Introduction to users

A user is anyone that has an account in the system. Users can belong to organisations, groups, and more. Users are able to access different parts of the CLS depending on their allocated role.  For example basic users cannot see or access many of the forms that an administrator can.

The fields and columns you see in this document may differ to your site depending of the options you have set. You can read more about customising your user screens in our document on user settings.

Users can be managed by selecting Manage People > Users.

Add a single user

Browse to Manage People > Users.

The fields and columns you see in this document may differ to your site depending of the options you have set. You can read more about customising your user screens in our document on user settings.

1. Select Add User from the Actions dropdown.

2. Select a profile picture.
3. Enter the User details.

This System section gives you the option to set the Role for your user. Refer to our document on Roles to find out more information on this setting.

4. Select the Role.
5. Select the Scope of this role.

6. Select Save User.

Quick add users

This option allows you to quickly add users but the fields available are limited. This feature is a plugin and will not be available unless the plugin is active. Please contact your account manager for more information.

Quick add users settings

The quick add user form can be customised using available settings.

Navigate to Settings > Quick add users settings.

Username

Three options are available to determine how usernames are created.

Do not generate username – user must manually specify a unique username.

Generate sequential username – generates sequential usernames based on the prefix concatenated with the next number in the sequence.
If this option is selected, an additional field will be displayed to enter the prefix.

Generate random username – username is generated randomly with optional prefix (which assists with identifying usernames created this way). Consonant characters are used. Usernames are not case sensitive.

If this option is selected, two additional fields are displayed.

• Username prefix.
• Length of random component.

Password

This section relates closely to password settings. You can read more about setting password requirements in our document on password settings.

Manually set password requires that the user sets a password that complies with the password complexity requirements.

Generate password from dictionary will generate passwords from the dictionary specified in Password Settings (only available if Password Settings have this option).

Generate random password will generate passwords that meet the complexity requirements specified for manually set passwords.

User details

This section allows you to set the fields to visible on the quick add form. It also allow you to select an email to send to users on creation.

Quick add a user

Browse to Manage People > Users.

1. Select QuickAdd Users from the Actions menu.

The quick add user screen will be displayed. The fields available will differ depending on the settings you made in quick add users settings as described above.

1. Select the Organisation and Organisation Unit.
2. Select a Role.
3. Populate the user fields.
4. Select Save Users.

Import users

Users can be added to the system in bulk using an import. There are two types of imports:

• Add or Synchronise users from Spreadsheet.
• Sync data from HR system.

Browse to Manage People > Users.

Select Import Users from the Actions dropdown.

The Add or Synchronise users from Spreadsheet page will be displayed.

1. A link to the spreadsheet template. You will need to download the template and populate it with your user data, ready for an import.
2. A Data Source selector to toggle between spreadsheet import and HR import.

Information on the options can be viewed by hovering over the
 icons.

About the import template

The Supported Attributes tab of the template provides descriptions of the requirements for the data fields and lists the mandatory fields are.

Add or Synchronise users from Spreadsheet

Note: Syncing users from a HR system will deactivate any users in the Janison system if they are not in the HR spreadsheet. The data upload option will not deactivate users in the Janison system if they are not included on the spreadsheet. They will only be deactivated if the Is Active column is set to no.

1. Ensure that the default Data Source, Data upload (Add new users and update existing users), is selected.
2. Check the required boxes beside the list of additional settings. For more detail about these options hover over the  icon.

3. Enter an Email Address.

3. Select your Spreadsheet File populated with the user data you would like loaded or updated.

5. Select Import and email result.

If an error is encountered, feedback will be displayed.

If the import is submitted for processing, feedback will be displayed with a link to the import log.

Selecting View Import Log will open a log, the same log sent by email.

Spreadsheet Import Settings

Your preferences for the import settings can be set as default.

1. Select Default Settings.

A Spreadsheet Import Settings screen will be displayed.

1. Selecting one or more options in this column will make that option selected by default on the Add or Synchronise users from Spreadsheet screen.
2. Selecting the option to Disable Manual Override will remove the setting from the Add or Synchronise users from Spreadsheet screen.
3. You can limit the number of users to be imported by entering a number into this field.

2. Select Save.

Sync data from HR system

Note: Syncing users from a HR system will automatically deactivate any users in the system if they are not in the HR spreadsheet. The data upload option will not automatically deactivate users in the system if they are not included on the spreadsheet. They will only be deactivated if the Is Active column is set to no.

1. 1. Select Sync data from HR system.

1. 2. Set the Default Settings as described above.

1. 3. Select Define column mappings.

The Bulk Import Column Mappings screen will be displayed.

On this screen you can match the fields between the two systems. As can be seen in the example below, if the HR uses ‘Surname’ you can match it with the CLS field of ‘Last Name’.

4. Select your Spreadsheet with the fields from your HR system.
5. Select Define Mappings.

A page to define custom columns will be displayed.

6. Use the dropdowns in the second column to select the fields they belong to.

7. Select Save.

The HR import will then need to be scheduled. See our document on Scheduling for further information.

Archive users

Archiving a user will set them to inactive and remove their access to the system. Users can be individually archived in the edit screen or in bulk from the user list. They can also be set to inactive via the user import. You can read more about setting users to inactive via an import in our document on import users.

The fields and columns you see in this document may differ to your site depending of the options you have set. You can read more about customising your user screens in our document on user settings.

Archived users can be un-archived.

Archive a user via edit user

Select Manage People > Users.

1. Select a user.
   If the Actions menu is available you can select the  icon which will take you straight to edit mode.

The user details screen will be displayed.

2. Select Edit User from the actions menu.

The edit user screen will be displayed.

3. Uncheck Active.
4. Select Update (users name) Profile.

Archive a user via the user list

Select Manage People > Users.

1. Select the check box to the left of the user. Selecting the top box will select all users.
2. Select Archive.

Archived users will be moved to the inactive tab.

Unarchive users

1. Select the Inactive tab.
2. Select the checkbox next to the user you would like to unarchive.
   Selecting the top checkbox will select all users.
3. Select Unarchive.

Change user password

Learners can change their passwords.

Select Manage People > Users.

1. Select the user from the users list.
   If the Actions column is active, you can enter the password reset screen by selecting the  icon.

2. Select Change Password.

The change password screen will be displayed.

3. Enter and confirm the new password.
4. Select Save Password.
   Note that the password hint may differ depending on the password rules. You can read more on this topic in our document on password settings.

Inspect user

Selecting a user gives you access to their details.

Browse to Manage People > Users.

1. select a user from the Name column.

The details of the user are displayed.