proceed with download to continue (or click Go Back to cancel the command).
    6. Click on the .csv file that is downloaded to open in Excel. The file will include the following user information which may be sorted as appropriate:
      • Forename
      • Surname
      • Username
      • Password
      • Date created
      • Staff code

Hwb accounts for school staff and learners will be automatically created when they are added to a school’s MIS (e.g. SIMS, Teacher Centre).  However, accounts for governors and other education stakeholders, who are not recorded in a school’s MIS can be manually created.

Hwb accounts for new learners will be created automatically when they are added to a school’s MIS (e.g. SIMS, Teacher Centre).

Learners moving from one school to another will be automatically transferred once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS.  The Provisioning Clients must have run successfully in both schools.  A learner is identified in the system by their Unique Pupil Number (UPN).

Hwb accounts for staff will be created automatically when they are added to a school’s MIS (e.g. SIMS, Teacher Centre).

It is possible to continue using an existing account when staff move from one organisation to another. 

Governor accounts may only be created by a school’s Digital Champion and Hwb administrators.

All governors are entitled to have a Hwb account, which gives them access to tools such as Office 365, including a @hwbcymru.net e-mail address.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Governors.
  3. Click Add new user +.
  4. A warning message will appear: “Are you sure? Staff and learner accounts will be automatically created based on the information in your school's MIS. Please only use this feature for users who are not maintained in your MIS. Please note: Any non-MIS user accounts you create will need to be managed manually”.
  5. Click I understand to continue (or click Take me back to cancel the command).
  6. Type the forename and surname of the governor in the relevant fields and either:
    • Manually type a password of your choice (providing it adheres to the Hwb password policy i.e. mix of upper and lowercase letters and numbers).
    • Click Generate Learner Password (word followed by numbers).
    • Click Generate Password (random mix of upper and lower case letters and numbers).
  7. Click Add User.
  8. The user account will appear in the View Governors list within the next hour.

Regional Education Consortia (REC) and Local Authority (LA) Hwb administrators are able to manually create accounts for REC and LA staff.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click Manage Local Authority Non-MIS Users.
  3. Click Add New User +.
  4. Type the forename and surname of the user in the relevant fields and either:
    • Manually type a password of your choice (providing it adheres to the Hwb password policy i.e. mix of upper and lowercase letters and numbers).
    • Click Generate Learner Password (word followed by numbers).
    • Click Generate Password (random mix of upper and lower case letters and numbers).

There are optional fields for Organisation, Job Title, Work Email and Contact Number (which will help you identify the user once the account has been created).

  1. Click Add User.
  2. The user account will appear in the user list within the next hour.

Learners moving from one school to another will be automatically transferred once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS.  The Provisioning Clients must have run successfully in both schools.  A learner is identified in the system by their Unique Pupil Number (UPN).

If a member of staff has moved from one organisation to another and already has an existing Hwb account which they would like to retain, please send an e-mail request to hwb@gov.wales.

The Hwb Service Desk will obtain written authorisation from the user’s previous organisation before processing a request.

It is not possible to move governor accounts.

  • Please ask your local authority to inform the Hwb team of this new school opening as soon as possible.

    Learners moving to the new school will be automatically transferred in Hwb once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS. The Provisioning Clients must run successfully in both schools. A learner is identified in the system by their Unique Pupil Number (UPN).

    Staff moving to the new school will not have their Hwb accounts automatically transferred. If a member of staff has moved from one organisation to another and already has an existing Hwb account which they would like to retain, please send an e-mail request to hwb@gov.wales. The Hwb Service Desk will obtain written authorisation from the user’s previous organisation before processing a request.

    Please inform the Hwb team via this form of any new schools in your local authority, at least half a term before they open. This will give enough notice to ensure that the new school is set up on Hwb and running the AWE Provisioning Client.

  • Please ask your local authority to inform the Hwb team of the merger as soon as possible.

    Learners moving to the new school will be automatically transferred in Hwb once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS. The Provisioning Clients must have run successfully in both schools. A learner is identified in the system by their Unique Pupil Number (UPN).

    Staff moving from one of the closing schools to the new school will be automatically transferred in Hwb following an account matching process carried out between the local authority and Hwb team.

    Please inform the Hwb team via this form of any school mergers in your local authority, at least half a term before the new school opens. This will give enough notice to ensure that the new school is set up on Hwb and running the AWE Provisioning Client.

    Learners moving to the new school will be automatically transferred in Hwb once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS. The Provisioning Clients must run successfully in both schools. A learner is identified in the system by their Unique Pupil Number (UPN).

    We will work with you to identify the staff moving from the closing schools to the new school and arrange for their Hwb accounts to be transferred to the new school.


