Overview

Every user that accesses your platform must have an account. An account can be any combination of the 'learner', 'instructor',  'monitor', 'manager' and/or 'administrator' roles.

Please note the business platform uses the term 'learners' and the academia platform uses the term 'students'. The terms 'learners' and 'students' are interchangeable in this article.

Please note the business platform uses the term 'instructors' and the academia platform uses the term 'teachers'. The terms 'instructors' and 'teachers' are interchangeable in this article.

Viewing user accounts

To see the list of all the users on your site:

1. Click Users from the primary navigation menu.
   
2. Click All from the fly-out menu.
   
1. Please note that only Administrators have access to the 'All' tab.
   

The 'All' tab displays all users and their role(s).

1. Click the sorting arrows on the Last visited column to sort all users by the date and time they last visited.
2. Click an account type/role tab to see a filtered list of users with a specific role.
   
1. For example, click Instructors to see a list of all users with the Instructor role on your site.
   
2. Please note, users can have multiple roles and therefore be listed in multiple tabs.
   

To learn more about the available roles (also known as account types) on the platform, visit the Account types article.

Each site has exactly one Super administrator, and the role has several unique responsibilities:

• Only the Super administrator can delete the site.
• Only the Super administrator can transfer the Super administrator role to another administrator.
• No other users can log in as the Super administrator. 
• No other users can reset the password of the Super administrator or see their user id/password info.
• The Super administrator account cannot be deleted.

To view the Super administrator for your site:

1. Click Users from the primary navigation menu.
   
2. Click Administrators from the fly-out menu.
   
3. The Super administrator is indicated by the Super admin  icon in the Super admin column.
   

There are a variety of ways to locate users. The fastest way it to use the search feature. To search for users:

1. Select a user role tab. In the example below, Learners is selected.
   
1. If you don't know a user's role, click the All tab.
2. Click the search  icon.
   

The search bar appears.

1. If you are searching for a specific user, you can type a user's name directly into the search field.
   
2. You can also filter users by clicking the filter  icon.
   
3. Then click New filter...

After the filters are created, you can save them. To save a filter:

1. Click the Save  icon.

To delete a saved filter:

1. Click the Delete  icon.
   

To print a list of users:

1. Use the tabs or filters to create a list of users.
   
2. Click your profile picture.
   
3. Click Print this page from the drop-down menu.
   

A pop-up print page will open in your browser.

1. Click Print to print the page(s). 
   
1. Note that the list automatically includes all learners, even if they span multiple pages in the browser.
   

To export a PDF version of the list:

1. Click the Destination drop-down.
   
2. Click Save as PDF.
   
3. Click Save.

1. Click Users from the primary navigation menu.
   
2. Click Catalog.
   

As an administrator, you can replace the images used in the Users catalog. To replace an image:

1. Hover over the image tile.
   
2. Click the cog  icon.
   
3. Click Change Picture.
   
4. Drag and drop a new image or click to browse for a file.
   
1. Note that the replacement catalog image size should be 500px x 375px.
   
5. Click Save.

To clear the search filters:

1. Click the reset  icon in the Search widget in the right panel.
   

Managing roles

The platform has many built-in roles that are available by default. The platform also allows to you to create custom roles.

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu.
   
3. Click the Roles tab. 
   

For more information about each role, visit the Account types article.

Enabling custom roles 

Custom roles allow you to create variations of built-in roles with their own custom permissions. These additional roles allow you to set specific access for users to meet the needs of your organization.

Note that only Super administrators can enable custom roles.

1. Click the Roles tab.
   
2. Click + Enable custom roles.
   

Adding custom business roles

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu.
   
3. Click the Roles tab.
   
4. Click + Add.
   

The Add role pop-up displays.

1. Enter a Name for the role.
   
2. Enter a Description. 
   

1. Then, click the Parent drop-down menu to select the parent role for the new role.
   
1. The new role will be initially created with the same permissions as the parent role.
   
2. Click Save.
   

The new role is listed under the parent role in the roles hierarchy. In the example below, the new custom role of 'Visiting Instructor' is listed below the parent  'Instructor' role.

1. Click the edit   icon to change the custom role name and/or description.
   
2. Click the delete  icon to delete the custom role.
   

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, where you can customize the new role's permissions. To access the Permissions page:

1. Click Admin from the primary navigation menu.
   
2. Click Permissions from the fly-out menu.
   
3. Click the Business tab.
   

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

To edit role permissions, including the permissions for the custom role:

1. Click Edit.
   

The Permissions grid updates to checkboxes for each role and permission.

1. Select or deselect settings for the custom role.
   
2. Once the custom role is configured, click Save.
   

The permissions are updated for the custom role and display in the Permissions grid.

