While it is possible to bulk edit some user information, you can also access and edit user records on an individual basis anytime you need to make modifications.
Use Case Information
Any role with the "manage users" permission, such as admin or customer service, can edit a user records. This includes updating passwords, user information, content access, roles, and more. This permission also allows you to view content engagement by user on this screen.
How to Edit a User Record
- From your homepage, select Users > Learners.
- Navigate to the search field at the top of the page and enter the user email address or name you're searching for.
- Click the magnifying glass or hit Enter to complete the search.
Tip
To view disabled learners, click View Disabled at the bottom of the page. This is a great first place to check if you're having trouble finding a user.
- Once you locate your user, click on the user's name to view the their profile.
- Make changes to a user record by selecting from one of six tabs that each lead to a different area of the user record.
- Click Save.
The User Record's Details
The following list includes all six tabs, along with the options of each tab that can be configured.
Details
- Impersonate a learner to log in as that user. This will log you out of your admin account and any actions taken will be recorded.
- View basic learner info such as first name, last name, email, phone number, and address.
- Update user's password.
- View user's current role. If Dual Role is activated, you can switch between the Admin and learner record.
- View learner reference fields.
- View learner's custom inputs, as well as onboarding survey results.
- Disable the user (render them unable to log into your site).
Access
- View or add individual content, subscriptions, and learning paths.
- View or add a Panorama and sublicense.
- View bulk purchases.
- View or adjust any access expiration dates.
- View or reinstate any learner-driven archived content (if enabled).
Activity
- View or forgive assessment attempts.
- View or issue certificates.
- View or issue awards.
Engagement
- View a Content Actions Log or a Learner Content & Progress Details report. The report will be pre-filtered for the user's email from the profile you are navigating from.
- View engagement and completion data for individual courses and learning paths.
Payments
- View or add credit card on file.
- View subscription access & purchases.
- View all transactions for the user.
Transcript
- View, print, or export a user's transcript. (Transcript fields can be added via Settings > Certification)
FAQs
You have a variety of actions available from your learner's record. Here are answers to some commonly asked questions to help you make the most of this area of the platform.
How can I manually grant a learner a certificate?
You can manually issue certificates to your learners in the learner profile. You may need to do this if there are external criteria (like public speaking) or for customer service reasons.
- From the learner record, click the Activity tab.
- Scroll to the Certificates section.
- Click on Issue Certificate next to the relevant content.
- Certificate will be granted.
Note
If you delete the certificate from a course in order to control certificate issuance, you will not be able to manually grant the certificate via the learner profile since it is no longer linked to the course.
How can I manually grant Awards?
If you are utilizing gamification functionality and wish to manually grant Awards to your learners:
- From the user record, click the Activity tab.
- Scroll down the page to the Awards section.
- Click Manually Grant Award.
- Select the Award Type.
- Next, specify the quantity of the award type you want to issue.
- Then, choose the content for which you are granting the award.
- Click Save.
How do I create or change a learner's password?
You may come across a scenario where you need to change a learner's password to help them resolve an issue or perhaps you need to create one for them prior to them even signing in.
- From the user record, click the Details tab.
- In the New Password field, type in the password you have chosen for this user.
- Scroll to the bottom of the page and click Save.
How do I resend a learner's invite?
If a user did not receive your email invitation to access your school, or if they lost the invite, you may need to resend the school invitation to them. Here’s how to do it:
- From the user record, click the Details tab.
- Under the user name, click Resend Invite.
- Invitation for the user to sign in to your school will be sent.
Note
If you do not have the Resend Invite option, instruct your learner to visit the /sign_in page and click on 'Forgot Password.' Once they reset their password, the option should become available.