LMS
Step-by-step guide
This guide will provide an overview of the Manage Users area and show you how to find and add a user, together with approving or rejecting a user change request and registration.
Content
Approve or reject a user change request
Approve or reject a user registration
Manage Users overview
Manage Users is accessed through Admin > Manage Users > Manage Users.
Manage User is the area of the site where users are managed. The main actions completed in this area are:
- Adding users to the site
- Approve or reject pending user change requests
- Approve or reject user registrations
- Search for users
Find a user
- Select Admin > Manage Users > Manage Users to open the Manage Users page
- Enter a Name, Personal ID or E-mail in the Search Users field to identify the user. Alternatively, you can use the filter selections to further refine the search
- If required, select the Team members that report to me only checkbox to refine the search to only users that report to you in the site
- Select the Search button (at the top of the screen) to see the results. Selecting the Reset button clears the search criteria and rests the page to the start
Add a user (standalone LMS customers only)
- Select Admin > Manage Users > Manage Users to open the Manage Users page
If your site utilises the user self-registration function, then an additional Pending User Registrations field will show when you access Manage Users. This advises you that a new user has registered and prompts you to authorise their registration before they are allowed to access the site.
- Select on the Add user button to open the Add User page
- In the Details tab, add the details of the new user and note the following:
|
E-mail address |
Company email address (this should the same as any email address used for login purposes). |
|
Telephone/Mobile |
Contact numbers should be added without the initial ‘0’ (UK numbers) or equivalent (overseas numbers) as these are included by default. |
- Then either select Next or select the Assigned Profiles tab to continue.
- In the Employment tab, add the Employee Location and Employment Details.
Employee Location
|
Country, Region, Area, Branch, Department |
Selected from drop down lists containing the organisation structure applied to the site. |
|
Job Role, Training Group |
Accessed by selecting the Edit button which opens a dropdown list of options: After selecting an option, select the OK button. More than one Job Role can be selected. In this case, the appropriate Primary role should be set using the Up and Down arrows. |
Employee Details
|
Job Title |
Free text entry. |
|
Start Date |
The date the user started working in the organisation. |
|
Leaving Date |
The date the user left the organisation (when appropriate). |
|
Line Manager |
The user’s line manager. This field can only be set after the Employee Location fields are completed, at which point a dropdown list of users assigned as managers will show. |
|
I have Line Manager responsibility |
Indicates the user is a manager of other users. |
- Then, either select Next or select the Security tab to continue
- In the Security tab, select the relevant Security Settings
|
Access level |
Defines the user’s access rights (dropdown menu of options). |
|
Do Not delete |
Means that the user will not automatically be removed if the GDPR settings state they should This should only be used in exceptional circumstances – generally GDPR settings should override any other requests. |
- Toggling Restrict this employee to view specific hierarchy under Hierarchy this employee can access will overwrite the organisation visibility to whatever has been sat here
| Note: User access levels can be set on this page. However, changing these here overwrites the access levels in the Employment tab. If access levels are changed here they should also be changed in the Employment tab. |
9. When all the information has been entered, select Save.
Approve or reject a user change request
This functionality is only available for sites which have been set up for authorisation of user profile change requests. In these cases, profile changes are submitted for approval by the system administrator and only take effect once this approval has been granted.
For more information on submitting profile change requests see the Submit a change request Help Guide.
- Select Admin > Manage Users > Manage Users to open the Manage Users page. The Pending Change Requests field shows. This advises you that a user has made a change to their profile and prompts you to authorise their change
- Select on the View Change Request button to open the Manage Users Change Request page. The changes pending approval are highlighted in blue. The original entries can be seen by selecting the View Original button
- Select the Approve button to approve the change or the Reject button to reject it. Selecting the Cancel button leaves the page without taking any action
A confirmation box will appear and a notification is sent to the user advising them their change request has been approved or rejected.
Approve or reject a user registration
A user registration approval request can be generated in two ways:
- If a user has been added by a manager in Team > Team Management. See the Add a user Help Guide in Team Management for more information
- If the site has been set up for user self-registration. In these cases, user registrations are submitted for approval by the system administrator and the user can only access the site when approval has been granted
1. Select Admin > Manage Users > Manage Users to open the Manage Users page.
This shows you any Pending User Registrations.
2. The following options are available:
3. Select the appropriate icon for the relevant course of action.
If the user registration is accepted or rejected their details are removed from the Pending User Registrations field.
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