Users - Getting Started

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A User is a record about a person in accessplanit. A User can be a Delegate, Trainer, Administrator, Booker, Manager, and can also be more than one of these things. A User record is a way of storing key information about a person and defining permission levels relevant to their role.

Here is a video giving you a quick overview of Users on the accessplanit platform:

You can read the full Help Guide page for User Management here.

Click the icon below for a video tutorial on Getting Started with Users…

Where to find the User area

The Users DataGrid is available in the left-hand menu.

Information stored against a User

You can store the following information about a User:

Account Information:

Here is where you can store a User's name, employment, password details, tags and whether they have restricted access to booking.

Personal: Here is where you store a User's date of birth, equal opportunity information and their National Insurance Number

Contact: Here is where you store a User's contact details, including: addresses, phone numbers, email address, and their contact preferences.

Attributes:You can add information about a User that does not fit in any other area here, for example, Dietary Requirements. Attributes can't be displayed in a DataGrid, or used in Workflow rules, however they can be useful for reporting purposes.

Job Roles: Here, you can give a user a Job Role from a list of Job Roles you have already created within the Job Roles area.

Employment: This stores the User's employment record. You should always add a new employment record when you end an older one, to ensure that User can still log into the platform.

Management: This stores which accounts, groups or individuals that a User is a manager of.

Roles: This is where you can define the User's permission levels. The chosen Role will define the information that the User has access to, and the actions that they are able to perform on the platform.

Awards:This stores any Awards the User has achieved, or is being targeted to work towards.

Courses: This stores any courses the User has attended or has been booked onto in the future, as well as any classes they were transferred or cancelled from.

Bookings: If the User is booked onto a course using the Shopping Basket, the bookings will display here.

Notes: This stores any Notes that have been added regarding the User.

File Store: This stores documents about a User, such as any Certificates they have previously received.

Communications - Here, you can view any Communications that have been sent to the User. You can also send an email to the User from this area.  

Tasks: Any Tasks that the User has been assigned will be shown here. You can also add and edit Tasks in this area.

Meetings: This stores any past or upcoming Meetings that the User has been scheduled to attend. You can also schedule and edit a Meeting in this area.

Financial: This stores any financial information for the User. For example, if a User is Tax Exempt, or you need to add a Sage Code to their record.

Invoices: This stores any Invoices that have been targeted towards the User. You can also make a payment against an Invoice in this area.

Credit Notes: This stores any Credit Notes that have been targeted to the User.

Vouchers: This stores any Vouchers that have been issued to the User.

Workflow Errors & Instances: This section is for tracking how many Workflows this User record has triggered, and if there have been any errors. However, this will not show any Workflows that the User had triggered as a Delegate on a course.

Audit Logs: This area allows you to track any changes made about the User, for example, who made the changes and when.

Single Sign On

You must be within the Advanced band or higher to use SSO as this is a chargeable module/integration. Please speak to your CSM if you are unsure whether you should have access to this feature.

You also must use ADFS (Active Directory Federation Services), SAML (Security Assertion Markup Language) or Azure AD.

There is more information regarding SSO on our full page here.