Users and access rights - Reference (Sysadmin)

TABLE OF CONTENTS

• 1 Overview
• 2 Accessing User and Access Rights
• 3 Searching and Filtering Users
• 4 Actions for Individual Accounts
• 5 Bulk Operations
• 6 Adding Users
  • 6.1 Adding a user manually
  • 6.2 Importing users from a file
  • 6.3 Importing from a student information system
• 7 Editing a User Account
  • 7.1 General tab
  • 7.2 Hierarchy tab
  • 7.3 Password tab
  • 7.4 Policies tab
  • 7.5 View Permissions tab
  • 7.6 Parent/Child tab
  • 7.7 Communities and Courses tab
  • 7.8 Cloud Accounts tab
• 8 Password Management
• 9 Deleting and Restoring Users

User and Access Rights is the central administration area for managing user accounts on an itslearning site. From this area, administrators can add, edit, and delete user accounts, manage passwords, assign hierarchy roles, and review account details and permissions.

1 Overview

New users must be registered in itslearning and provided with a username and password before they can be added to courses. There are three methods for registering users:

2 Accessing User and Access Rights

The User and Access Rights area contains:

• Navigation links at the top: Add new user and Import users from file
• Search and filter fields for locating existing accounts
• A results list showing matching accounts with their username, creation date, last login date, profile, and action icons

3 Searching and Filtering Users

Use the filter fields to locate user accounts. You can search by any combination of the following criteria:

Click Search to display matching accounts. Results show each user's name, username, creation date, last login date, and profile type.

4 Actions for Individual Accounts

Each user row in the search results contains action icons at the right end of the row. The icons available depend on whether an email address is stored in the account, your administrator permissions, and which features are enabled on the site.

Icon	Action	Description
	Delete	Moves the account to the recycle bin. The account can be restored from Administration > Recycle Bin. See section 9.
	Edit	Opens the user's detail view with all tabs. See section 7.
	Progress	Shows an overview of the learner's progress and completion status across all enrolled courses.
	Attendance report	Displays the attendance report for this user. Only visible if the attendance tool is enabled on the site.
	Print new password	Resets the user's password, generates a credential sheet, and opens the print dialogue. See section 8.
	Send email	Sends an email with new login credentials to the address stored in the account. Resets the current password. Only visible if an email address is stored.

5 Bulk Operations

The Operation dropdown above the results list allows you to apply actions to multiple accounts simultaneously. Select accounts using the row checkboxes, or use the header checkbox to select all results in the current search. Then choose an operation and click OK. Additional configuration fields appear for certain operations (for example, course selection when using Add to course).

6 Adding Users

6.1 Adding a user manually

Use this method to create individual user accounts directly in itslearning.

1. Go to Administration > User and Access Rights.
2. Click Add new user.
3. Enter the required user data. Fields marked with an asterisk (*) are mandatory.
4. Complete the optional fields where appropriate.
5. Click Save.

6.2 Importing users from a file

The file import function allows you to add multiple users in a single operation. You can create the list in a spreadsheet application such as Excel, export it as a CSV file, and import it via Import users from file in the User and Access Rights area.

A typical CSV file structure for import: See the article "User import by CSV" for detailed information.

6.3 Importing from a student information system

If your itslearning site is connected to an external SIS, user accounts are synchronised automatically. This synchronisation does not take place in the User and Access Rights area. Contact your system administrator for details of your integration configuration.

7 Editing a User Account

To open the detail view for a user account:

1. Go to Administration > User and Access Rights.
2. Search for the user using the filter fields and click Search.
3. Click the pencil (edit) icon at the right end of the user's row in the results list.
   

The edit view is organised into seven tabs:

7.1 General tab

Allows the administrator to modify personal account details and account settings. The tab is divided into four subsections:

7.2 Hierarchy tab

Provides visibility and modification settings for the user's hierarchy memberships. The tab shows all hierarchy nodes currently assigned to this account. A user can hold different roles at different levels of the hierarchy.

7.3 Password tab

Administrators can set a new password for the user and configure the password change policy for this individual account.

7.4 Policies tab

Shows the policies linked to this user account. Policies are pre-configured in a separate administration area and are used to grant additional permissions or to restrict the user's base profile. Only policies for organisations within your administrator scope are visible.

Use Add policy or Delete policy to adjust permissions for this individual user.

7.5 View Permissions tab

Displays the combined effective permissions for this user. These are calculated from the user's base profile permissions plus any applied policies. This tab is read-only and is used to verify the user's actual permission level on the platform.

7.6 Parent/Child tab

Relevant when the parent portal is enabled for the site and parent-child relationships have been configured. Shows the relationships between this user account and any linked parent or child accounts.

Relationships can be created from either the child's account (using Add guardian) or from the parent's account (using Add child). When a relationship is created from one account, the link is automatically shown in the other account.

7.7 Communities and Courses tab

Lists all courses and communities in which the user is enrolled or which they lead. Administrators cannot add or remove users from courses or communities from within this tab. To manage enrolments, navigate to the relevant course or community and manage participants from there.

7.8 Cloud Accounts tab

[VERIFY] Administrators can set up cloud accounts for individual users from this tab. [VERIFY: confirm English tab label and available cloud providers in your environment.]

8 Password Management

When users do not log in via SSO, passwords can be managed from Administration > User and Access Rights. To share or reset passwords, use the options in the Operation dropdown (section 5) or the individual action icons (section 4).

The password operations are:

• Print new password: Prints the login credentials for each selected user on a separate page.
• Print new password in list format: Prints credentials for all selected users in a condensed list.
• Send email with new credentials: Emails login credentials to the selected users.

9 Deleting and Restoring Users

Deleting a user

Deleting a user account moves it to the recycle bin. The account is not permanently removed and can be restored at any time.

To delete a single user, click the Delete icon in their row in the results list (see section 4). To delete multiple users at once, use the Delete bulk operation (see section 5). Deleted accounts are moved to Administration > Recycle Bin.

Restoring a deleted user

1. Click the Admin tab in the main menu.
2. Select Recycle Bin.
3. Click the User tab.
4. Search for the user you want to restore.
5. Select the checkbox next to the user's name.
6. Click Restore.

Once restored, the user can log in with their original credentials and access all previous data and courses.