User Management

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This article contains information applicable to the refreshed Admin Experience (AE) and previous versions of the Absorb LMS product.

Table of Contents

Overview

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. 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. 

 


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 (Importing Users), a file integration to the LMS (Data Imports), RestFUL APIs, Salesforce integration or any of the Human Resource Information Systems (HRIS) Absorb's Partner integrations (for example, ADP, BambooHR, WeChat Access Scope, Namely).

Below you will see an example on how to add a User as an Admin within the LMS. We will then 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. 

Please review User Login Best Practices for more information on different ways to help your Users log in successfully. 

 

How to add a User as an Admin

Adding a User.gif

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. For more information regarding the User Administration page, please click here.

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. 

 


Sections

In each section of User Management, 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.

Note: A default Password can be set on the User import or through RestFUL APIs. 

 

General Section

This is the section you will see the standard fields collected on Users and where all your Required fields are located. Some of these fields are important for Admins to utilize certain functionality within the LMS. 

Field Description
First Name

Here is where you will enter in the First Name of the User you are adding to the LMS. This is a required field. 

Middle Name

Here is where you can enter in the Middle Name of the User you are adding to the LMS. 

Last Name

Here is where you will enter in the Last Name of the User you are adding to the LMS. This is a required field. 

Email Address

Here is where you can enter in the Email Address of the User you are adding to the LMS. This Email Address can be used to send Messages to the User from the LMS. 

Username

Here is where you will enter in the Username of the User you are adding to the LMS. This is a required field. 

  • This value will need to be unique to this User. 
Password

Here is where you will enter in the Password of the User you are adding to 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

Here is where you will select the Department of the User you are adding to the LMS. 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. 

Account Settings.png

Field Description

Learner

When toggled to On, the User will have access to the Learner Interface. 

Reviewer

When toggled to On, will have access to the Admin Interface and the User can be assigned to Observation Checklists as a Reviewer. For more about Observation Checklists, please click here

Instructor

When toggled to On, the User will have access to the Admin interface and can be assigned to an Instructor Led Course Session as an Instructor. The User will also have access to run ILC Activity, Session or Waitlist reports and see the Sessions they are assigned to. From these reports, the Instructor can mark attendance. 

Note: If you need the Instructor to have more access in the Admin Interface, then you will want to create a Custom Role. Please click here to learn more about Roles. 

Admin

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 in order to determine what they can do in the LMS. Please click here to learn more about Roles. 

If you plan on assigning this User a Role, you may want to update the default value in the User Management section from All to Department or Group. 

  • All - if a Role is assigned, they will see all Users in reporting and administration pages they can access in the Admin Interface. 
  • 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.

Creator

When toggled to On, the User will have access to the Absorb Create course authoring tool. 

Note: Admins will only see this option when Absorb Create has been purchased and added to the LMS. 

 

Contact Information

In this section, you can collect contact information on your Users. This is useful in an Ecommerce environment or if you need to filter training by specific City, States/Provinces or Countries. 

Field Description

Address

Here is where you can enter in the preferred Address of the User you are adding to the LMS. 

Address 2

Here is where you can enter in the preferred Address of the User you are adding to the LMS. 

Country

Here is where you can enter in the Country of the User you are adding to the LMS.  

State/Province

Here is where you can enter in the State of the User you are adding to the LMS. 

City

Here is where you can enter in the City of the User you are adding to the LMS. 

Zip/Postal Code

Here is where you can enter in the Zip/Postal Code of the User you are adding to the LMS. 

Phone

Here is where you can enter in the preferred Phone Number of the User you are adding to the LMS. 

 

Employee Details

The fields in the Employee Details section allow Admins to narrow down what training Users will see in their catalog or get enrolled into, as well as providing detailed reporting. 

Field Description

Employee Number

Here is where you can enter in the Employee Number of the User you are adding to the LMS. 

