Users: Create, Edit and Delete

Article Links Introduction | Usernames and Passwords | Create a User |  Edit a User | Delete a User | Change a User's Password | Change a User's Team  |

INTRODUCTION

Users are all employees in your organization. A user record may include demographic information about the employee such as name, address, username and password. In addition a user record can include a photo, display the user’s assigned roles and groups, and include attachments.

The LMS automatically assigns a newly created user in the security role called “Everyone”. This allows the user to take and complete training and view the Training and Home tabs. A user with the security role of “everyone” cannot perform any administrative functions or view the Administration or Content Tools tabs. Refer to the Security Roles article for directions to assign an administrative security role to a user.

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USER NAMES AND PASSWORDS

The first decision you will make when adding users to the LMS is to determine how your users will access the LMS. Usernames and password should be easy for your users to remember. Below are guidelines for creating usernames and passwords with examples.

Guidelines

Best Practices

• Usernames and password should be easy for your users to remember.
• Consider using something they are already know or use to access another software program.
• Turn on notifications to automatically notify users of the LMS web address and their login credentials.
• Refer to the Configuration article to learn how to set your Password security. You can require users to reset their password after their first login and set password expiration dates.

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CREATE A USER

Follow these steps to create a new user:

1. Click the Administration tab at the top of the screen.
2. Click the Organization link, then the Users link on the left menu bar.
3. Click the New button at the top of the Edit Users screen.
4. Click the Select button to the right of the Team field.
   1. Double click the desired team from the list of available records. (You can only choose one team) 
   2. You will be returned to the Create User screen.  The team will be pre-filled in the Team field.
      Notes: (1) Use search to the right of the Look For field to search for the desired team. (2)  A user can only be in one team at a time.
5. Complete any required-entry fields (denoted in red). Most required-entry fields are self-explanatory.  The following optional fields are explained as follows:
   1. Username: Type in the desired Username.
   2. Password:  Type in the desired Password.
   3. First Name: Type in the user's first name
   4. Last Name: Type in the user's last name
6. Complete any optional fields as desired (denoted in black).  Most optional fields are self-explanatory and are not listed below.  The optional fields listed below have been identified as requiring additional explanation and are described as follows:
   1. Email: Requires an email to send notifications of assigned training, training coming due or past due, lost password, and email recurring reports.
   2. Hire Date: Use calendar picker to enter the user's hire date in a MM/DD/YYYY format.
   3. Termination Date: Use the calendar picker to enter the user's termination date in the MM/DD/YYYY format when applicable.
   4. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
   5. Job Title: Enter the user's job title.
   6. Address, City, State and Zip: Enter the user's street address when applicable.
      Note:  (1) This field is an optional field and does NOT have to be entered. These fields are typically used by administrators using the Incident Management System as they pre-fill data on the OSHA Form 300-A: Summary of Work Related Injuries and Illnesses. (2) These fields can be suppressed so they cannot be viewed or changed by anyone that does not have a Master security role. This prevents anyone except Master Administrators from viewing or editing the address in the User Record. (3) Please contact support@convergencetraining.com to request Hide User Address be enabled or disabled.  
   7. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync) and Display External ID has been enabled in Configuration. Please refer to the Configuration article for more information. Do not change the value of this field unless directed to by a support team representative.
   8. Birth Month/Day/Year: Select the Birth Month, Date and Year. Used by the Incident Management System and populates OSHA Form 300 and MSHA Form 7000-1.
      Notes: (1) This field is an optional field and does NOT have to be entered. (2) Once the data is entered and saved, the field will be encrypted and the text "ON FILE" will be displayed in place of the data entered. Only Master Administrators will be able to reset and edit these fields. (3) Refer to the User Record: Additional Functions article below to reset the data in those fields.
   9. Gender: Indicate male or female.
   10. Last 4 Digits of SSN: Used by the Incident Management System and populates on the MSHA Form 7000-1.  To comply with privacy laws, the data in this field will be automatically encrypted and replaced with the words "On File". This field applies to the MSHA LMS only and will not be present in the Enterprise LMS.
       Notes: (1) This field is an optional field and does NOT have to be entered. (2) Once the data is entered and saved, the field will be encrypted and the text "ON FILE" will be displayed in place of the data entered. Only Master Administrators will be able to reset and edit these fields. (3) Refer to the User Record: Additional Functions article below to reset the data in those fields.
   11. Renewal Date: Convergence Training use only
   12. Renewal Period: Convergence Training use only
   13. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
   14. Timezone Persistence: When checked, the time zone value entered above will not change if the user changes the default time zone on their computer.
   15. Require MFA: When checked, the user will be required to provide two credentials to authenticate their identity at login before they are granted access to the LMS.
       Note: This field will only appear when it has been enabled by our support team. Please refer to the Mutli-Factor Authentication (MFA) article to learn more about MFA and when and how to enable MFA.
7. Click the Save button.
8. Click the Close button after the User Created confirmation appears.
9. Your newly created user will appear on the Manage Users screen after selecting the Refresh button.

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EDIT A USER

You may need to edit a user record when you want to change a user's team or modify data collected on the user record such as email address, phone or change a user's name.

Follow these steps to edit a user record.

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired user name.
5. Make the desired changes on the Edit User screen.
6. Click the Save button located on the menu bar.
7. Click the Close button after the Changes Saved confirmation appears.
8. You will be returned to the Manage Users screen.

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CHANGE A USER'S PASSWORD 

A user’s password or team can be changed at any time.

• When a user forgets their password, and administrator can reset their password
• When a user’s team is changed, it may also change the training the user is assigned. In many cases, training previously assigned to Teams, Departments, Sites and/or Regions/Districts will be inherited when the user moves to a new team within the organization.

Follow these steps to change a user password:

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article
4. Click the Edit button to the left of the desired username.
   
5. Click the Password button on the Edit User Record Screen
6. Type the new password in the Password filed
7. Type the password again in the Confirm field
8. Check the Force Password Reset box if you want to force the user to type a new password on their first login
   Note: This checkbox will only appear when you have enabled Reset On Next Login in the System >> Configuration men.
9. Click the Save button
10. Inform your employee of their new password to login.

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CHANGE A USER'S TEAM

A user’s team can be changed at any time. When a user’s team is changed, it may also change the training the user is assigned. In many cases, training previously assigned to Teams, Departments, Sites and/or Regions/Districts will be inherited when the user moves to a new team within the organization.

Follow these steps to change a user team:

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article
4. Click the Edit button to the left of the desired user name.
5. Click the Select button to the right of the Team field.
   1. Select the desired organization unit from the Look for drop down list.
   2. Select the desired organization from the list of available records.
   3. Click the Select button.
      Notes: (1) Use search to the right of the Look For drop down list feature if there are more teams than fit on a page. (2) A user can only be in one team at a time and an unlimited number of groups.
6. Click the Save button located on the menu bar.
7. Click the Close button after the Changes Saved confirmation appears.
8. You will be returned to the Manage Users screen.

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DELETE A USER

Deleting a user is generally discouraged as all completion records associated with that user are also deleted. Instead, deactivate a user. Refer to the Users: Deactivate and Activate article for the steps to deactivate a user. Follow these steps to delete a user record.

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left navigation bar.
3. Search and locate the user following the directions provided in Using Search article.
4. Click the red Delete button to the left of the desired user name.
   Note: If the red Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete users.
5. Click the YES button on the Confirm Delete screen.
6. Click the OK button on the Delete Succeed confirmation screen. The user will be deleted from the LMS.

Should a user be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted user and their completion records.

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