Overview

Everyone who wants to use your online business must have an account. An account type can be any combination of 'learner', 'instructor',  'monitor', and 'administrator'. An account can only be registered with one business at any given time.

To see the list of all accounts on the site, click on All from the Users pop-up. Please note that only Administrators have access to this area.

The "All" listing shows all users and their role(s). You can use filters to see just users on this list with a particular role(s).

To see an overview of the accounts at your business, click the Users tab from the left bar, then click Catalog.

Administrators can replace the default stock images on Users catalog. Hover over the image and then click Change picture. Note that the replacement User catalog pictures should be 312 x 234px.

In the Users catalog, you can use the right bar to search and filter users.

If you enter a user's name, email, and/or roles, it will show the matches in a list from within the catalog. 

To clear the search filters, click the "reset" icon in the upper-right corner of the Search box.

If you click on a category, you'll see the list of users.

Here you can sort the user list by columns. Small up/down icons next to the columns that have sorting enabled. Please note that the sorting order is not persisted, so if you change the default sorting for a list, the new sorting is not remembered if you leave that list and then return.

The type of accounts that can be created are:

Learner

Learners can enroll in courses, communicate with instructors and friends, use collaboration tools, etc.

Instructor

Instructors can create and teach courses, create and grade assignments, communicate with learners, etc.

Administrator 

Administrators have full privileges on the site, they can customize the site, set policies, create accounts, etc.

Super Administrator 

There is exactly one super admin per site, and it has the following extra functions.

We initialized the super admin for each site using the following rules:

To see who your super admin is, go to Users/Administrators and look for the user that has the icon in the "Super Admin" column.

Content Administrators

The account behaves like a learner account except that it can create/edit course templates, create/edit resources in the resources catalog, and bulk upload resources via Admin/Import.

Teaching Assistant 

Teaching assistants can help instructors to run courses but cannot change course content or delete a course.

Manager

Managers can generate reports for all the learners in the same organization but cannot change content, create courses, etc.

Monitor

Monitors are read-only administrators that can access most pages of a site but cannot change anything.

Mentor

Mentors are users that primarily provide personal assistance to other users called mentees.

Affiliates

Affiliates can get a commission on referrals. Each Affiliate user has its own affiliate link, which they can use to bring visitors to the portal.

Partial administrator 

Partial administrators can administer only certain aspects of the site. A partial administrator has the following restrictions:

Adding accounts

Before you start adding accounts, go to Admin/Accounts and click on Roles. Here you will see all the available account types. Account types such as Learner, Instructor, and Administrator are enabled by default. Additionally, you can enable Teaching assistants, Parents, Mentor and Monitor accounts.

Teaching assistants

If enabled, you can create teaching assistant accounts. Teaching assistants can help instructors to run courses but cannot change the course content or delete a course.

Monitors

If enabled, you can create monitor accounts. Monitors are read-only administrators that can access most pages of a site but cannot change anything.

To add accounts, click Admin/Accounts. In the overview tab, you will see all the options available for adding accounts, which are:

Custom roles

Custom roles allows you to create variations of built-in roles with their own custom permissions. These additional roles allow you to limit who can access what content within your system, thereby enhancing your security.

Enabling custom roles 

For Super Administrators only

Click Admin from the main navigation menu and click Accounts.

Click the Roles tab.

Click + Enable custom roles.

Adding custom roles

Adding Business Roles

To add a new custom role, click + Add.

In the Add role popup, enter the name and description of the new role.

Click the Parent dropdown to select the parent role the new custom role will belong to.

Click Save.

The new role is listed under the indicated parent role in the roles hierarchy.

To change the custom role name and/or description, click the edit icon.

To delete the custom role, click the delete icon.

Note: You can delete the custom role only if there are no users assigned to the role.

Once created, the new custom role will display in the business permissions grid. To access the permissions area, click Admin then Permissions.

Click the Business tab.

The custom role is listed in the permissions grid with the same permissions as its parent role.

To edit the permissions of the custom role, click Edit.

Select/deselect settings to their desired values. Click Save.

The permissions are automatically updated for the custom role.

Course roles

If the custom role belongs to Administrator, Monitor, or Content Administrator roles, the custom role will also appear under the Courses permissions grid. From the Permissions screen, click the Courses tab.

The custom role is listed in the Course permissions grid with the same permissions as its parent role.

