Pencil Spaces

Custom External IDs allow institution admins to assign their own unique identifier to a user in Pencil Spaces.

This can be useful when your institution already uses another system to identify users, such as a student information system, learning management system, or internal database. Adding the same identifier to a user’s Pencil Spaces profile can make it easier to match that user across your different systems.

For example, if a student has a unique ID in your institution’s student management system, you can add that ID to their Pencil Spaces profile as their External ID.

Note: Custom External IDs can only be created and edited by Institution Admins. Site admins, tutors, students and other personnel don’t have permission to make changes to External IDs.

How do I add or edit a Custom External ID?

If you’re an Institution Admin, you can add or update a user’s External ID from their profile:

Navigate to the People panel from your Pencil Spaces dashboard.

Find the user you want to assign a Custom External ID to. 

Click the three-dot menu (...) in the upper-right corner of the screen, and select Edit Profile.

Find the External ID section, and enter or update the ID as needed using the text box.

1. Navigate to the People panel from your Pencil Spaces dashboard. 
 
 
 
2. Find the user you want to assign a Custom External ID to. 
3. Click the three-dot menu (...) in the upper-right corner of the screen, and select Edit Profile.
 
 
 
4. Find the External ID section, and enter or update the ID as needed using the text box.
 
 
 
5. Click Save changes.

The External ID will now be associated with that user’s Pencil Spaces profile.

Only Institution Admins can create or edit Custom External IDs. Site admins, tutors, parents, or students don’t have permission to make changes to External IDs.

If you need to add or change an External ID but don’t have the required permissions, please contact your Institution Admin.

If you need help managing External IDs or user profiles, please contact our <a href="https://pencilspaces.com/support" rel="nofollow noopener noreferrer" target="_blank">Pencil Spaces Support</a> team. We’re available 24/7 and will be happy to help.

For more details on how to access our live support team, see our guide: <a href="https://helpdesk.pencilspaces.com/en/articles/6291349-how-to-access-24-7-live-support">How to access 24/7 live support</a>.

<a href="https://helpdesk.pencilspaces.com/en/articles/5746960-how-do-i-manage-the-people-in-my-institution">How do I manage the people in my institution?</a>

<a href="https://helpdesk.pencilspaces.com/en/articles/8729639-how-can-i-add-people-to-my-institution-in-bulk">How can I add people to my institution in bulk?</a>

<a href="https://helpdesk.pencilspaces.com/en/articles/13682416-guide-for-institution-admins">Guide for institution admins</a>

- <a href="https://helpdesk.pencilspaces.com/en/articles/5746960-how-do-i-manage-the-people-in-my-institution">How do I manage the people in my institution?</a>
- <a href="https://helpdesk.pencilspaces.com/en/articles/8729639-how-can-i-add-people-to-my-institution-in-bulk">How can I add people to my institution in bulk?</a>
- <a href="https://helpdesk.pencilspaces.com/en/articles/13682416-guide-for-institution-admins">Guide for institution admins</a>

How do I use Custom External IDs?

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How do I use Custom External IDs?

How do I add or edit a Custom External ID?

Who can edit External IDs?

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