Account owners and user admins can access User management in their iQualify settings to view and manage their organisation’s iQualify users.
User management allows you to:
Search and filter users by name or role.
Add new users or update user details, including name, ID and email address.
View, edit, add, and remove user attribute tags.
Enable or disable permissions for author, manager, user admin, or insights roles.
View account owner permissions.
Suspend or reactivate user accounts.
Note: User admins have access to User & group management, but not other areas of iQualify settings. User admins can assist with administrative tasks such as managing user accounts or creating groups and reports.
How to access User management
Select your Avatar in the top right, and choose iQualify settings. Then select User & group management from the left menu.
In User & group management select User management to see a list of your organisation's users.
Note: User admins are taken directly to User & group management after selecting iQualify settings.
How to search and filter in User management
Use Search to find users by name, or Filter by to find users by their role. You can sort your results by A-Z or Z-A and set the number of results shown on each page with Show.
For each user you'll see their name and email address and additional information including:
SSO (Single Sign-On): Whether a user logs in using a password or by SSO authentication.
Account pending: If a user hasn’t created their password and logged in yet.
Suspended: The user account is suspended.
Use the down arrow to expand the details for a user to see things like ID, role permissions and how many classes they're in. Use the up arrow to collapse the details.
How to add new users
In User management you can add new local login users. Local login means your users will need to create a password to login to iQualify.
Note: If your organisation uses Single Sign-On (SSO) new users are added in different ways depending on your Identity Provider. Check with your organisation or reach out to support if you require assistance.
To add a new local login user account go to User management and select Add user.
Enter First name, Last name, and Email address.
Optionally enter an ID and/or User attributes.
Select Create.
Tip: Assigning attributes (tags) to users can help you collect data that's important to your organisation. You can then use these tags for reporting purposes in Group management.
How to update user details
You can update the details (manage their permissions and update their name, ID/attributes and login email address) of local login users.
Find the user, expand their details, make your required changes and Update.
Note: Users authenticated via SSO have their details locked and can't be edited as these accounts are managed outside of iQualify. SSO accounts are displayed with a key and SSO label to help you easily identify them in your user list.
When login email addresses are updated, users are sent an email to let them know to use this new address in future with their existing password.
Note: Your users may add a preferred contact email address for receiving course activity notifications. Preferred email addresses aren't visible to anyone else in the system. See How to set your preferred contact details for more information. Contact us if you want this option disabled.
How to manage user permissions
When you've added a user, you can give them author, manager, insights or user admin access.
Use the down arrow to open their details and then use the checkboxes under each role to give or revoke permissions. Select Update to save your changes.
When someone is given a new role, they'll get an email and an in-app notification to let them know. No emails or notifications are sent when people's permissions are removed.
Learn more: Check out Roles and permissions to learn more about what each role can do.
How to give account owner permissions
Due to the global access of the account owner role, we require an existing account owner to contact us to add any new account owners. This helps to ensure your environment and data is kept secure.
How to suspend or reactivate an account
You might need to suspend someone's account if they have left your organisation or no longer need access.
To suspend an account, toggle Account suspended to Yes. When an account is suspended, the user can't log in, but their account is not deleted.
To reactivate the account, toggle to No. The user will regain access to any activations they previously had.
Note: Any permissions they had when they were suspended will be reinstated so may need reviewing.