User Administration

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This article provides information on a portion of the Absorb system that has been updated with the Absorb Admin Refresh Experience.  The instructions and guidance in this article are intended for those whose environment has enabled the free Absorb Admin Refresh Experience upgraded. For more information about what is available with this, please check out the Absorb Admin Refresh Checklist!

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Overview

The Users page (also referred to as the User Administration page), provides you access to manage all Users created within your Absorb LMS environment.  This page presents in the familiar report-page style, which allows you to add new profiles, edit existing profiles, modify User enrollments, and much more!

Note: Only Active Users will display in your default view. Admins will need to filter by Status to see Users who have been inactivated. 

 

Page Details

The Users Administrative page is nested within the Users menu. Be mindful that opening a report may also bring up a favorite saved layout or a shared default organizational report layout.

From the User Administration page, you can do the following:

  • Add new Users
  • Import User Data
  • Edit existing Users
  • Enroll Users in training
  • Manage User Enrollments
  • Impersonate a User
  • Manage User Competencies
  • View Users Activity in the LMS
  • Delete Users

Report Data

You can customize this report to provide information on any of the data points listed below.

Notes

 

Data Column Description
Address

This column displays the value populated in the Address field of the User's Profile > Contact Information section.

Address 2

This column displays the value populated in the Address 2 field of the User's Profile > Contact Information section.

CC Email Addresses

This column displays the value(s) populated in the CC Email Address field of the User's Profile > Details section.

City

This column displays the value populated in the City field of the User's Profile > Contact Information section.

Country 

This column displays the value populated in the Country field of the User's Profile > Contact Information section.

Date Added

This column displays the date and time that the User Profile was created.

Note: This is a system-generated value and is not a visible field within the User's Profile.

Date Edited

This column displays the date and time that the User Profile was edited.

Note: This is a system-generated value and is not a visible field within the User's Profile.

Date Hired

This column displays the value populated in the Date Hired field of the User's Profile > Employment Details section.

Date Terminated

This column displays the value populated in the Date Terminated field of the User's Profile > Employment Details section.

Department*

This column displays the value populated in the User's Profile > Department field.

Note: The Department is the primary method in the application for grouping Users together. 

Email Address*

This column displays the value populated in the Email Address field of the User's Profile > General section.

Employee Number

This column displays the value populated in the Employee Number field of the User's Profile > Employment Details section.

Employee Key Used

This column displays the Enrollment Key name used by the selected User to gain access into the system or to enroll in the training.

If a User has used multiple Enrollment Keys, this field will display "Multiple Keys Used."

External ID

This column displays the value populated in the External ID field of the User’s Profile > Details section.

First Logged In

This column displays the date and time that the User first logged into the LMS. 

Note: This is a system-generated value and is not a visible field within the User's Profile.

First Name*

This column displays the value populated in the First Name field of the Profile > General section.

Full Name

This column displays the User's First Name and Last Name.

ID

This column displays the User ID automatically generated by the LMS when the selected User was created.

Is Admin

This column displays the status of the Is Admin toggle button located in the User's Settings > Account section.

  • If Yes = The toggle button status is ON, the User is identified as eligible for system administration permissions, and the User has access to manage aspects of the LMS based on their admin role permissions (Admin Role type). 

  • If No = The toggle button status is OFF, and the User is not eligible for system administration permissions.   

Important Note: The User's Settings > Account Section options do not grant system Admin access or permissions. It is a means to identify Users who are eligible to receive system Admin Roles. Learn more here.

Is Creator

This column displays the status of the Is Creator toggle button located in the User Profile > Account section.

  • If Yes = The toggle button status is ON. the User is identified as eligible for system administration permissions, and the User has access to manage aspects of the LMS based on their admin role permissions (Creator Role type). 
  • If No =The toggle button status is OFF, and the User is not eligible for system administration permissions.  

Important Note: This column is only available if Absorb Create has been enabled in your environment. Learn more about Absorb Create.

Is Instructor

This column displays the status of the Is Instructor toggle button located in the User's Profile > Account section.

  • If Yes =
  • The toggle button status is ON. the User is identified as eligible for system administration permissions, and the User has access to manage aspects of the LMS based on their admin role permissions (Instructor Role type).
  • If No = The toggle button status is OFF, and the User is not eligible for system administration permissions.   

Important Note: The User's Settings > Account Section options do not grant system Admin access or permissions. It is a means to identify Users who are eligible to receive system Admin Roles. Learn more here.

Is Learner

This column displays the status of the Is Learner toggle button located in the User's Profile > Account section.

  • If Yes = The toggle button status is ON and the User can access the Learner portal. 
  • If No = The toggle button status is OFF and the User cannot access the Learner portal.

Note: The default setting is ON ("YES").

Is Reviewer

This column displays the status of the Is Reviewer toggle button located in the User's Profile > Account section.

  • If Yes = The toggle button status is ON and the User is identified as an eligible Reviewer for Observation Checklists.  
  • If No = The toggle button status is OFF, and the User is not eligible to be a Reviewer for Observation Checklists.

Important Note: For those who have both an Admin AND the Reviewer User-Types selected: Their Admin Role's User Management Settings will determine which learners they can act as a Reviewer for.

Job Title

This column displays the value populated in the Job Title field of the User's Profile > Employment Details section.

Language

This column displays the value populated in the Language field of the User's Profile > Details section.

Note: If a language has not been identified, this field will be empty.

Last Logged In

This column displays the date and time that the User last logged into the LMS. 
Note: This is a system-generated value and is not a visible field within the User's Profile.

