Create user accounts

There are several options available to add user accounts to Insights.

• Add a single user using the New User screen.
• Add users using the QuickAdd feature
• Import users or test-takers from a spreadsheet
• Users can self-register

Add single user accounts

You would use this option if you only had one or two accounts to add.

Navigate to People > Users.

1. Select the Actions drop-down button, then select Add User.
   
   
2. Complete the relevant personal and organisational details for the new user.
   
   

   Tip

   All fields are optional in this section of adding a new User.

3. In the Platform Role section, complete the following:
   
   1. Select the appropriate role for the User from the Role drop-down.
      

      Tip

      Further information on the different roles can be found in the Role types section.

   2. Select the appropriate scope for the User from the Scope of this role drop-down.
   3. Enter a Username for the new User, using your organisations preferences, eg. first initial and last name (sbrown) or first name and last name (sandrabrown).
   
4. Select the Save User button to save the new User, or select the and add another button to save the new User and reopen the form to add another new User.

Import users

Users can be added to the system in bulk using an import. For general users such as marker or test authors, you would use this option. For test-takers you would use the Import test-takers option covered below.

There are two types of imports:

• Data upload
• Sync data from a HR system

Change the default settings

Your preferences for the import settings can be set as default. To do this:

1. Select the Actions drop-down button, then select Import Users.
   
   
2. Select the Default Settings button.
   
   
3. Edit the default settings in the User Import expandable section as required:
   
   1. Selecting one or more options in the first column will make that option selected by default from now on.
   2. Selecting any of the options to Disable Manual Override? will remove the setting from the Data Upload screen.
   3. You can limit the number of Users to be imported by entering a number into the Max number of users to be imported using Web Role field.
   
4. Select the Save button to save your default settings.

Complete the data upload

From the Data Upload screen:

1. Select the Template link to open a sample Excel template. The template will provide you with sample data. The Supported Attributes tab has information on requirements for the different fields.
   
   
2. Open the downloaded Excel template, enter all required data and then save the template to your local machine.
   
   
3. Complete the following:
   
   1. Ensure Data upload (Add new users and update existing users) is selected in the Data Source drop-down field.
   2. Check the checkboxes beside any of the additional settings which you require.
      

      Tip

      For more details on any of these options, hover over the ? icons

   3. The Email Address field will automatically populate with the email address recorded for you in the system. You can change this if you would like someone else to receive the import notifications.
   4. Select the Select File button to locate and select the saved file on your local machine. The uploaded file will display.
      
      
4. Select the Import and email result button to complete the import process.If the import is submitted for processing, feedback will be displayed with a link to the import log. Selecting the View Import Log button will open a copy of the log which was also sent by email to the identified email address.
   
   

Sync data from a HR system

Set the default settings and column mappings

1. Select the Define column mappings button.
   
   
2. Select the Select File button to locate and select a template file on your local machine. Once your file has uploaded, select the Define Mappings button to match fields between your spreadsheet and the system.
   
   
3. The spreadsheet headings that you uploaded will appear in the first column. Select the drop-downs in the second column to map them to the appropriate system field.
   
   
4. Select the Save button to save these column mappings.

Synch data from a HR system

Once you have defined your column mappings, the HR import will then need to be scheduled. See the section on Schedule a job for these steps.

Quick-add users

This option allows you to quickly add Users with limited fields available.

To add Users using the QuickAdd plugin:

1. Select the Actions drop-down button, then select QuickAdd Users.
   
   

   Tip

   The fields and columns you see may differ depending on the options you have set. To learn more about these settings, see the QuickAdd User settings section.

2. Complete the QuickAdd Users information:

   1. If you would like to link the User to an Organisation, select it from the Organisation drop-down field.
   2. If you would like to link the User to an Organisation Unit, select it from the Organisation Unit drop-down field.
   3. If you would like to assign the User a Role, select it from the Role drop-down field.
   4. If you would like the system to automatically send a welcome email to the new User, leave the Send Welcome Email to User checkbox selected.
   
3. Fill in the relevant information for the new User.
   
   

   Tip

   As soon as you select any of the editable fields, a new row is automatically created ready to add the next new User.

   In this example, the automatic generation of Username and Password is turned off. To learn how to adjust these settings, view the QuickAdd User settings section.

4. Once you have finished adding all new Users, select the Save Users button to save them.