User Main Account & Details Overview

This area will explain the kinds of details you can log against a User, from personal details to booking and course information.

Where are Users stored?

Users of the accessplanit platform can all be found in the Users DataGrid, accessible by clicking Users in the left menu:

Setting up a User

In order to set up a User, you would click Add in this DataGrid:

You will then need to fill out the information within the Account tab first, and below is an overview of the available fields:

User ID
This is the ID the platform recognises the User by. Leaving this blank will allow the platform to populate this field for you.

Names and Title
These fields allow you to enter the first, middle, and last name of the User, as well as the User's preferred title.

Email
If you want to be able to send Communications out to the User, it is important that this field contains their email address.

There is a setting on your platform that can be configured by accessplanit so that multiple users are allowed the same email address, but by default a user's email address must be unique. The page regarding more information on this can be found here.

Main Account
This is the Account associated with the User. This is the Main Account/Company that the User belongs to in the platform, and is the Account that their Main Role will be under.

Direct Manager
This is the User's Manager

While you can directly assign a Manager to a User via the Direct Manager option, when editing a Manager it’s possible to assign multiple Managed Users via the Management tab > Managed User IDs > Add / Remove

This will grey out the Direct Manager option on the Managed User.

Though the Direct Manager field is its own field on the User Details section, it is actually visible on the DataGrid as Manager User ID / Manager User Names

(the same applies for Managers themselves, with the field for Managed User IDs / Managed User Names)

Main Role
This is the role that the User has within the platform. This field determines what the User can and can't access within accessplanit. To learn more about User Roles, click here.

Status
A User must have the status of Active in order to access the platform.

Password
Here, you can change the User's password and provide password hints. The the length of of the password, what it has to contain, the amount of password attempts, and the length of the lockout duration can be controlled by your Password Policy

Please note that password expiration is no long a recommended security setting, as expiring passwords make users select predictable passwords. The accessplanit Checkout basket does not recognise expired passwords and will allow users to log in with their expired password providing they enter the correct current password for their account.

By default emails will not send out from your test and sandbox platforms, the exception to this is Password Reset emails which on test and sandbox environments will actually send. Please be mindful of this when practicing within your test and/or sandbox platform.

Tags
The Tag field allows you to enter in Tags that relate to the user. Generally-speaking, this is used for reporting purposes.

Restrict Booking
The Restrict Booking tick-box can be used to prevent the User from booking onto courses themselves (only available for the Shopping Basket, not Checkout).

Other information stored against a User

Account
These are the main details such as Name, Email Address, Main Account and more. It is important to ensure this information is correct so that communications and Course Bookings work as expected for the User. Scroll down to read more about this area.

Personal
This is more extensive personal information such as Gender, Marital status etc, which you can get from the User directly via your registration form in the Shopping Basket. You can also change the user's Preferred Language on this page, which is the language they will view the platform in, and can determine which workflows the user can trigger.

Contact
This contains more information on how you can contact the User such as their main Address', the different phone numbers they may have, contact preferences etc.

Other Addresses
This contains fields to enter alternative addresses for this User.

Attributes
This contains the Users User ID and other attributes which you can use to populate Document Templates.

Job Roles
This is a DataGrid that you can add certain Job Roles to Users accounts so that you know what kind of Job they perform for their Account. These Job Roles are defined in the Administration area of your platform.

Employment
The Employment tab is where you can assign a User a role within an Account in the platform. You can control the start and end dates of the employment with that company here too.

Management
This is where you can set Users to receive automated communications for an Account or Account Group. If you want a User to receive Workflow Emails that are addressed to the "Manager's Email Address", you'll need to make sure that the User has the Delegate's Account assigned to them within this area.

Roles
This is where the Users platform access is identified. If the User is a Training Administrator, you would assign this here. To learn more about Roles in accessplanit, click here.

Awards

This is where you can see a list of this User's Awards in a DataGrid, as well as add new ones. To learn more about Awards, click here.

Courses
This is where you can see a list of the Courses this User is on. To learn more about Users on Courses in accessplanit, click here. If you want to learn more about Courses in general, click here.

Bookings
This is where you can see the Bookings a User has made in a DataGrid.

Notes
View any notes that have been logged against this person as a User. This will not show Notes that have been logged against them as a Delegate. To learn more about Delegates, click here.

File Store
This is where you can upload documents for this User to access directly via the portal. To learn more about the Learner Portal, click here.To learn more about the main File Store, click here.

Communications
View any Communications sent to that User from accessplanit. To learn more about Communications, click here.

Opportunities
Here, you can view any Opportunities linked to this User here.

Tasks
See any Tasks assigned to this User here.

Meetings
See any Meetings related to this User.

Financial
This includes information about Taxation and Currency that should be Used for that User. To learn more about financial information linked to a User, click here.

Invoices: This will show any Invoices targeted to that User. To learn more about financial information linked to a User, click here.

