Users Overview

1. From the Main Navigation Menu, select ‘Users’

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2. This will open the Users DataGrid

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3. From this DataGrid, you can search and add filters to narrow down exactly who you are looking for, then view and edit their details

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🧑‍💻Training Administrators can complete all core course admin actions, Training Administrator RolePreview.

🦸Super Administrators have access to all admin actions including security options, Super Administrator RolePreview.

Rather than deleting the data, your platform has an ‘anonymise’ tool available!

Please see our dedicated guide: https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3117744129

It is generally not advised to delete Users, as they can be linked to so many areas of the platform! Even if they are not booked onto a Course, or they haven’t been Invoiced, they may still have audit trails and activity linked to them.

When you ‘delete’ a User, they will first get the status of deleted to indicate that are no longer active. If you need to really delete them completely, you would repeat the process of deleting them to remove them from your platform.

Go to the Users' DataGrid, search or filter for the two users, so that they both appear on the DataGrid, and Left Click to highlight both Users…

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Click the Drop Down Options on the Top Left of the DataGrid, and select Merge.

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Once you click this option, you’ll be prompted to choose a record to Keep - this determines which record the other merges into, and what Data is kept / copied over to the new merged-to record.

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Once you’re happy, click Merge to complete the merge process.

For more comprehensive guidance around merging records in accessplanit, check out this Knowledgebase article: https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3431990008

What is Impersonate User?

The Impersonate User feature lets Administrators temporarily "act as" another user — seeing the platform as they would and performing actions on their behalf, such as booking courses or applying discounts.

Who can use it?

• Training Administrators can impersonate customer users (Individuals and Managers).

• Super Administrators can impersonate customer users and Training Administrators, but not other Super Administrators.

How to impersonate a user

1. Go to Users from the main navigation.

2. Find the user and right-click → Edit.

3. On their account page, click Actions → Impersonate User.

You'll now see and interact with the platform as that user.

Booking a course on their behalf

1. Navigate to the relevant Courses DataGrid.

2. Right-click the course → Add to Basket.

3. Select the number of delegates and proceed through the booking steps.

4. On the Payment step, enter any Discount Codes — automatic discounts will apply on their own if the booking qualifies.

5. Select your payment method and click Complete.

Applying discounts

• Manual: Enter the discount code on the Payment step.

• Automatic: Applied automatically to qualifying bookings — no code needed.

• To view contact info: Open the Users DataGrid, right-click a User and select Preview for a quick view, or Edit to see full details including the Contact tab

• To export a list: From any DataGrid (e.g. Users or Bookings SmartGrid), use Change Columns to add the fields you need, then click Export to download as Excel. For more detail, see https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3089694721

• For advanced reporting: Use the Report Writer or Report Engine to build and export custom reports including user contact details

The following User statuses will stop a User from being able to login:

• Inactive

• Deleted

• Pending

• Locked - however Users can request a password reset email to unlock their Accounts

The following User statuses will allow a User to login (so long as they provide the correct login details!)

• Active

• New

• Import

• Temporary

To give a user Super Administrator access, this can be done by other Super Administrators via the roles tab within a users account.

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To remove this role from a user, you will need to change their Super Administrator role to be the Training Administrator role instead.

To view a users activity logs, follow the steps below:

1. Go to the Users DataGrid.

2. Find the record you’re interested in.

3. Right‑click the row.

4. Choose Audit Logs

5. A datagrid will open showing:

   • Date/time of the change

   • Which user made the change (User ID)

   • What action was taken / what changed

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To associate a users with a company or account group, follow the steps below:

1. Associate a User with a company (Account)

1. Go to Users from the main navigation.

2. Find the User in the Users DataGrid and edirt their record.

3. On the Account tab, set:

   • Main Account = the company they belong to.

4. Open the Employment tab:

   • Click Add (or edit an existing row).

   • Select the Account (company).

   • Set Employment Start / End Dates as needed.

   • Tick/set this as the Main Account if this is their primary company.