Hwb accounts for staff and learners will be automatically deactivated when they are recorded as ‘leavers’ in a school’s MIS (e.g. SIMS, Teacher Centre). 

Accounts for school governors, local authority and REC users must be manually deactivated by a school’s Digital Champion or Hwb administrator.

When a learner leaves a school and is recorded as a ‘leaver’ in the school’s MIS (e.g. SIMS, Teacher Centre) their account will be automatically deactivated when the Provisioning Client next runs successfully. 

When a staff member leaves a school and is recorded as a ‘leaver’ in the school’s MIS (e.g. SIMS, Teacher Centre) their account will be automatically deactivated when the Provisioning Client next runs successfully. 

If a governor leaves a school’s governing body, a Digital Champion or Hwb administrator must manually deactivate their account in the User Management Portal.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Governors.
  3. Locate the relevant governor 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 > Deactivate.
  6. A warning message will appear: “Are you sure you wish to deactivate this account?
  7. Click Yes to continue (or Cancel to cancel the action).

If a non-MIS user leaves a school, a Digital Champion or Hwb administrator must manually deactivate their account in the User Management Portal.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Non-MIS.
  3. Locate the relevant governor 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 > Deactivate.
  6. A warning message will appear: “Are you sure you wish to deactivate this account?
  7. Click Yes to continue (or Cancel to cancel the action).

It is possible to change the display name and username of any user following, for example, a legal name change (e.g. looked after children, marriage, divorce, etc.). 

A school’s Digital Champion or Hwb administrator will be able to make the changes.

Any changes to the forename and surname will be instant, however, you may have to wait up to 10 minutes for a new username to be generated.

When a new username is generated, the password for that account is automatically changed. The new password will be available in the User Management Portal.

If a username has been updated, this will change the user’s @hwbcymru.net e-mail address. The old e-mail address will be retained as an alias to ensure that e-mails sent to that address are received however, we advise users to circulate their new e-mail address to colleagues.

  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 initial and/or surname).
  8. Click Update User.

  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 initial and/or surname).
  8. 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 initial 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 initial and/or surname).
  8. Click Update User.

The General Data Protection Regulation (GDPR) has changed the way Hwb Additional Services (e.g. Microsoft Office 365, G Suite for Education, Encyclopaedia Britannica, Just2easy etc.) are made available to learners.  Parents or carers or learners aged 13+ years are now required to give consent to be able to access Hwb Additional Services. This means that new users, without consent, will only have access to Personalised Assessments.

The default consent status for new users is Consent not obtained

Further information, a video and example consent templates for schools are available on the consent page.

The following symbols in the User Management Portal indicate the level of consent that has been granted for each learner:

Consent to access Hwb Additional Services has been withdrawn.

These learners will only have access to Personalised Assessments when they log in to Hwb and any work stored in OneDrive, Google Drive, Just2easy etc. prior to this consent being withdrawn will be lost.

This is the default setting for new accounts i.e. no access to Hwb Additional Services.

Until consent is granted for Hwb Additional Services, these learners will only have access to Personalised Assessments when they log in to Hwb.

These learners have legacy consent. 

This means that they can continue accessing the tools that were available to them prior to September 2018 (i.e. the installation of the new Provisioning Client) including Just2easy and Office 365.  However, users with legacy consent will not have access to the newer Hwb Additional Services, such as G Suite for Education.

Explicit consent to access Hwb Additional Services has been granted.

Parents, carers or learners aged 13+ years have given explicit consent to access Hwb Additional Services.  Therefore, access to all Hwb Additional Services, including Office 365, Just2easy and G Suite for Education are available.

Once a school has received consent or if consent has been withdrawn for a learner to access Hwb Additional Services, their record will need to be updated in the User Management Portal.  This may be done in bulk or on an individual basis.

  • Available to a school’s Digital Champion or Hwb administrator.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click View Users > View Learners.
    3. Use the Filters to display the required learners e.g. by year group, registration group, by consent etc.
    4. Click on the tick box to the left of all the required learners.
    5. Click Selected Users and under Consent click Confirm Consent.

    There will be a slight delay (up to a maximum of 24 hours) before learners have access to the Hwb Additional Services.

  • Available to a school’s Digital Champion or Hwb administrator.

    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 > Confirm Consent.

    There will be a slight delay (up to a maximum of 24 hours) before learners have access to the Hwb Additional Services.

  • Available to a school’s Digital Champion or Hwb administrator.

    If consent is withdrawn, ALL of the user’s work and email will be permanently deleted.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click View Users > View Learners.
    3. Use the Filters to display the required learners e.g. by year group, registration group, by consent etc.
    4. Click on the tick box to the left of all the required learners.
    5. Click Selected Users and under Consent click Withdraw Consent.