  • Employee Number can be used as the Unique ID when importing Users through a file or RestFul API. This will help in situations where you have Users whose Username may change based on a name change or possibly when they move from Temporary to Full Time. Using the Employee Number will allow the Username to update to the new value and not create a new record in the LMS. 

Job Title

Here is where you can enter in the Job Title of the User you are adding to the LMS. 

  • This value is not only helpful in reporting, but also to filter training by specific Job Titles within the LMS. 

Location

Here is where you can enter in the preferred Location of the User you are adding to the LMS. 

Supervisor

Here is where you can enter in the Supervisor of the User you are adding to the LMS. 

  • As noted above, the Supervisor must have the Admin toggle On
  • Adding a Supervisor allows Admins the ability to utilize workflows within the LMS. Such as, training approvals, enrollment approvals or Course Uploads. 
  • Messages can also be copied and sent to the Supervisor. 

Gender

Here is where you can enter in the Gender of the User you are adding to the LMS. 

Date Hired

Here is where you can enter in the Date Hired of the User you are adding to the LMS. 

Date Terminated

Here is where you can enter in the Date Terminated of the User you are adding to the LMS. 

 

More

This section will display any Custom Fields you have created in Portal Settings > Custom Fields. If you don't find all the fields you need to provide the necessary information for your Users,  you can create these new fields. The fields can be Text, True/False, Number, Decimal, Date or Date/Time. Please see the Portal Settings article for more information on how to add these Custom Fields. 

 

Details

This section provides additional fields you may find helpful to capture on your Users. 

Field Description

Avatar

Here is where you can upload an image of the User you are adding to the LMS. The Image will display to the User in the Learner Interface. 

Language

Here is where you can enter in the preferred Language of the User you are adding to the LMS. 

  • Language will not only translate their Learner Interface, but it will also send standard messages to them in their preferred language. 

CC Email Addresses

Here is where you can enter in an Email Address that will receive a copy of all messages this User gets from the LMS. 

External ID

Here is where you can enter in an External ID of the User you are adding to the LMS. 

  • External ID can be used as the Unique ID when importing Users through a file or RestFul API. This will help in situations where you have Users whose Username may change based on a name change or possibly when they move from Temporary to Full Time. Using the External ID will allow the Username to update to the new value and not create a new record in the LMS. 

Notes

Here is where you can enter in a note about the User you are adding to the LMS. This note will not be visible to the User. 

 

Things to Know

  • The User Administration page will default to Active Users only. If you cannot find a user you are looking for on this page, you may want to filter by the Inactive Status. 
  • Username must be unique to all Users, even if you have programmed your User Import file or RestFul APIs to look at the Employee ID or External ID as the Unique ID. 
  • 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).
    • "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.).
    • Departments selected under the User Management section in the Account section will determine which users an Admin can oversee in the Admin Interface. This could be considered their "Admin" department. 
  • When using the Course Visibility option within Course Settings > Course Administrators, the Admin Department will be used to filter Courses for the Admin in reporting, Course Administration and Enrolling Users into Courses. If Group or All is used in the Admin's User Management section, the Course Visibility will not apply. 
  • In Absorb's Message Templates, you will find the option to Send to administrators, which sends a copy of the message to the relevant Admin when enabled. These messages will only be sent to Admins who have their User Management set to Department or Group, and never to admins who have their User Management set to All. However, if you would like to create an admin who has access to all users AND is able to receive these messages, you can do so with the following set-up:
    • Select Department as the User Management category for your Admin.
    • Set the department they can manage to your portal's top-level department including its sub-departments.
    • This user can now receive Send to administrators messages.

Roles and Permissions 

Please note that your environment may use customized Role(s), Permissions, or a combination of both to perform these activities.

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, Add or Modify permission
Users > Departments View or Modify permission

 

Suggested Role Permissions

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

View or Modify permission

Manage > Message Templates

View or Modify permission

Courses > All Types

View or Modify permission

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