Last Name*

This column displays the value populated in the Last Name field of the User's Profile > General section.

Location

This column displays the value populated in the Location field of the User’s Profile > Employment Details section.

Logins

This column displays the total number of times the user has logged into the LMS. 

Middle Name

This column displays the value populated in the Middle Name field of the User's Profile > General section.

Notes

This column displays the value populated in the Notes field of the User's Profile > Details section.

Phone

This column displays the value populated in the Phone field of the User's Profile > Contact Information section.

Reference Number This column displays an ID associated with User Import integrations.
State/Province

This column displays the value populated in the State/Province field of the User's Profile > Contact Information section.

Status

This column displays the User's Status.

  • If Active = The User can log in to your Absorb LMS portal.
  • If Inactive = The User cannot log into your Absorb LMS portal.

Note: Only Active Users will display in the default view.  Filter results to include those with a Status of "Inactive" to expand results.

Supervisor

This column displays the value populated in the Supervisor field of the User’s Profile > Employment Details section.

Terms & Conditions Date

This column displays the calendar date and time the selected User acknowledged the LMS Terms & Conditions. 

Username*

This column displays the value populated in the User's Profile > Username field.

The Username is a name-based identity used to distinguish each User as they are added to the LMS. Also referred to as the User’s Login.

Zip/Postal Code

This column displays the value populated in the Zip/Postal Code field of the User's Profile > Contact Information section.

 


Actions & Mass Action Options

User Administration

After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame of the page. This menu is context-sensitive. The options for Actions and Mass Actions that are available will change depending on the content you are selecting.

  • An individual row selection will open the Actions menu.
  • Multiple row selections will open the Mass Actions menu.

Note: Action options are dependent on your individual Admin Role permission(s).  Some actions listed in the table below may not be available to all Admins.  If you have questions related to your permission set, please contact your local System Admin for details.

Actions

The actions listed in the table below are available when no selections have been made.

Action Menu Option Description
Add User Click this button to launch a workspace to add a User to the system. 
User Import

Click this button to launch a workspace where you can add and edit Users by uploading a CSV file

Please see the Importing Users section of the Online Help Guide for more information. 


The actions listed in the table below are applied to a single selection

Action Menu Option Description
Edit User Click this button to launch a workspace to view and edit the selected User's profile settings.
Duplicate Click this button to duplicate the selected User's profile.  A workspace will launch to view and edit the duplicated User settings.
Enroll User

Click this button to launch a workspace where you can enroll the selected Users in any training contained in the system.

Note: If a User has previously completed the selected Course, use the Re-Enroll option to create a new assignment.

User Transcripts

Click this button to launch a workspace where you can access the selected User's full training history.  Additional administrative options will be available.

Message User Click this button to launch a workspace to compose and send a message.
Reset Password

Click this button to launch the workspace where you can send a message to the selected User that will include a link to reset their password. 

Merge User

Click this button to launch a workspace where you can combine all enrollments, course progress, certificates, and other information into one Primary User Profile account.

Please see the Merging Users section of the Online Help Guide for more information.

Impersonate

Click this button to launch the User's Learner Experience portal.

Please see the Impersonating a User section of the Online Help Guide for more information.

View Enrollments

Click this button to launch the Report where you can view and update a selected User's enrollment status in any of the training they are enrolled into.

View Competencies 

Click this button to launch the Report where you can view and update a selected User's Competencies.

Please see the An Intro to Competencies section of the Online Help Guide for more information.

View Activity Feed

Click this button to launch the Report where you can view a selected User's Activity within the LMS.

This will include details on enrollments, completion, earned Certificates, etc.

Delete

Click this button to delete the selected User.

Important: Users (and their associated Enrollments) removed using this method are permanently removed from the LMS and cannot be recovered.

Deselect Click this button to clear current selections.

 

Mass Actions

The actions listed in the table below are applied to multiple items at a time

Action Menu Option Description
Message Users Click this button to launch a workspace to compose and send a message to individual Users, a Group, or a Department.
Activate Users

Click this button to "Activate" Inactive Users within the LMS. 

Active Users are able to log into the LMS.

Inactive Users are NOT able to log into the LMS.

Deactivate Users

Click this button to Inactivate Active Users within the LMS. 

Active Users are able to log into the LMS.

Inactive Users are NOT able to log into the LMS.

Reset Password Click this button to launch the workspace where you can send a message to the selected Users that will include a link to reset their password.
Change Department Click this button to launch the workspace where the Admin can update the selected Users' Department in the LMS.
Enroll Users

Click this button to launch a workspace to enroll Users into training.

Note: If the Users have previously completed the selected Course, use the Re-Enroll option to create a new assignment.

Add Group Click this button to launch the workspace where the Admin can create a new Group within the LMS, that includes the selected Users. 
Delete Users

Click this button to delete the selected User.

Important: Users (and their associated Enrollments) removed using this method are permanently removed from the LMS and cannot be recovered.

Deselect Click this button to clear current selections.

 


Roles & Permissions

User Administration

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set. 

Required Role Permissions

Role: Section Access Permission(s) Needed
Users View or Modify permission

 

Suggested Role Permissions

Role: Section Access Permission(s) Needed
Users > Department

View or Modify permission

Courses > Instructor Led Courses

View or Modify permission

Courses > Curriculum

View or Modify permission

Courses > Course Bundles

View or Modify permission

Courses > Online Courses

View or Modify permission

Courses > Enrollments

View or Modify permission

Courses > Ratings

View or Modify permission

Courses > Competencies

View or Modify permission

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