Editing Course roles

If the custom role belongs to an Administrator, Monitor, or Content Administrator role, the custom role will also appear under the Courses permissions grid. Here you can configure specific course related permissions. To access the Courses permissions grid:

1. Click Admin from the primary navigation menu.
   
2. Click Permissions from the fly-out menu.
   
3. Click the Courses tab.
   
1. The custom role is listed in the Course permissions grid with the same permissions as its parent role.
   
4. Click Edit to edit the course permissions of the custom role.
   

Note - If users have the Instructor role and are added as an Instructor to a course, their permissions will match the business Course Instructor role. 

The Course level permissions become editable.

1. Select/deselect settings to configure the custom role.
   
2. Click Save.
   

Enable Administrators to create custom roles

By default, only Super Administrators have the ability create and manage custom roles. Super Administrators can choose to expand the default Administrator role so that other Administrators can also create and manage custom roles. To enable Administrators to create and manage custom roles, Super administrators:

1. Click Admin from the primary navigation menu.
   
2. Click Permissions from the fly-out menu.
   
3. Click Edit.
   
4. Select the checkbox to allow Administrators (or other custom roles) to Create and manage custom roles.

Assigning a custom role

After creating custom roles, they become available to assign to users. To assign a custom role to a new user using a Form:

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu.
   
3. Click the Form tab.
   
4. Select one of the custom roles you created in the Custom roles section. 
   

Note - Creating user accounts will be covered in greater detail in the next section of this article. 

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 in the tab of the parent role, with the custom role indicated below the user’s name.

Add accounts using a form

You can add accounts directly to the platform by using a default form . To add account(s) using a form:

A list of the new account(s) is displayed, and (if enabled) the log-in instructions are sent to the new user(s).

Account Password Security

The General tab opens with multiple password settings.  To enable the use of strong passwords:

1. Click the edit icon for the 'Strong passwords' feature in the Log in section.
   

The Password strength pop-up displays.

1. Select the desired regex (regular expressions) password requirement.
   
2. Select Custom regex if you would like to set your own password requirements.
   
3. Click Save.
   

1. Click the edit icon for the 'Number of last passwords that cannot be re-used' setting in the Log in section.

1. Click the Number of last passwords that cannot be re-used drop-down menu .
   
2. Select the number of previous passwords that can not be used or select Disable to disable the setting.
   
3. Click Save.
   

1. Click the edit icon for the 'Number of attempts before account lockout' setting in the Log in section.  
   

The Lockout threshold pop-up displays.

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

Note that the invalid login counter resets after one day. 

Email invitations

Another way to create accounts is by emailing invitations directly to users. To add account(s) using email invitations:

1. Enter an Email address, First name, and Last name for each account.
   
2. Then click Send.
   

To view the invitations that were sent:

1. Click Users from the primary navigation menu.
   
2. Click Invited from the fly-out menu.
   

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

When the user clicks the link, they are sent to the platform to sign up.

1. The user is able to set their own login credentials.
   
2. After filling in the required fields, the user clicks Submit.
   
3. The user will be logged into their new account.
   

Allow visitors to sign up from your portal

Another way to create accounts is by allowing visitors to sign up from your visitor portal. It is a useful method if you want to avoid creating accounts manually and want to allow people to create their own accounts. To allow visitors to create their own accounts:

If you allow visitors to sign up from your visitor portal, they can select their organization by default when creating the account. You can configure this setting by selecting or deselecting any of the following options:

1. Use text input field instead of dropdown for organization field to prevent learners from seeing list of organizations: Select this option if you do not want to display the full list of organizations to users during sign-up.
   
1. Please note this option can cause issues if users are unfamiliar with available organizations, make spelling mistakes, etc.
   
2. Start with default organization in dropdown instead of "select organizations": This option will show learners the default organization in the dropdown.
   
3. Allow user to select "Other" in dropdown and enter new organization name: This option allows users to enter a new organization name.
   

If you selected "Access code required" in the Sign-up section, two new sections display.

1. Click Edit in the Sign up instructions section to edit the sign up box text.
   
2. Click Edit in the Access codes section to set the required access codes for each account type/role. 
   

After clicking Edit, you can enable and set access codes for each account type.

1. Click Always or Duration to require an access code for an account type.
   
2. Enter the Access code for the account type.
   
1. Note that you don't have to specify an access code for courses because course access codes are automatically generated.
   
3. Click Save.
   

If you provide the account type access code to learners, instructors, and/or administrators, they can join your site by:

1. Accessing your visitor portal.
   
2. Clicking Log in.
   
3. Entering the provided access code for their account type/role.
   
4. Clicking Sign up. 
   
5. Entering their account details.

Allow visitors to create accounts via your course catalog

After enabling this option, visitors that browse the course catalog and choose to enroll in a course will see a new option in the Enroll pop-up.