Credit Notes: This will show any Credit Notes that are targeted to that User. To learn more about financial information linked to a User, click here.

Vouchers: This is a DataGrid that will display any Vouchers linked to that User for usage.

Workflow Errors
In this tab, you can see information regarding any Workflows that have caused an error when trying to send out communications.

Workflow Instances
Here, you can access any Workflow Instances relating to this User.

Audit Logs
The Audit Logs allow you to see any changes that have been made to this User's account.

Resetting a User's password

Resetting a password can be done in four separate ways:

A training administrator can manually set a password using the 'Password' and 'Confirm Password' fields against a User
A training administrator can send a reset password link email to the user's email address, and they can follow this link to create a new password
The User can select the "Forgotten your Email/User ID or password?" button in the Learner Portal, enter either their User ID or Email Address, and then a reset password link email will be sent to them - which they can follow to create a new password
The User can change their own password when logged into the platform by going to the 'Preferences' tab in the Learner Portal and selecting 'Change Password'

You can change the content of your Password Reset emails, or create multiple templates for different languages, by changing or building a new PasswordResetRequestModel workflow. You can learn more about different modules available for workflows and email templates here.

Impersonating Users

Impersonating a User will allow you to view the platform how the User will when they log in.

This is especially useful for troubleshooting issues, or if you are making a permission change to the User, so you can check that the limits of what the User can and can't view/edit/delete are correct.

Anonymising Users

Anonymising a User's data allows you to remove that person's personal information from your platform very quickly, without deleting them and without affecting any historic Financial and Delegate information.

When you Anonymise a User, the following information is updated:

Specific personal information is anonymised or removed.

Field/Information	Anonymised

Field/Information	Anonymised
Forenames	anonymised
Surname	anonymised
Middle Names	anonymised
Title	removed
External ID	removed
Email Address	anonymised
Address	anonymised
Town	removed
County, Country, Postcode	removed
Date of Birth	removed
Ethnicity	removed
Fax	removed
Mobile	removed
NI Number	removed
Job Title	removed
Gender	removed
Sexual Orientation	removed
Marital Status	removed

Audit logs relating to the User are removed.
Copies of the Communications sent to the user are updated to be blank.
The User's Status is set to Inactive, unless they already have a status of Inactive or Deleted.

The Anonymise Function does not:

Update / delete Notes, Attributes, Documents, and Tasks mapped to the User.
Affect email subscriptions as these are mapped on the User's email address, not the User's account.

FAQs

How do I locate user accounts?

You can easily locate user accounts within the system by navigating to the Users DataGrid. This is the central repository for all user information. To find specific user accounts: From the left-hand navigation menu, click on Users. The Users DataGrid will display a list of all user accounts. Utilize the search and filter options available at the top of the DataGrid to quickly narrow down your results by name, email, or other relevant criteria. If you are looking for a general list of all users and their associated information, you may also find this page helpful:

How do I give platform access instructions to a Delegate?

Check the Delegate has a User account Before a Delegate can access the platform, they need to exist as a User. If they've been added to a Course, they'll already have a User record. You can check this by searching for them in the Users DataGrid from your main navigation menu. Ensure the User has an email address The User needs an email address on their profile so they can receive their login details. If they don't have one, edit their User record and add their email address. Send them a Password Reset Link This is how Delegates receive their login credentials: Open the Users DataGrid from your main navigation menu Search for the User using the search bar or filters Select their row by checking the left-hand checkbox Click the Mass Actions drop-down at the top left of the DataGrid Click Send Reset Password Link The Delegate will receive an email with a link to set their password Share the platform URL and Learner Portal guide Let the Delegate know: Your platform URL — this is your organisation's unique login page (e.g., www.yourcompany.accessplanit.com/accessplan) Their User ID or Email Address — they'll need this to log in (you can find it in the Users DataGrid) What they can do — once logged in, they'll land in the Learner Portal where they can search for courses, view bookings, access eLearning, submit evaluations, view resources, and update their personal details Helpful tips: If the Delegate doesn't have an email address and you can't obtain one, you can manually set a password using the 'Password' and 'Confirm Password' fields in the Edit User form. Set the 'Password Expires' date to the next day so they're prompted to change it on first login. If the Delegate's account becomes locked after too many incorrect password attempts, you can unlock it by editing their User record and changing the Status back to Active, then sending a new Reset Password Link. Delegates can also reset their own password from the login page by clicking "Forgotten your Email/User ID or password?"

As an Admin, how do I update my personal information?

To update your own personal details as an Administrator: From the Main Navigation Menu, select Users Search for your own name in the Users DataGrid Right-click on your User record and select Edit Update your details (e.g. name, email, phone number, address) on the User Maintenance page Click Save to confirm your changes Tip: If you only need to make a quick change to a single field, you can use the Quick Edit button on the DataGrid row instead of opening the full edit form. Alternatively, select Profile, select your name, and you will be navigated to the ‘My Details’ section, where you can make changes to your personal info.

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