Introduction

This article will cover all the fields within the User Management page and all the options for collecting information about your Users in the LMS. User Management refers to adding Users, modifying Users and providing special permissions to Users. There are numerous ways to add and modify Users in your LMS.+

Important Notes

• The User Administration page will default to Active Users only. If you cannot find the user you are looking for on this page, you may want to filter by the Inactive Status. 

• The username must be unique to all Users 

• Absorb offers a Password Reset Link that can be sent in an email to New Users or to existing Users. This option helps keep passwords secure. 

• When creating or editing an Admin, there are two areas in which departments are relevant: the department the user is in (Learner department) and the department for which they oversee as an Admin (User Management department).

  • The Learner Department can be found in the General/Info section. This department will be used to match this user up with any availability rules in the LMS (enrollment rules, resource availability, etc.).

  • Admin Department is the Department(s) selected under the User Management section in the Account section that will determine which users an Admin can oversee in the Admin Interface. 

How to Add a User

Users can be created by an Admin adding them manually in the Admin Experience, a User adding themselves through the Sign-up option, Admin importing them through the User Import option, a file integration to the LMS, RestFUL APIs, or any of the Human Resource Information Systems (HRIS). 

Below you will see an example on how to add a User as an Admin within the LMS and within the User Fields section, we will walk through each User Management Section, to understand all possible fields that can be applied to a user and how you can use them within the LMS. 

Step 1

Navigate to the Admin menu and select Users. You will be taken to the User Administration page. Here you will see a list of all Active users in your LMS. You can manage Users from this page.

Note: If you need to find a User that has been Inactivated in the LMS, you will need to search for them by the Status of Inactive. 

Step 2

From the User Administration page, select Add User. You will then be taken to the User Management page, where you can begin adding your new User. 

User Deletion/Deactivation

Please note that when a user is either Deactivated or Deleted, all scheduled reports created by that user will no longer be sent and would be lost if the user is Deleted.

Edit User Menu Sections

In each section of the Edit User menu, you will see a series of Fields. Most of the fields are optional, but there are some required Fields that must be populated. A First Name, Last Name, Username, Department and Password must be entered, in order to create the User in the LMS. A Password must be entered, even if Single Sign-on (SSO) is enabled.

General

In this section, you will see the standard fields for Users and where all the Required fields are located. Some of these fields are important for Admins to utilize certain functionality within the LMS.

Field Description

• First Name
  • The First Name of the User.
  • This is a required field.
• Middle Name
  • The Middle Name of the User.
• Last Name
  • The Last Name of the User.
  • This is a required field.
• Email Address
  • The Email Address of the User.
  • This Email Address can be used to send Messages to the User from the LMS.
• Username
  • The Username of the User in the LMS.
  • This is a required field.
  • This value must be unique to this User.
• Password
  • The Password of the User in the LMS.
  • This is a required field.
  • A password must be entered, even if Single Sign-on (SSO) is enabled or a default Password can be set on the User import or through RestFUL APIs.
• Department
  • The Department of the User.
  • This is a required field.
  • Departments are the primary structure of the LMS making it required for Users to be assigned to a Department in the LMS. Admins can utilize this hierarchy to filter training, provide security for certain Admins, and in reporting.
• Messages
  • This section will only be visible when creating a new User in the Admin Interface. This option allows the admin to send a New User Message to notify the new User that they are now added to the LMS.
• Is Active
  • This selection identifies the User's status within the LMS.
    • Active = User can log into the LMS
    • Inactive = User cannot log into the LMS

Account Settings

Account settings identifies if the User has access to the Learner Interface, Admin Interface or both. All Users will default as Learners, unless otherwise selected. 

Admin Settings

When toggled to On, the User will have access to the Admin Interface. Turning this on will also add them to the list of Supervisors, that can be assigned to Users in the User > Employee Data section. 

Note: This will not automatically provide them access to reporting or any functionality in the Admin Interface. A Role must be added to determine what they can do in the LMS. 

If you plan on assigning this User an Admin Role, you MUST update the default value in the User Management section from All to Department or Group. 

• Department - if a Role is assigned, they will only see Users that are assigned to the Department(s) and/or Sub Departments you have selected in this section. More than one Department can be selected and Sub Departments can be included. 
• Group - if a Role is assigned, they will only see Users that are assigned to the Group you have selected in this section. Only 1 Group can be assigned to an Admin.
  • Groups can be used to organize Users within the system if Department hierarchy or User Custom Fields are not able to provide the structure needed. Admins can perform bulk actions, filter training, and limit Admin's access to certain Users within the LMS by using Groups.