To edit the permissions of the custom role when visiting a course, click Edit.

Select/deselect settings to their desired values. Click Save.

The permissions are automatically updated for the custom role.

IMPORTANT NOTE: Regardless of a user's custom role, if they are an instructor in a course, they will be assigned the same permissions as the Admin/Permissions/Courses/Course instructor. We do not currently provide a way to create custom roles that modify what a course instructor/co-instructor/assistant can do within the course.

Enable Administrators to create custom roles

In the Business permission grid, there is a new permission available that allows other levels of Administrators to create and manage custom roles. Under the Default organization permissions, scroll down to the Miscellaneous heading. The new “Create and manage custom roles” permission is listed and only activated for any Administrator roles.

Click Edit at the top of the screen to activate (or deactivate) this permission for additional Administrators.

Users with custom roles

Creating/Editing a user

When creating/editing a user, if custom roles exist for the organization, they are listed under the Type of account heading.

Under the Custom roles subheading, select the appropriate custom role for the user.

Once assigned, the custom role will appear on the user’s profile page.

When viewing the Users catalog, users with a custom role will appear under the listing for its parent role, with the custom role indicated below the user’s name. For example, a Visiting instructor would appear in the Users/Instructors listing.

Additional Notes

• API 3.0 supports the creation/management of users with custom roles, but API 1.0 and API 2.0 do not. We do not plan on adding that support for those older versions of our API.
• We do not currently support import/export of users with custom roles, reporting on custom roles, email invites for custom roles, and registration codes for custom roles. We will be adding support for those items over the next few months.

Add accounts using a form

This option allows you to quickly add accounts using a form.

Select the initial type of the accounts you want to create, whether you want to send login instructions, whether you require the users to change their passwords when they first log in, and the approximate number of accounts you want to add. Then click Continue and enter the fields for each account. Every field except for the first and last name is optional. Please note that the "Require user to change password after first login" option doesn't apply to users who login with SSO.

Then click Save to create the accounts. A list of the new accounts is displayed, and you can click to edit any of the accounts.

You can override the default 'from' email name and address, as well as the default subject and content of the login instructions. The phrases "#{@user.userid}" and "#{@user.password}" are replaced with the user's user id and password, respectively. This feature is useful if you need to include additional login instructions or a custom welcome message.

Note that if you enter an explicit password for the users when you're creating the accounts, it will always be displayed as *******. By default, we encrypt all passwords that are explicitly provided for security reasons.

If you allow a random password to be generated (leave the password field blank), then we will show the password to the user since it's not a personal password.

Account Password Security

To access and edit password security features, navigate to Admin and click Policies.

The General tab opens. 

Enabling Strong Passwords

To enable the use of strong passwords, navigate to the Strong passwords field under the Log in heading and click the edit icon.

The Password strength popup opens.

Select the desired regex requirement or select Custom regex option and enter a customized regex. Click Save.

Setting Login Attempts

To set the number of login attempts before account lockout, navigate to the Number of attempts before account lockout field and click the edit icon.

In the Lockout threshold popup, click the dropdown menu to select the number of attempts before the account is locked or to disable this feature.

Click Save.

Once this option is enabled, if a user performs the set number of invalid logins, the system will suspend the account and display an error message. 

After one day, the invalid login counter resets. For example, if a user performed three invalid logins, but the limit is set to five, after one day the counter will be reset to zero.

Setting Password Reuse Restriction

To limit the number of previous passwords that can not be used, navigate to the Number of last passwords that cannot be re-used field and click the edit icon.

In the Password history popup, click the dropdown menu to select the number of previous passwords that can not be used or to disable this option.

Click Save.

Email invitations

This option allows you to send invitations by email.

Select the initial type and the approximate number of accounts you want to create, then click Continue. Enter the addresses that the invitations should be sent to, and you can optionally indicate the user's first and last name. Then click Send.

Sent invitations will be listed in the Invited tab.

An email is sent to each user. The email includes the invitation message and a clickable link.

When the person clicks the link, they are sent to the portal to sign up. Here they have to define their login credentials. After filling in the required fields, press Submit.

The user will be logged into its new account.

Allow visitors to sign up from your portal

This option allows you to create access codes that allow users to make accounts at your site. It's useful if you want to avoid creating accounts manually and want to allow people to create their own accounts.

If you choose to use the sign-up option without an access code, learners and instructors can sign up for an account just by clicking the Sign-up button and then entering their account details.

