User Management

As an account owner you can manage and review the permissions of your iQualify users.

Christine Nicholls avatar
Written by Christine Nicholls
Updated over a week ago

Account owners have access to the User management area of iQualify settings. User management gives you an organisational view of people's roles and also allows you to edit and update as needed.

User management allows you to:

  • Search and filter users by name or role.

  • Add a new user.

  • Edit a user’s details (name, ID and email address).

  • View, edit, add, and remove user tags that are sent in all events triggered by that user.

  • Enable or disable author, manager, insights and view account owner permissions.

  • Suspend/reactivate a user's account.

How to access User management

Select your avatar (profile icon) in the top right, and choose iQualify settings.

Screenshot showing menu that opens when you select the avatar (profile) image in the top right corner of iQualify.

Select User & Group Management from the left navigation menu.

Screenshot showing left menu when in iQualify settings.

Finally, select the User Management tab to see a list of users.

Screenshot showing tabs at the top of the User & Group management area with tabs "User management" and "Group management".

How to search and filter in User management

You can search for a person by their name, or filter by role.

For example, you can Filter by: Authors to see all the authors for your organisation. You’ll see the total number of users that fit that filter, and you can sort your results A-Z or Z-A and set the number of results shown on each page under Show.

Screenshot showing "Filter by:" options within "User management".

Apart from the Name and Email address, you can also see some additional information for each user account on this search results page.

  • SSO (Single Sign-on): Whether a user logs in using a password or by an SSO authentication.

  • Account pending: That a user hasn’t created their password yet and logged in.

  • Suspended: A user account is suspended.

With a list of users, you can use the down arrow to expand the details for that particular person (and the up arrow to collapse the details again).

How to add new users

You can easily add a new user and manage their permissions.

To add a new local login user account:

  • Enter the person’s first name, last name, email address and ID (optional).

  • Select Create.

Note: Adding users in this way creates a local login account. If your organisation is using Single Sign On (SSO) it is likely that your new user accounts won't be created in this way.

How to update a user's details

You can edit a person's account details including updating their First and Last name, ID and login email address, as well as managing their permissions. If their login email address is updated, they will be sent an email to this new address to let them know to use this next time they log in. They will still be able to use their existing password.

Users who are authenticated outside of iQualify via single sign on (SSO) will have their details locked and will not be editable. The details for these accounts are managed outside of iQualify. Each user has a label that shows whether their account is a local login account or an SSO account.

Note: By default people can add a preferred contact email address for receiving course activity notifications. This email address is not 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 a user's permissions

You can tick permission checkboxes(s) to give or revoke permissions. As an account owner, you can give people author or manager access.

Image showing the details of the user and checkboxes for roles they can be assigned to

When someone is given a new role they will be sent an email and also receive an in-app notification to let them know. No emails or notifications are sent when people's permissions are removed.

How to give people account owner permissions

Due to the global access of the account owner role, we require the 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

Sometimes you might need to suspend a person's account. This might be someone who has left your organisation or just no longer needs access. You can use the toggle to select Yes or No for Account suspended?

If a user’s account is suspended they will no longer be able to log in, but their account is not deleted. If their account is changed to No in the future, they will be able to log in again and will regain access to any activations that they previously had. Their permission will be reinstated as they were at the time they were suspended so may need reviewing.

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