1. Visitors without an account can click Create an account.
   
2. Visitors will then enter their account details in a form to create an account and gain access to the platform.
   

Configuring account fields

1. Which fields can be entered during account sign-up.
   
2. Which fields are optional.
   
3. Which fields learners can change once their account has been created.
   
4. Creating custom fields.
   
1. You can add up to 20 custom fields such as 'emergency contact information', 'or "allergies". 

The Add custom field pop-up displays.

1. Select the type of field you want to add.
   
1. In this example, Dropdown will be selected.
   

The Add custom field: Dropdown page displays.

1. First, select the general category for the field.
   
1. You can choose between Name, Log in, Basics, Contact, Location, or Miscellaneous.
   

Continue to configure your new field:

1. Enter the name of the field.
   
1. In this example, the new field is 'Preferred contract method'.
2. Enter the choices that will display in the dropdown, with choices separated by a comma.
   
3. Choose settings for the field:
   
1. Enter on sign up: Determine if the field will be included when users sign up for new accounts.
   
2. Optional on sign up: Determine if the field will be required or optional for new accounts upon sign-up.
   
3. Editable: Determine if users can edit this field after their account has been created.
   
4. Select which account types the new field will be added to.
   
5. Enable or disable the new field.
   
1. By default, when you create a new field, it's enabled. 
   
2. A disabled account field does not display in account forms or profile pages.
   
6. Click Save.

The new custom field and its configuration settings display along with the other platform fields.  

Default user settings

The platform allows you to specify a "default user" whose settings are copied whenever a new user is created. The following settings are copied:

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu
   
3. Click the Settings tab.
   
4. Click + Add.
   

1. Use the search filters to locate a user account that will be used as the default account.
   
2. Select the user.
   
3. Click Submit. 
   

The default user will now be displayed in the Settings tab.

1. Click Edit to edit the default user.
   
2. Click Clear to delete the default user.
   
3. Click Apply to existing users to apply the default user settings to existing users.
   

User profile tabs

The platform allows administrators to enable, disable, and re-order the tabs that display on users' profiles. They can also add custom tabs that will be available on users' profile pages.

To add a custom profile tab:

1. Click + Add.
   

The new custom tab page displays.

1. Enter a Title for the tab.
   
2. Enter the tab's content using the built-in HTML editor. To make the tab personalized for each user, you can use a special syntax {{variable}}.
   
1. 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.
   
3. Click Save.

1. Click the edit   icon to edit the tab.
   
2. Deselect the Enable? checkbox to disable the tab.
3. Click the delete  icon to delete the tab.
   

Rules for accounts

The platform has a robust rules engine that allows you to customize the user experience and automate a variety of actions, including actions that occur when users are added, when users log in, and when users are inactive.

Added actions

1. Click + Add in the Added actions section.
   

The Add action pop-up displays. Select an action that will occur when users are added to the platform. Depending on the set-up of your platform, the following actions are available across multiple tabs:

Login actions

1. Click + Add in the Login actions section.
   

The Add action pop-up displays with the Integration tab options.

1. Click Webhook or xAPI to add an integration action that will occur when users login.
   

Inactivity actions

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu.
   
3. Click the Inactivity tab.

1. Click the Edit  icon for the 'Number of days of not visiting the course before learners is considered inactive' setting in the Inactivity section. 
   
2. Select a number of days to consider a learner inactive.
   
3. Click Save.
   

You can then add inactivity actions that are triggered after the number of days specified earlier has passed. To add an inactivity action:

1. Click + Add in the Inactivity actions section.
   

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. In the example below, users will be enrolled in the 'Team Leadership and Collaboration' course if they are in the CYPHER Learning organization and also in the First Line Manager group.

Configuring avatars

Administrators can also configure user avatar settings. To configure avatar settings:

1. Avatar library: If enabled, users can choose avatars for their profiles from the Avatar library.
   
2. Use child avatars for learners: If enabled, child avatars become available for learners and students to select.
   
1. Please note if this option is selected, only child avatars display for learners and students.
3. Show all avatars regardless of gender: If enabled, all avatars are available to learners to select, regardless of the learner's gender.
   
4. Allow learners to upload profile pictures: If enabled, learners can upload their own profile pictures.

You can also add a default avatar for your portal, which will be used when new accounts are created. To add a default avatar:

1. Click + Add in the Configure default avatar section.
   
2. Upload an image.
   
3. Click Save.
   

Note that if a default avatar isn't uploaded, users are assigned a generic avatar from the gallery. 

Custom HTML account form

The platform allows you to upload a custom HTML form that overrides the default form that is displayed when a user creates an account. To upload a custom HTML account form:

More tab

There are several options available in the Administrator Accounts More tab. To access these settings:

1. Click Admin from the primary navigation menu.
   
2. Click Accounts from the fly-out menu.
   
3. Click the More tab.

1. Allow catalog visitors to create account: If enabled, this setting allows visitors to enroll in a course and create an account directly from the visitor course catalog.
   
