User manual

User profiles

1. List of users

   The User profiles page displays the list of users that you can manage. You can create new users, handle registration requests, configure registration links, and define user-related settings.

   Explore the options for user management:

   1. Switch between displaying either all users or only those you've created.

   2. Create a new user.

   3. Import new users or import certificates, automatically assigning them to specified users.

   4. Filter data by including inactive users in the list or showing users from a specific user group.

   5. Open a user's profile by clicking their username.

   6. Select users and assign them to a test.

   7. Select users to change their status.

   8. Select users and permanently delete them. To enable permanent user deletion, ensure the Allow delete data option is enabled in the system settings under Settings and customization/System preferences/Additional modules.

   

   Note: The table columns represent attributes of user profiles, and their explanations can be found in the Create new user chapter.

   1. User statuses

      Status	Description
      Active	Enables users to log into the system using their username and password. It is also used for account reactivation. A new password is provided to the email address linked to the user account after switching a user's status to Active.
      Inactive	Restricts users from logging in until their account is reactivated. Only a user manager can change the status to Inactive. Users with the status Inactive are not visible in the user list unless the filter to display inactive users is enabled. Additionally, their test results are not visible in the application or included in statistics.
      Suspended	Restricts users from logging in until their account is reactivated. Only a user manager can change the status to Suspended. Results and data of users with the status Suspended remain visible in the application and included in statistics.
      Locked	Requires users to change their password during the next login. Once the password is changed, the system automatically reactivates the user account. Only a user manager can change the status to Locked.
      Pending	Indicates that a registration request is awaiting approval. Once approved, the user receives the Active status. If rejected, the profile is not created in the system.

   2. Create a new user

      To create a new user, click the Create new user button on the User profiles page, and then:

      1. Switch to display Basic info only, and you'll have to enter only primary information such as username, password, role, etc. Alternatively, all the user data fields will be displayed.

      2. Enter the Username. The username field is case-sensitive.

      3. Choose whether the user's password should be created manually or generated.

         • Manually inserted - Input and confirm the entered password.

         • Generated - The system will generate a password and send it to the user via email.

      4. Set the Expiration date after which the password must be renewed.

      5. Set the Role the user will grant.

      6. Set the user's account Status.

      7. Set the Time zone in which the data containing the date and time will be displayed.

      8. Set the Language in app - Determines the application interface's language (excluding user-generated content, such as question text, test descriptions, etc.). If a language preference is set for a specific test, it overrides the application interface language for a user account.

      9. Set the Language in tests - The default language for displaying questions and answers in tests, if defined during the question creation.

      10. Enter a unique External ID identifier, which serves as a distinctive label for the user in the system. This identifier can then be employed when integrating with other external systems.

      11. Employee ID is a unique identifier used to distinguish employees within an organization.

      12. Assign the new user to user groups.

      13. Profile picture - Supported file types are JPG, JPEG, PNG, BMP, and the maximum size is 100MB.

      14. Enter the First name.

      15. Enter the Middle name.

      16. Enter the Last name.

      17. Enter the Email address where the user will receive notifications.

      18. Enter the Date of birth.

      19. Select the Gender.

      20. Enter the Phone number.

      21. Enter the Affiliation - Refer to the organization, institution, company, or group with which the user is associated or to which they belong. It is often used in systems where users are part of a larger entity.

      22. Enter the Street address.

      23. Enter the City.

      24. Enter the State or province.

      25. Enter the Country.

      26. Enter the Zip code.

      27. If a Custom user properties have been created, enter the appropriate information, such as employment type, CV documentation etc.

      28. Click the Save button.

      Only fields marked with an asterisk (*) next to the field name are mandatory.

      

   3. Importing users

      To import multiple users at once using an Excel file:

      1. Click the Import button and select Users.

      2. Download the Excel template and fill in the mandatory fields.

      3. Download the Instructions on filling in the Excel template.

      4. Download the Sample to view the structure of a properly filled Excel template or explore the feature.

      5. Choose the Excel file by clicking the Select file button and selecting the file from your computer.

      6. Check the Send email to newly created users option to notify users about credentials and account creation.

      7. Click the Save button.

      Note: If the Excel file contains existing usernames or errors in the template, the entire operation will be canceled, and no users will be uploaded.

      

   4. Importing certificates

      To assign certificates to users, first create the certificates in the system. For detailed instructions on certificate creation, consult the Manage certificates help page.

      For bulk assignment of certificates via an Excel file:

      1. Click the Import button and select User certificates.

      2. Download the Excel template and fill in the mandatory fields. Refer to this article for more information on filling out the Excel template.

      3. Choose the Excel file by clicking the Select file button and selecting the file from your computer.

      4. Click the Upload button.

      Note: If the Excel file contains errors, the entire operation will be canceled, and no certificates will be assigned.

      

2. User settings

   1. Custom user properties

      Custom user properties are additional fields added to a user's profile when specific information needs to be stored, but there is no default field for it. These properties will be displayed under the Personal Information tab on user profiles.
      

      For detailed instructions on creating custom user properties, refer to this link.

   2. Registration links

      Create registration links for automatic user registration. Customize the link by specifying the user role to be assigned (default is the student role) and selecting the group where they will attain a member/manager role. Set a validity period for the link. Share the links with users, allowing them to register in the application within the specified timeframe and gain the defined role and group affiliations.

      Note: As soon as a user submits a registration request (even if it hasn't been approved yet), the user will appear among the members of the user group they should belong to according to the link configuration. However, if you click on that user's profile, it will show that their status is Pending.

      The creation dialog is split into three sections, each displaying a different group of settings. To create a new registration link:

      1. Click the Create new button.

      In the Information tab, we can do the following:

      2. Enter the registration link Name.

      3. Enter a Description, an additional information about the purpose of the registration link.

      4. Insert a random Path to be used as a unique link identifier. It must consist of only letters, numbers, and hyphens. Alternatively, a unique path is automatically generated for the registration link upon clicking the Generate button.

      

      Memberships tab is used to determine which role the newly registered user will get, and which groups and training courses they will be assigned to.

      5. Select the user role that a user registering through this link will be assigned.

      6. Designate user groups to which the user will be automatically enrolled as a member.

      7. Designate groups to which the user will be automatically enrolled as a manager.

      8. Select training courses that a user who registers using this link will be automatically assigned to as a candidate.

      9. Define the Expiration time of the link. If set, the link will be valid until the specified time.

         Note: Expired registration links can still be edited and shared, but users will not be able to use them to register for the application.

      

      Page Layout tab is used to configure which fields will be displayed to the user during registration when using the provided registration link.

      10. Configure the displayed registration page fields for users when registering using the link.

      11. Optionally, allow users when registering to use the displayed fields configuration of this link, but note that this option will only be available during self-registration and not when not using a registration link.

      12. Click the Save button.

      

      Available Actions on the Registration links page are:

      1. Edit registration link.

      2. Permanently Delete the registration link.

      3. Copy the link path.

      

      Note: The table columns are attributes of registration links, and their explanations can be found in the Registration links chapter.

User profile