Users: Add or Edit a User Quick Reference Guide

Audience: Main Admin, Sub Admin, User Group Admin

Overview

In this QRG, you will learn how to add, edit, deactivate and reactivate a User.

Enabled Permissions Required to Complete the Steps

• Add Users
• Edit Users, including Username, First Name, Last Name, Email, Active and Other
• Add Instructors
• Edit Instructors
• Create other UG Admins
• Edit other UG Admins, including Active

Steps to Add a New User

1. From the Admin Navigation menu, click Users.
2. Click Add New User.
3. Select User Type from the drop-down menu. The choices include:
   • Student — This is a standard learner.
   • Instructor — This is a standard learner with an additional privilege to edit rosters for classes or webinar sessions for which they are an instructor.
   • User Group Admin — This is an admin who manages an assigned User Group(s).
   • Sub Admin — This admin has all the same permissions as a Main Admin, except the privilege to create another Main Admin.
   • Main Admin — This is the highest privileged administrator in the system. This user type can make changes to anything within the system.
4. Complete the following LMS required fields: Username, Email and Password.
5. Complete the required Additional Registration Information. Note: If a Registration Field is set up with Allow Blank Value R, the field will be optional.
6. Click Add User.

Steps to Edit a User

1. From the Admin Navigation menu, click Users.
2. If the User does not show up on the first page of the list complete the steps below:
   • Select a filter from the Filter users where drop-down menu.
   • Select a filter from the next drop-down menu, which includes starts with, contains and ends with.
   • Enter the User information in the next field.
   • Click Go.
   • Click Clear Filter to reset the fields.
3. If a User is inactive, click Show Inactive to display a list of inactive Users.
4. Once the User is located, use one of the two options below to select a User:
   • Double-click the User to open their properties in the Edit User window.
   • Left-click the User to select them and then click Edit to open the Edit User window.
5. Edit the User's properties as needed. The following tabs/buttons are available for editing, depending on the LMS configuration/setup:
   • User Information — In this tab, edits can be made to the user’s Required Information and their Optional Information.
   • User Change Log — This tab lists the changes made to the user for the past two weeks and allows the Change Log to be deleted.
   • User Groups — In this tab, User Group(s) can be assigned to or removed from a user.
   • Content — In this tab, Content can be directly assigned to or removed from the user.
   • Learning Tracks — In this tab, a Learning Track can be directly assigned to or removed from the user.
   • Favorites — In this tab, Favorites can be directly assigned to or removed from the user.
   • Pending Tasks — This tab lists tasks that are currently pending for the user and allows the Status to be updated.
   • Certificates — This tab lists the Certificates issued by the LMS.
   • Content Activity — This tab lists the user’s content activity for the past two weeks.
   • Email Information — In this tab, updates to admin notification email lists can be made so admins are informed when the user completes content.
   • Permissions — In this tab, Permissions can be adjusted at an individual level. It applies to administrators only.
   • Delete User — Click this button to delete a user.
   • Show User Assignments — Click this button to view the user’s assignments (User Groups, Learning Tracks, Certifications, Programs, and Content.
6. Click Save Changes.

Steps to Deactivate a User

1. Double-click the User to open their properties in the Edit User window.
2. Click Set As Inactive.
3. Click Yes.

Steps to Reactivate a User

1. Double-click the User to open their properties in the Edit User window.
2. Click Set As Active.
3. Click Yes.

Best Practices

You can set up a Default Timezone in General Settings > General Administration. It will auto-populate on the Add New User screen. If Default Timezone is left blank, Users will be required to enter their Timezone the first time they access the LMS.

The QRG is based on the default User Interface. Text/images might differ due to a new release or client customization