5. Save.

2. Associate a User with an Account Group

Users are not added directly to Account Groups. Instead:

• Accounts (companies) belong to Account Groups.

• A User “belongs” to an Account Group because their Main Account (or another Employment Account) is in that group.

So to place a User in an Account Group:

1. Identify the User’s Main Account (or the Account you want them linked through).

2. Go to Accounts and open that Account.

3. In the Account record, set:

   • Main Account Group (or add the Account to the relevant Account Group.

4. Save.

To assign a course to a user, you need to create a Delegate record.

You can do this either by going to the Course in question, going to the Delegates list and selecting Add Delegate…

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… allowing you to assign their User ID, and set their Status, among other fields.

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Alternatively, you can do this from SmartGrids > Class/Web Delegates, and clicking Add [Course Type] Delegate…

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… selecting a User ID, a Course Date, and all the other relevant options.

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To update a users access to match another user, follow the guidance below:

Identify the “source” user’s access

1. Go to Users from the main navigation.

2. Find and open the existing user who already has the correct access.

3. You need to check:

   • Their Main Role under the Employment section

   • Their Roles:

     • From the Users DataGrid, right‑click their row → select Roles
       User Roles OverviewPreview

   • Any Manager / Training Administrator access they have over Accounts or Account Groups.

Make a quick note of:

• Role names (e.g. Training Administrator, Manager, Report Writer – Viewer, API v2 – Scopes, etc.)

• Which Accounts or Account Groups are listed for those roles.

Apply the same access to the “target” user

1. Still on Users, find and open the user who needs matching access.

2. Set their Main Role to match:

   • In the Employment / Main Account section, set Main Role to the same value as the source user (e.g. Manager, Training Administrator).

3. Copy their Roles:

   • From the Users DataGrid, right‑click the target user → Roles.

   • Add the same Role rows you saw on the source user, including:

     • Same Role name (e.g. Manager, Training Administrator, Report Writer – Viewer).

     • Same Account / Account Group / Training Provider values in the role row.

Go to Users DataGrid, and apply filters/search for the User in question

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Edit the User, and go to the Account, and Contact section to make direct changes to the User’s information…

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Once you’re happy with any changes click Save.

Scrolling down to the Employment Section will allow you to update their Main Account - left clicking the account will give you the option to edit the Account itself.

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To add a new user, follow the guidance listed below:

Steps to Add a New User

1. From the Main Navigation Menu, click Users, this opens the Users DataGrid

2. Click the Add User button. This opens the Account Information form, fill in the key details:

   • First Name, Last Name, and Email Address

3. Under the Employment section, click Select to choose the Main Account for the User

   • The Main Account links the User to their company and determines the framework for their Main Role

4. Select the Main Role for the User. This controls their level of access when they log in. The three Main Roles are:

   • Administrator - Full platform access

   • Manager - Manages their own Account's users and bookings

   • Individual - Can view and book themselves onto courses

5. Click Save

You can set multiple users to inactive at the same time within accessplanit by either using the Bulk Edit feature in the Users DataGrid or via the import functionality. Follow the guidance below:

Using Bulk Edit in the Users DataGrid

1. Open the Users DataGrid from the main navigation menu

2. Make sure the Status column is visible

3. Use filters or search to narrow down the users you want to deactivate (e.g., filter by Account, Account Group, last logged on date, etc.)

4. Select the users you want to set to inactive (rows will highlight in blue)

5. Click the Bulk Edit button at the top of the DataGrid

6. From the dropdown, select Status

7. Set the value to Inactive

8. Click Save to apply the change to all selected users

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3089629185

Using the Import Tool

If you have a very large number of users (hundreds or thousands), you can update their status via a CSV import:

1. Prepare a CSV file with user identifiers (e.g. Email or UserID) and a Status column with the value '0' (which maps to Disabled/Inactive)

2. Go to Administration > Import Profiles and use an existing profile or create one mapped to the Users destination

3. Make sure to set the Email or UserID as the Key Column so the import updates existing users rather than creating new ones

4. Run the import to bulk update their status

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3229746134