You can select the option to display a dropdown list of organizations instead of a text field. Sites that wish to hide the full list of organizations during sign-up should use a text field, otherwise, we recommend using the dropdown option to prevent problems with spelling mistakes, etc. To use the organization dropdown, make sure to deselect the appropriate option.

You can also configure the organization sign-up dropdown to display the default organization instead of displaying "Select organization".

If you use the sign-up with access codes, you can set them up by checking the “Access code required” box.

Click on Edit, then specify the access code for each sign-up type and when the access code should be enabled (No/Always/Specific duration). You don't have to specify an access code for courses since course access codes are automatically generated. Then click Save.

If you give the access code to learners or instructors, they can join your site by going to your portal, clicking the Sign-up box, entering the access code, clicking Continue, and then entering their desired account information.

Allow visitors to create accounts via your course catalog

To enable this option, go to Accounts/More.

If you enable this option, visitors that browse the course catalog and choose to enroll in a course will have the option to create an account.

Configuring account fields

This option allows you to configure account fields, including which fields can be entered during sign-up and whether such fields are optional. You can also indicate which fields learners can change once their account has been created.

You can also add up to 20 custom fields such as "emergency contact information", "hobbies", and "allergies". "Social security number" is a pre-installed custom field that you can remove if you like.

To add a new field, click "Add custom field" from the top right. A new window will open with the following options:

Select the type of field you want to add. Let's add, for example a Dropdown field.

Select the category for the field, whether it's related to Name, Login, Basics, Contact, Location, or Miscellaneous.

After that, write the name of the field and the choices separated by a comma.

Then choose your options for the field and the account types.

By default, when you create a new field, it's enabled. To disable it, click the appropriate radio button. A disabled account field no longer shows up in account forms or profile pages.

Once you're done setting up the field, click Save, and you will see the new field added to the list.

Default user settings

In the Accounts/Settings area, you can specify a "default user" whose settings are copied whenever a new user is created. To set a default user, click Add.

A pop-up will open where you can select the default user.

After clicking Submit, the default user will be displayed. You can change the default user by clicking Edit, or you can remove it by clicking Clear.

You can also apply the default settings to existing users by clicking the button in the top-right.

The following settings are copied:

Profile tabs

The Admin/Accounts/Profiles area allows administrators to enable/disable/re-order existing profile tabs, and they can add custom tabs that will be available on the profile pages of users.

To add a custom profile tab, click on the "Add profile tab" button. 

Give a name for the tab and enter the content using the built-in HTML editor. To make the tab personalized for each user, you can use a special syntax {{variable}}. The initial set of variables are similar to those in rule actions - user_first_name, user_last_name, user_full_name, user_full_name_with_link, user_email, and user_id.

After adding the custom tab, you can make changes to it by clicking on. You can disable/enable the tab, and you can delete it by clicking the icon.

If the tab is enabled, it will be available on each user's profile page.

Rules for accounts

Account rules include actions when users are added, when users log in, and when users are inactive. In the Rules area, you can add actions for accounts that are triggered when the account is added and when users log in.

To add actions that are triggered when users are added, click Add under "Added actions".

A pop-up will open with the available options.

To add an action that is triggered when users log in, click Add under "Login actions".

A pop-up will open where you can select Webhook or xAPI.

In the Inactivity tab, you can add actions that are triggered if users don't access their accounts for a specified period of time. Go to Admin/Accounts/Inactivity, where first, you must specify how many days users must not visit the site before they are considered inactive. Click on Edit under Inactivity, enter the number of days, then click Save.

You can then add inactivity actions that are triggered after the number of days specified earlier has passed. To add an action, click Add under Inactivity actions.

A pop-up will open with the following options:

Award certificate

Award a certificate to the user

Add to group

Add the user as a member into a specific group

Award badge

Award a badge to the user

Award points

Award points to the user

Enroll in a path

Enroll the user into a specific path

Enroll in a course

Enroll the learner into a specific course

Remove from group

Remove the user as a member from a specific group

Send custom notification 

Send custom notification to the learner

Webhook

Invoke an API. Click here for more details regarding Webhooks. 

xAPI

Invoke xAPI. Click here for more details regarding xAPI

For each of these rules, you can specify the users they apply to. You can add one or more optional filters to any rule action so that the action is only taken for users that satisfy the filters.

