Adding and Managing Users in TOMS
Choose an individual entry for a small number of users or a batch upload when preparing many users for the new test administration year.
Annual action is required
TOMS user roles are tied to the test administration year. During the annual rollover, prior-year roles are deactivated, so coordinators must review users and establish the roles needed for the new year.
Do not wait until testing begins. Build account and security-form completion time into the district’s preparation schedule.
Choose an upload method
Add users individually
Best for: Adding or updating a small number of test administrators, test examiners, or other authorized users.
- Open the Users area in TOMS.
- Select the Add tab.
- Enter the user’s information and assign the appropriate program, organization, and role.
- Review the entry carefully and submit it.
Upload users in a batch
Best for: Annual setup or adding and managing a larger group of users for the same assessment program.
- Download the current TOMS user list or current batch-upload template.
- Review, add, modify, or remove entries as appropriate for the new year.
- Open the Users area and select the Upload tab.
- Upload the file, review validation results, and correct every rejected record.
Use the current-year file
Templates and role requirements can change. Download the current template or user-list report when performing the annual update instead of reusing an older local copy. The official TOMS Resources page provides the current template, instructions, demonstration videos, and user-guide chapters.
After users are added
- Confirm that every required user and role appears in the appropriate TOMS report.
- Investigate and correct rejected or incomplete batch-upload records.
- Tell new users to watch for the account email and complete the setup process.
- Remind users to sign the required security affidavit, security agreement, or both in TOMS.
- Verify readiness before assigning a testing session; system access and test-administration permissions may not appear immediately.
- Remove or revise roles promptly when responsibilities or employment change.
Quick answers
- Do last year’s roles remain active?
No. Prior-year roles are deactivated during the annual rollover. Coordinators should review the prior-year user list and create the roles required for the new administration year.
- Who can add TOMS users?
LEA and site coordinators can add authorized users within their permitted scope. Only the superintendent and primary LEA coordinator can add other LEA coordinators.
- How quickly can a new user get access?
Official guidance says a new account is generally available about one hour after the user is added. After electronically signing the test security affidavit, summative test-administration access generally requires another 30–60 minutes and may take longer during peak periods.
- Should a batch upload be considered complete when the file is submitted?
No. Review the upload results and confirm that all intended records were accepted. A successful file submission does not guarantee that every row passed validation.
- Where can I find the current videos and templates?
Use the official CAASPP and ELPAC TOMS Resources page. It maintains the current user template, demonstration videos, instructions, and relevant TOMS User Guide chapters in one location.
Official TOMS resources
Use the central resource page for current instructions and training materials:
Note: Local procedures and assigned permissions still apply. Verify current requirements in TOMS and the official user guide before making production changes. Reviewed August 2, 2026.