Add users to your portal

Add users to your portal


Intended Audience:  Administrators, Managers

Summary

Create or invite users to your portal to get them started on training courses, or to help administer your portal.

A vital administrative process is creating accounts for learners.

This article explains how to create or invite individual users or small numbers of users, through the portal interface.

A new user's account requires a username as their unique identifier. Their first and last name are optional.

You can set an expiry date for a user's login. After the expiry date, Safety Made Simple
 
disables their account. Then the user can't log in unless an admin enables the account again.

Access Permissions

All admins in a portal can create or invite users with any user type. 

Managers can create or invite users individually, as Learner user type.

Tip: The term manager in Safety Made Simple applies to a user who manages a group within the portal. These users have specific permissions associated with the group they manage. The manager user type is not inherently linked to management roles within your organization.

Create a user

When you create users manually, the user type is Learner by default. If you change the type, you need to set additional permissions associated with that type. 

  1. From the primary navigation menu, select 
  2. Select Create from the Actions
  3. At a minimum, you will need to enter a Username in the Basic User Info.  We recommend you provide a first and last name, as well.
  4. The default Type of User is Learner. Leave as-is or select a different tye from the dropdown of:
    1. Learner
    2. Manager
    3. Instructor
    4. Admin
  5. Turn off Send invite to user, which is enabled by default.
  6. Enter and confirm a password.
  7. If you enable User must change password on login, when the user first logs in they will create a new password to replace the password you created. You will need to communicate the login details to the user by your own mechanisms, passwords are not sent automatically to the user.
  8. Optional select: Set Expiry Date for this user, and choose a date from the date picker.
  9. Select Save to finish.
This process creates a new learner in your portal, who you can enroll on courses or add to groups. If you enable User will be part of existing group? you can automatically assign users to one or more groups on this portal.

Warning:  Please keep in mind that by checking the flag User will be part of existing group? the user will be enrolled in all courses that are currently linked to that group.
You can change the user type later, if required. 
Note: users without email addresses in the portal cannot receive automated notifications from Safety Made Simple.

Invite a user

A new user’s account requires an email address. You can invite more than one person by email at once.

To invite a user by email, requiring a user's response:
  1. From the primary navigation, select 
  2. Select Invite from the action menu.
  3. Enter in one or more email addresses in the Email addresses field, separated by commas.
  4. Select the appropriate Type of user.
  5. Select Invite to finish.

This process sends an email invitation to these users, with instructions on how to set up their new accounts.

Difference between creating and inviting a user

Safety Made Simple makes a distinction between creating a user versus inviting them:

Create a user

  • admin creates a user and adds them to the portal without requiring a user's response
  • admin can enroll the user on courses, modify their profile, or perform other tasks 
  • admin must set a password for that user, which is shared with the user outside of Safety Made Simple: you can require that the user change their password at first login

Invite a user

  • admin sends an invitation with link by email
  • the user appears in Pending Users 
  • the user must accept the invite by selecting the link in the email 
  • user sets their own initial password
  • after the user accepts the invite, Safety Made Simple creates the user's account in your portal, and displays their name in your active users list 
When you invite a user, Safety Made Simple uses the default permissions for the user type. You can edit their permissions after the user joins the portal.

When you invite a manager, set their user type as manager, but cannot assign a group to them, until they accept the invitation.

For this reason, we recommend creating users.

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