Configuring avatars

Here you can enable the Avatar library. If enabled, users can choose avatars for their profiles from the Avatar library.

Also, here you can configure to show child avatars and to show all avatars regardless of the gender of the user.

You can configure a default avatar for your portal. Here you can add a picture that users are assigned when their account is created. Click on Add to upload the picture. If this option is not set, users are assigned a random avatar from our gallery. 

Custom HTML account form

This option allows you to upload a custom HTML form that overrides the default form that is displayed when a user creates an account.

More 

Here you can allow catalog visitors to create accounts, and you can enable an option that sets the account address to the business address by default.

Importing accounts 

This option allows you to quickly create or update accounts by importing the information from a comma-separated value (CSV) file. To learn more about how to import accounts, visit the Import section.

Using LDAP to add accounts

To learn how to add accounts using LDAP, visit the LDAP section.

Using the API to add accounts

To learn how to add accounts using the API, visit the API section.

Exporting accounts

To learn how to export accounts to a CSV file, visit the Export section. 

Editing accounts

To edit accounts, click Users, select the accounts you want to edit from a list, then click Edit.

Note that in addition to editing the various fields, you can also change the account type. When all the changes are made, click Save.

You can also edit an account by clicking on the user and then clicking Edit in the upper-right section of their profile. When all the changes are made, click Save.

Resend login instructions

To resend login instructions in bulk, go to the Users catalog, select the users, then click Resend login. Note that this option will not be available if you enable Single Sign-on for your portal. If any of the users that you select have encrypted passwords, this option will not be processed since, for security purposes, we cannot send personal passwords via email.

You can also resend the login instructions for a single user via their profile page.

User IDs and passwords

To see the user IDs and passwords for accounts, click Users, select the accounts you want to view, then click Passwords.

The information that you can see will depend on your policies.

To reset passwords, select the accounts to reset and then click Reset passwords. Their new passwords are displayed (so you can give them to the users), and they are sent a message alerting them that their passwords have been reset.

Transferring accounts

To transfer accounts between businesses in a network, select the accounts from Users, then click Transfer.  

Then select the destination business and click Transfer. Both your business and the destination business must be on a premium plan.

During the transfer process, the members are unenrolled from their courses, their grade records are deleted, and they are removed from any business groups. If an instructor is transferred, their courses remain with the old business and are not transferred to the new business.

Archiving users 

Archiving users is very useful for businesses that want to retain user records for analytics and record-keeping purposes. An archived user can no longer log in, but all their data is preserved and accessible for archival purposes. Note that you can archive any user type except Super Administrator accounts.

To archive users, go to their tab in the Users catalog, select them and click the Archive option.

Then click confirm.

After the user is archived, it will show up under Users/Archive. The users' account type is indicated in the Type column.

On the user's profile page, it will be displayed when the account was archived.

You can reactivate archived users by visiting Users/Archive, then selecting them and clicking the Reactivate option. 

Tagging users

Administrators can add tags to users via their profile page. Please note that only administrators can see this tag area on the profile page. To add tags, go to the user's profile page and click the "+" icon under Tags in the Account box from the left bar.

You can add as many tags as you like by typing a comma to separate them. To remove tags, click on their "X", and when you are finished adding the tags, click on "save".

After tagging users, you will be able to search in user listings based on tag(s). Add the search phrase "#yourtag1" to restrict the list to users with that tag. If you add more than one tag, it will just show the users with both tags.

You can also add "tag filters" that can be used anywhere a user filter can be used. For example, you can filter user lists, apply automation rules, perform exports, etc. based on the tag(s) that the user has.

If "Advanced tagging" was enabled by the administrator and a tag group was associated with users, the associated tag group is visible in the Account box. To learn more about "Advanced tagging", please visit the Tags topic.

Removing accounts

To remove accounts, click Users, select the accounts you want to remove, then click Delete. A confirmation window is displayed.

To finish the process, click Confirm.

An alternative way to delete an account is to visit the user's profile, then click Delete in the Account area. To finish the process, enter your password and click Confirm.

Adding mentors to accounts

To add a mentor to a user, go to the user's profile, and visit the Mentors tab.

Click Add in the upper-right corner.

Then use the people picker to add the mentor accounts.

To remove mentor accounts, select them and click Remove.

Please note that you can also add Mentees to mentor accounts by visiting their profile add clicking Add in the Mentees area.