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Access PINs are the inventory records used for student access workflows in schools that distribute PIN-based sign-in details.

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Capabilities

The Access PIN area supports:
  • credential inventory management
  • student access preparation
  • PIN assignment workflows
  • secure handling of distributed PIN data

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What an Access PIN is

An Access PIN is not just a label in the UI. It is a backend record used to provision and track student access credentials. An unassigned Access PIN can exist before it is tied to a student.

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Academic access context

A PIN can carry year, term, and class values into the student’s authenticated access context. In the student result flow, year and term select the SRMS result period. The year is useful when a school distributes a PIN for a particular academic year, so the student is directed to that year’s result records rather than the school’s current-year results, even after the school advances to a new year.
  • A configured year is included in the access context and used by Kralis Web to select that SRMS year.
  • A configured term is included independently of the year.
  • On first use, Kralis records the claiming student’s current class on the PIN. When a year is set, this class is included in the SRMS context too, helping identify the student’s class for that year’s Annual/Result records. This is useful if the student later moves to another class.
  • A class is included only when the PIN has both a class and a year. A class without a year is ignored for SRMS context. The class is context, not a rule about which student may claim the PIN.
  • If an unused PIN is already assigned to a student, only that student can claim it. A school-bound PIN can only be claimed by a student in that school; an unassigned global-pool PIN can be claimed by a student from any school.
  • Kralis Web preselects and locks configured context in the student result workflow. The SRMS API checks supplied year, term, and class filters against non-null PIN context and limits student queries to the student’s own records. It currently rejects conflicting supplied filters but does not require a client to include every configured filter. Custom API clients should send the PIN’s context values when requesting results.

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Operational guidance

  • keep unused PIN inventory under control
  • assign PINs deliberately
  • treat exported or shared PIN lists as sensitive student access data

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Working with the page

  1. Open Access PINs and search or filter the current inventory.
  2. Review whether each PIN is available or already associated with a learner.
  3. Use the populate action when the school needs additional inventory.
  4. Assign or distribute only the intended records.
  5. Reopen the list and confirm the assignment state.

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Generate PINs

Choose Populate Access PINs and select how many records to create:
  • A chosen number creates unassigned PINs for later distribution.
  • One PIN for each active student creates a school PIN already reserved for each active student. It prefills the student’s current class when one is set and refreshes it to the class at first claim. A PIN already assigned to a student can only be claimed by that student.
For either mode, Uses per Access PIN is optional: leave it blank for unlimited use, or enter a positive number to set a use limit. Choose a period:
  • Current Year associates the PIN with the school’s current year.
  • Current Term associates it with the current term and its year.
  • Non-periodic does not associate it with an academic period.
Periodic PINs are limited to their configured period. The class recorded for a student is academic context for SRMS results when the PIN has a year; it does not decide which student may claim the PIN. See Academic access context for details. Choose Cards in the Access PIN list. If you select PINs first, the card dialog uses that selection; otherwise it uses the PINs currently loaded in the list. On the Back tab, choose a card type:
  • Standard Kralis card prints the supplied Kralis back design, up to 12 PIN cards per Letter-size sheet. The Front tab downloads one full-sheet front design to pair with the backs. It is shared across the sheet, not one front per PIN.
  • Student-specific card prints eligible PINs with the student’s name, Student ID, class, school acronym, and PIN. A PIN needs a school, student, and class, plus the student’s first name, last name, and Student ID; ineligible records are skipped and counted. Its spreadsheet export includes those student details for a custom card merge.
The Cards action is also available from Platform Access PINs. A global PIN can use the standard format, but it is skipped in student-specific format until it has a school, student, and class. You can export PINs for your own back design. For student-specific cards, the export includes school, name fields, class, Student ID, and PIN. Treat these exports as credentials: share them only with the people preparing the cards and store or remove copies securely. You can design a custom front to use with the Kralis back, or design both sides using the exported data.
An Access PIN is a credential. Do not place it in broadcasts, Classroom chat, Kralis AI, or public documents.

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Naming

Kralis uses the Access PIN terminology in the product because that is the language schools already use in the UI.