The Users report (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 more.
Only Active Users will display in your default view. Admins will need to Filter by Status to see Users who are Inactive.
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 data points listed below.
Notes
- Fields with an asterisk (*) symbol are included in the Report's default layout.
- Custom fields configured in your portal settings will also be available.
- Remember that opening a report may also include a favorite saved layout or a shared default organizational report layout.
Note: Custom Fields that have a value selector like Yes or No and True or False, will have an indicator when a user account hasn’t set their custom field values yet (Not Set).
| Data Column | Description |
|---|---|
| # of Groups |
This column displays the number of Groups that the User belongs to. |
| 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.
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.
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.
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.
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.
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. |
| Is Manager |
This column displays the status of the Is Manager toggle button located in the User's Profile > Account section.
|
| 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. |
| 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.
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. |
| Manager |
This column displays the Full Name of the User’s Manager when the User is set as a Direct Report in the Manager’s User Profile > Account. |
| 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
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 side of the page. This menu is context-sensitive. The available options for Actions and Mass Actions 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.
Action options depend on your Admin Role permission(s). Some actions 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(s) that will include a link to reset their password. Two templates are available, the standard Password Reset email and the New User email. The messages can be customized, as you can any Message template. Once the admin clicks Send, the LMS will send an email to each of the selected users with a unique link (per user) to reset their password. The links are only good for a single use. Note: Emails sent using the Password Reset template are valid for 24 hours, while the links generated in the New User email are valid for seven days. |
| 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. |
| View Groups |
Click this button to launch the Report where you can view the selected User's group memberships. |
| Delete |
Click this button to delete the selected User. Note that in order to delete Users, Admins must be set up with both Delete and Modify Permissions. More information on Permissions can be found in this article. 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 User's 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. Note that in order to delete Users, Admins must be set up with both Delete and Modify Permissions. More information on Permissions can be found in this article. 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. |
User Report Filters
When accessing the User Report, you will be able to observe the Add Filter button at the top left. This button, when clicked, expands a drop-down menu that allows you to manually apply filtering logic to the contents of the Report.
A Filter allows you to apply logic to the content of a Report, without being required to add a Data Column to the Report. As an example, the Is Admin Filter can be applied, without the Is Admin Data Column on the Report.
Department Admin Filter
The Department Admin Filter allows you to restrict the Users in the Report to Admins who manage a selected Department. This Filter is restricted to the Visibility and Permissions of the Admin using it.
Roles & Permissions
Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this Report.
Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.
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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