Manage Users as a Team Admin
Learn how to manage and edit users, reset their usernames and passwords, and view their courses and course history.
This article is for Team Admins.
As an administrator, you will need to perform several tasks related to user management. You can complete most user management tasks in the User Summary screen. You can search for users, filter your users, view learner's profiles, reset usernames and passwords, edit profiles, or create a new user.
Searching for Users
In the Administrator Menu screen, under the People section, click on User Summary.
Search for a Specific User
In the User Summary screen, you can search for a user by name, email, external ID, or username. To perform a search, type the search parameter in the Search box. Click on the Match Username Exactly checkbox if you'd like to see only the results that perfectly match what you type. Click Search.
Search for All Active Users
Rather than search for a specific user, you can search for a list of active learners in your system. If you'd like to see all active learners in the LMS, leave the Search field blank and click on the Search button. A list of all users added to the LMS appears.
Search for Inactive Users
You can also use the User Summary screen to search for inactive learners. To search for inactive learners, leave the Search box blank and then click the All Filters button. In the Filters window, deselect Active and click on Extended Leave and/or Expired. Then click on the Apply Filters button to see a list of users. The icons in the User column indicate whether the user is active or inactive. A circle icon with the person crossed out indicates an inactive user.
Filtering Users
In addition to user status, you can also search/filter by the user's organization, team leader, manager, role, user group, region, language, or time zone. You can apply filters that allow you to search by the user's email domain or by an attribute in their user profile, such as department or job title.
Additional search features at the bottom of the Filter window allow you to search for users without a manager or organization, and only by locked accounts or system users.
Clicking on the Apply Filters button displays a list of users that meet your specified parameters.
Tip: The blue boxes above the list remind you of your search parameters.
You can remove all filters before searching by clicking on the Clear button in the Filters window and then clicking the Apply button. You can also remove individual filters by clicking the X next to the blue box that contains the filter you want to remove. If you want to remove all filters, click on the Clear All link above the user display list.
Tip for Filtering User Lists: Use Filtering to see what users are assigned to different Team Leaders, Managers, or Organizations and ensure no user is without one.
View a Learner Profile
To view a learner's profile, click on their name. The View Profile page appears. It has seven tabs that allow you to do a variety of tasks:
- User Profile
- Current Learning History - See any courses the user is learning.
- Learning History - See previous courses the user has taken.
- Learning Paths - See what learning paths the user is enrolled in.
- Enroll Via Catalog - You can enroll the user in any catalog course by clicking on the Enroll via Catalog tab on the View Profile page. You can then search the course catalog, filter, and enroll the learner in a course.
- Audit - See any actions taken on the user's account. You can adjust the date filters to limit the results to a specific date range. Scroll down to view any edits made to the user profile by date.
- Emails - See any messages sent from the system to the learner. You can also click the Context Reports button in the top-right corner of the Emails tab to run user reports, such as Enrollments & Status, Learning Path Status, Attempts, or Transcript.
Edit a Learner Profile
Click on the Edit Profile button to change your user profile details. Here, you can edit the user's first, last, or preferred name, email address, language, time zone, and more. You can even set a date for the user's access to the LMS to expire.
Edit the field you'd like to change, click Save, and confirm the user details were successfully updated. To return to the user's profile, click on the View Profile button.
Tip for Helping Learners: You can log in as a user by clicking the Login button. This allows you to view the LMS as the user sees it.
Changing a User's Password or Username
From the View Profile page:
- Change the user's password by clicking on the Set Password button.
- Enter the desired password in the Password and Confirm Password box, making sure they match.
- Click on the Save button.
- You can change a username by clicking the Change Username button on the View Profile page.
- Enter the desired username and click Save.
This article was last updated on August 28, 2024.