Moving Hwb accounts

Learners

Learners moving from one school to another will be automatically transferred once all of these apply:

• they have been registered as a leaver in their old school’s MIS
• they have been enrolled in their new school’s MIS
• the Provisioning Clients have run successfully in both schools

A learner is identified in the system by their Unique Pupil Number (UPN).

Staff

What you need to consider before moving your previous Hwb account to your new school 

Your new Hwb account in your new school will be deactivated once you move back to your previous account. This means you will lose anything you have saved to your new account. Make sure you save any files, emails and resources you want to keep to a new location. It is important you do this before you start the process of transferring your account.

Things that need to be in place to ensure accounts are moved successfully

• Previous school: an administrator must have added your leaving date to your staff record in the school's MIS.
• New school: your staff record must be registered in the school's MIS and include your start date and staff code.
• The Hwb provisioning clients must have run successfully in both schools.

How to move your Hwb account from your old school to your new school

You will need the following from a Hwb administrator in your new school:

• your new Hwb login username and password
• the DfES number of your previous school

You can also find School DfES numbers in the address list of schools. Once you have this information, log into your new Hwb account.

1. Click on User management.
2. You will be prompted to login again as an extra security measure.
3. Enter your username and password again and click on Sign in.
4. Click on My profile in the top right-hand corner of the page.
5. On the Your details page, click on the Account transfer button in the top right.
6. Enter your previous School DfES number (7 digits). If correct, the name of your previous school will automatically display.
7.  Enter your previous school Hwb username of the account you wish to transfer from your previous school to your new school.
8. Click Next.
9.  A message box is pre-populated with a note to your previous school’s headteacher, but you can personalise this with your own message.
10. Tick the box to confirm the headteacher’s details of your previous school.
11. Click Next.
12. Check the information displayed and if you wish to proceed, click on Submit.

An email will be sent to your previous school’s headteacher asking them to approve or reject your request. You will receive an automatic email to your new Hwb account informing you of the outcome. 

Request to move account rejected

If your request has been rejected, you should continue using the Hwb account created in your new school. No further action is required.

Request to move account approved

If your request has been approved, follow the instructions below to move your account.

1. Log into your new account.
2. Click on User management.
3. You will be prompted to login again as an extra security measure.
4.  Enter your username and password again and click on Sign in.
5. On the School staff dashboard page, in the top banner ‘Your Account transfer request has been reviewed’, click on the View request.
6. On the Account transfer status page, consider whether you definitely want to move your account.
7. If you click on the Proceed with transfer button you will be automatically signed out of Hwb.
8. The process has now been completed successfully. You should now use your transferred Hwb account to log back in.

Governors

All governors must have an independent governor account.