2. Set account address to the business/school address by default: If enabled, this setting sets the account address as the business or school address.
   

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

Editing accounts

After accounts are created, you can edit them. To edit accounts:

1. Click Users from the primary navigation menu.
   
2. Click an account type tab.
3. Select the account(s) you would like to edit.
   
4. Click Edit. 
   

Each account and its editable fields display.

1. The majority of account fields are editable, and you can change/update the account type.
   
2. When all update are made, click Save.
   

You can also edit an individual account through a user's profile page. 

1. Access a user's profile page.
   
2. Click Edit.
   

Resend login instructions

The platform also allows you to resend login instructions to users. To resend login instructions:

1. Click Users from the primary navigation menu.
   
2. Click an account type tab.
3. Select the account(s) you would like to resend login instructions to.
   
4. Click Resend login.

Note that this option is not 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 because, for security purposes, personal passwords cannot be sent via email.

User IDs and passwords

As an administrator, you can view User IDs and unencrypted passwords, and help users reset passwords. To view user IDs and passwords:

1. Select the user(s).
   
2. Click Reset passwords. 
   

The users' passwords are reset and the new passwords are displayed, which you can provide to them.

Logging in as a user

As an administrator, you can log in as any user on the platform, other than the Super Administrator. This feature allows you to research and troubleshoot user issues.  To log in as another user:

1. Access the user's profile page.
   
2. Locate the Account widget in the right panel.
   
3. Click Log in as this user.

The 'Log in as this user' pop-up displays.

1. Click Log in using update mode if you want your actions, such as a course completion, to be logged.
   
2. Click Log in using stealth mode if you do not want your actions logged.
   

After selecting a log-in option, you will be logged in as the user and can research and troubleshoot issues based on their portal experience. To log off as the user:

1. Click the Profile menu.
   
2. Click Log out. 
   

You will be returned to your account.

Transferring accounts

If your business or school is a part of a network, the platform allows you to transfer accounts between businesses or schools. To transfer an account to another business or school in the network:

1. Click Users from the primary navigation menu.
   
2. Click an account type tab.
3. Select the accounts you want to transfer.
   
4. Click Transfer. 
   
5. Select the destination business or school.
   
6. Click Transfer. 
   

During the transfer process, the user(s) are unenrolled from their courses, their score 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 or schools that want to retain user records for analytics and record-keeping purposes. An archived user can no longer log in, but all of their data is preserved and accessible for archival purposes.

Note - you can archive any user type except Super Administrator accounts.

To archive users:

1. Click Confirm.
   

After the user is archived, the profile will display in the Archived tab. The users archived date displays in the 'Archived at' column.

The user's profile page also displays when the account was archived in the Account widget.

The platform allows you to reactive archived users. To reactivate archived user(s):

1. Click Users from the primary navigation menu.
   
2. Click an account type tab.
3. Click the Archived tab.
   
4. Select the accounts you want to reactive.
   
5. Click Unarchive. 

Tagging users

The platform allows Administrators to add tags to user profiles. To add a tag to a user profile:

1. Access the user's profile page.
   
2. Locate the Account widget in the right panel.
   
3. Click the add  icon in the Tags section of the Account widget.
   
1. If the user has existing tags, click the edit  icon.

Please note that only administrators can see the tag area on the profile page.

If Advanced tagging was enabled on your platform and a tag group was associated with users, the associated tag group is visible on the user's profile page in the Account widget.

Removing accounts

To remove accounts:

1. Click Users from the primary navigation menu.
   
2. Click an account type tab.
3. Select the accounts you want to remove.
   
4. Click Remove.
   

A confirmation page displays. To finish the process:

1. Click Confirm.
   

You can also remove an account through a user's profile page.

1. Access a user's profile page.
   
2. Locate the Account widget in the right panel.
   
3. Click Delete in the Account widget. 
   
4. Complete the confirmation page to remove the account.

Adding mentors to accounts

The platform allows you to assign a mentor to user accounts. To add a mentor to a user:

1. Access the user's profile page.
   
2. Click the Mentors tab.
   

1. Click + Add. 
   

The Select users pop-up displays a list of mentors.

1. Select a mentor from the Matches list.
   
2. Click the right arrow to move the mentor to the Selected list.
   
3. Click Add.

The mentor has been assigned to the user. To remove mentor accounts:

1. Access the user's profile page.
   
2. Click the Mentors tab.
3. Select the mentor.
   
4. Click Remove.
   

You can also add mentees to mentor accounts. To add mentees to a mentor account:

1. Access a mentor's profile page.
   
2. Click the Mentees tab.
   
3. Click + Add. 
   
4. Select mentees using the people picker.