The Importance of Users in Your LMS
Users are a core component of any Learning Management System (LMS). Properly supporting, managing, and organizing users helps drive learner success and enables administrators to effectively meet their training and engagement goals.
This article outlines the following concepts:
Create a User
Users are created automatically in the Admin Portal when users first register and log in to the LMS. Admins may also manually create user profiles. Admins can also bulk-create users or manage existing ones.
Go to People > Click User Manager > Click New
When creating a new user, only the Account Details and Assigned User Groups tabs are shown.
Account Details tab
In the Account Details tab, set the essential information for this user. This includes System Fields, User Actions, and User Details.
User Groups tab
In the User Groups tab, choose the appropriate user groups for this user.
Admins may select the “Site Administrator” or “Sub Administrator” user groups to give a user access to the Admin Portal. Admins are blocked from removing their own Site Administrator user group as this would lock them from the Admin Portal.
For an LMS with 300 or more user groups, the user group selector changes to a select box from a checklist.
Edit an Individual User
While in the User edit view, Admins may configure settings in the following tabs.
Account Details tab
In the Account Details tab, Admins may complete actions such as:
- View a user’s portal view (profile, transcript, and Learner Dashboard)
- Edit user system fields
- Edit user profile fields
- Perform User Actions
- Add Subscription
- Disable the user
- Require Password Reset
- Configure Two-Factor Authentication
- User Points
6. Assign User Objects (Private Access Feature)
7. Delete User
Timeline tab
In the Timeline tab, Admins may view a history of the user's activity in the LMS and perform actions such as issuing refunds and canceling subscriptions.
Awards tab
In the Awards tab, Admins may view, edit, or delete a user's existing Certificates and Badges.
Admins may also manually award a certificate or badge to the user.
Credit Cards tab
In the Credit Cards tab, Admins may add new payment information or delete an existing card.
Courses tab
In the Courses tab, Admins may purchase and edit Course progress for the user. Custom course due dates can also be applied for this user (private release).
In the Course progress/completion section, Admins can expand the course to view progress on individual lessons.
Comments tab
In the Comments tab, Admins may view the comments Users have left about courses
API Tokens tab
In the API Tokens tab, Admins may create tokens for integration with other applications
Click Save.
Bulk Create Users
Users may be bulk-created through the User Importer.
This is helpful for administrators who are migrating from another LMS, onboarding a new customer, or otherwise have a list of users to bring into the system.
Manage Existing Users
All existing users are shown in the User Manager list view.
Search for a specific user or Quick Filter by User group or User team. The User Group quick filter shows all users assigned to that group, and the User Team shows all leads and members assigned to that team.
Complete any of the following quick actions from the list view, or click on a user’s Name to transition to the User edit view.
- Add a User Note
- Email the user directly
- View assigned User groups
Bulk Update Users
Admins may update multiple users simultaneously by selecting the desired users and clicking Update.
Add, Delete, or Set (this option removes all groups except the one selected) the selected users to a user group.
Select if a Password Reset is required.
Click Process to save the updates.
Export Users
Click Export to CSV to download all pages of the user list. Any active filters or search results are reflected in the export.
Exporting allows Admins to manually import a list of users into another platform, or otherwise analyze user data outside of Tovuti.
Admins can click on a user’s name to access the Edit view.