How to Create and Manage Users

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All users in your portal are listed here. Use the “User Batch” to import more than one user into the system. Use “New User” to create a singular new user in the system. Use “Merge User Accounts” to merge the properties of two user accounts.

Clicking the button on the top right corner of the Users box in the Users & Groups menu performs the same functionality as clicking “User Batch” or “New User” from the Users page.

New User

The fields in this form are dictated by the options you checked under the “Admin View” column in the Data Fields tab of the User Field Configuration settings.

User Batch

Use the table on this page as a reference to create a spreadsheet with the information about the users you wish to import. You will then export the spreadsheet as a tab-delimited text file (from Excel on a PC), a Windows Formatted Text file (from Excel on a Mac), or a Tab-separated values (.tsv) file, which upon downloading, you will then change the extension to .txt (from Google Sheets on a PC or Mac).

A few things to keep in mind when performing a User Batch:

• If there is data the system cannot read in one or more of the fields (for example, “Must Change        Password” field has “True” or “False” rather than the required “1” or “0”), the upload will fail.
• If there is a space, tab, or enter in the tab-delimited file after the very last “END,” the upload will fail.
• If you are updating one or more user accounts rather than creating new ones, the system matches the existing user data based solely on the username. Make sure that the username is correct for users you wish to update through a batch upload.
• When updating existing user data, any fields left blank in the spreadsheet will clear those data fields in the user profile in the system if they were filled out. Be sure to include all needed/relevant profile data in the batch upload, even if that data is already in the user’s profile in the system.

Merge User Accounts

To merge two user accounts, first select the source user account by searching for the user or clicking on the user’s name from the list and then select the destination user account. All associated objects and user properties will be copied to the destination user account, and the source user account will be deleted.

Modify User

For each user listed in “Users”, there are buttons you can click to modify the user:
- User Profile 
- Impersonate
- Groups 
- Roles 
- Enrollments 

To view more information and modification options for an existing user, click on the name of the user in the list.

Dashboard – View a summary of the user’s information, enrollments, stats and activity. You can also create new enrollments for the user from the shortcuts listed under “Actions”.

User Profile – All properties from the New User page, with a Files tab (if enabled in the User Field Configuration settings) where the user can upload and view their files.

Enrollments – Manage any enrollments assigned to the user. You cannot create recurring enrollments here. Instead, create an enrollment from the Course Modification page, and on the enrollment’s page, in the Rulesets tab, create a ruleset that auto-enrolls this user, or users with certain parameters, to the course.

Certifications – Join user to or delete certifications.

Groups – Add or remove the user to or from one or more groups.

Certificates – Award and manage user certificates.

Transcript – History of completed courses, Learning Paths, and Instructor Led Trainings. To print the records in the selected tab or print all records, click the printer symbol.

Import Activity Data 

Import Certificate Data 

Roles – Manage user roles. Use the “Display Effective Permissions” link to see what permissions the user has based on their role(s).

Calendar – Opens a calendar window with icons indicating course and Instructor Led Training sessions.

Impersonate – Logs you in as the user.