    There will be a slight delay (up to a maximum of 24 hours) before learners lose access to the Hwb Additional Services.

  • Available to a school’s Digital Champion or Hwb administrator.

    If consent is withdrawn, ALL of the user’s work and email will be permanently deleted.

    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 > Withdraw Consent.

    There will be a slight delay (up to a maximum of 24 hours) before learners lose access to the Hwb Additional Services.


There are two types of administrators within Hwb:

  • Digital Champions in schools
  • Hwb administrators in local authorities and regional education consortia

Existing school Digital Champions and Hwb administrators are able to add or remove a Digital Champion for a school.

Existing Hwb administrators are able to add or remove a Hwb administrator for a local authority or regional education consortia.

Promote

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Digital Champions. The existing Digital Champions will appear at the top of the page and a list of all remaining staff members will appear underneath.
  3. Locate the relevant member of staff.
  4. Click Promote to add a staff member as a Digital Champion.

The following message will appear: “Are you sure you want to promote BloggsJ@Hwbcymru.net to Digital Champion?

  1. Click Yes to continue (or Cancel to cancel the instruction).

Demote

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Digital Champions. The existing Digital Champions will appear at the top of the page and a list of all remaining staff members will appear underneath.
  3. Locate the relevant member of staff.
  4. Click Demote to remove a staff member as a Hwb Administrator.

The following message will appear: “Are you sure you want to remove Digital Champion permissions from BloggsJ@Hwbcymru.net?

  1. Click Yes to continue (or Cancel to cancel the instruction).

Digital Champions cannot demote themselves from this role – this will need to be completed by another Digital Champion in the school.

Promote

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click Manage Administrators. The existing Hwb Administrators will appear at the top of the page and a list of all remaining users will appear underneath.
  3. Locate the relevant member of staff.
  4. Click Promote to add a staff member as a Hwb Administrator.

The following message will appear: “Are you sure? Promote the user BloggsJ@Hwbcymru.net in section?

  1. Click Yes to continue (or Cancel to cancel the instruction).

Demote

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click Manage Administrators. The existing Hwb Administrators will appear at the top of the page and a list of all remaining users will appear underneath.
  3. Locate the relevant member of staff.
  4. Click Demote to remove a staff member as a Hwb Administrator.

The following message will appear: “Are you sure? Demote the user BloggsJ@Hwbcymru.net in section?

  1. Click Yes to continue (or Cancel to cancel the instruction).

Hwb Administrators cannot demote themselves from this role – this will need to be completed by another Hwb Administrator in the organisation.


Further to the Minister for Education’s press release in March 2019, Microsoft 365 A3 licences are now available for learners and MIS staff in all maintained schools in Wales.

  • All learner MIS accounts will automatically be allocated an Office 365 ProPlus licence as part of the user provisioning process from Monday 29 April 2019. 

    Once learners are marked as a ‘leaver’ in the MIS and the Provisioning Client runs, the account will be automatically deactivated and licences removed.

  • Schools will be allocated a quota of Office 365 ProPlus licences based on their PLASC return numbers for Qualified Teachers, Teaching Assistants and Higher Level Teaching Assistants. 

    Digital Champions and Hwb administrators will be able to allocate these licences to MIS staff accounts (those listed under ‘View Staff’ in the User Management Portal) via the User Management Portal from Monday 29 April 2019:

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > Manage M365 Licences.
    3. You will see an overview of the allocation of licences for your school followed by a search box and a list of MIS staff. Locate the relevant staff member using the Search term field as appropriate e.g. type surname and click
    4. Click Allocate Licence next to the relevant user.

    It may take up to 1 hour for the licence to be applied to that user.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > Manage M365 Licences.
    3. You will see an overview of the allocation of licences for your school followed by a search box and a list of MIS staff. Click on the tick box to the left of the relevant staff members.
    4. Click Allocate Licence at the top of the list.

    It may take up to 1 hour for the licence to be applied to that user.

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    Once staff are marked as a ‘leaver’ in the MIS and the Provisioning Client runs, the account will be automatically deactivated and licences removed. The licences will then be available to be reallocated to another staff member in the User Management Portal. Alternatively, Digital Champions and Hwb administrators can manually remove a licence:

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > Manage M365 Licences.
    3. You will see an overview of the allocation of licences for your school followed by a search box and a list of MIS staff. Locate the relevant staff member using the Search term field as appropriate e.g. type surname and click
    4. Click Revoke Licence next to the relevant user.

For further support please contact the Hwb Service Desk: Hwb@gov.wales | 03000 25 25 25.