Users: Create, Edit and Delete a Contractor Employee or Visitor – Convergence Training Support Center

INTRODUCTION

A user record is created when the contractor employees and visitors self-register, or you create a user record on behalf of your contractor employees or visitors.

There are two different types of Users in the contractor LMS:

Contractor Employees and Visitors: Contractor employees, visitors, and others are non-employees who use the LMS to complete your required site orientations and job specific training prior to visiting or working at any of your work-sites. This article addresses how to create and manage a user record for a contractor employee and visitor.
Employee Administrators: These are employees of your organization who will administer the Contractor LMS. Refer to the Users: Create, Edit and Delete an Employee Administrator.

Contractor employees and visitors can perform the following actions:

Self-Register (create their username and password)
Log in and out of the LMS
Launch and complete assigned training
Print completion certificates
Add additional worksites (if applicable) when they need to go to a new facility and launch and take training unique to that site
Add additional job roles (if applicable) when they are performing specific job duties that your company requires specific training. For example, truck drivers.

The Contractor LMS is designed to have your contractors and visitors self-register. There is very little need for you to create a Contractor Employee in the LMS. This might be required when:

A contractor employee has difficulty self-registering. This is typically because they have already registered and they are trying to register again or they cannot locate their company.
A contractor employee has not self -registered and completed training before he comes to your location.

In both these examples, you could resolve the issue and walk them through the self-registration process. Or, you can create their user record and register them for the training they need following the steps below.

USERNAMES AND PASSWORDS

In the Contractor LMS, the username is the contractor employee or visitors email address.

Passwords must meet the following criteria:

Case Sensitive
Minimum of any 4 characters
Special characters are allowed. i.e.; ! @ $ % ? * etc.
Examples: Password1, Safety 123, CompanyName1

CREATE A USER: CONTRACTOR EMPLOYEE OR VISITOR

Step 1: Create the User Record

Follow these steps below to create a new user:

Click the Administration tab at the top of the screen.
Click the Organization menu, then the Manage Users link on the left menu bar.
Click the New button at the top of the Manage Users screen.
Click the Select button to the right of the Team field.
1. Search and locate the desired contractor company from the list of available records.
2. Check the checkbox to the left of the desired record.
3. Click the Select button to complete your selection and return to the Create User screen.
Complete the following required entry fields:
1. Username: Enter the contractor employee or visitor's email address.
  Note: If they do not have an email address type firstname.lastname@noemail.
2. Password: Enter a password.
  Note: Passwords must be at least 4 characters (numbers, letters or a combination of both and are NOT case sensitive.
3. Confirm: Re-enter the password. Passwords must match.
4. First Name: Type the contractor employee or visitor's first name.
5. Last Name: Type the contractor employee or visitor's last name.
6. E-mail: Enter the contractor employee or visitor's email address.
  Notes: If a valid email address is not provided, they will not receive an email confirmation with the web address and their username and password or annual reminders when the training expires and is due again.
Complete any additional optional fields as desired (denoted in black).
Click the SAVE button.
Click the CLOSE button after the User Created confirmation appears.
Your newly created user will appear on the Manage Users screen.

Step 2: Add the New User to a Group

Groups are used in the Contractor LMS as a way to assign your facility orientations or job specific training to your contractor employees and visitors. A group is created for each location that has a unique site orientation and/or job specific training. After creating a user record for the contractor employee or visitor, you must add them to the appropriate group so they will be assigned training they are required to take.

Follow these steps to add or remove a user from one or more groups:

Open the Administration tab at the top of the screen.
Select the Organization link, then the Manage Users link on the left menu bar.
Search and locate the user following the directions provided in the Using Search article.
Click the Edit button to the left of the desired user name.
Scroll down the page to the Advanced Properties section.
Click on the Group Membership tab.
Click on the Update Group Membership button.
To add groups:
1. Click the checkbox to the left of the desired group(s) from the list of available records table.
2. Click the right arrow to move the selected items to the selected records table
3. Click the Select button.
To remove groups:
1. Click the checkbox to the left of the desired group(s) from the list of selected records table.
2. Click the left arrow to move the selected items to the available records table
3. Click the Select button.
Click the Save button located on the menu bar.
Click the Close button after the Changes Saved confirmation appears.
You will be returned to the Manage Users screen.

Step 3: Provide URL and Username and Password

Provide the new user with the Contractor LMS URL, their username and password so they can login and launch training. Refer to the Sample Email and Instructions to New Contractor Companies article for a guide to notify your new users how to access the LMS and launch their required training.

EDIT A USER: CONTRACTOR EMPLOYEE OR VISITOR

You would most often edit a user record to change their team or change their password. You can also edit a user record to add or update any data stored in optional fields.

Follow these steps to edit a user record.

Click the Administration tab at the top of the screen.
Click the Organization Menu, then the Manage Users link on the left navigation bar.
Search and locate the user following the directions provided in the Using Search article.
Click the Edit button to the left of the desired user name.
To edit the password:
1. Click the Change Password button.
2. Type the new password.
3. Type the password again in the Confirm Password field.
To edit the team:
1. Click the Select button to the right of the existing team name.
2. Search and locate the new team.
3. Check the box to the right of the new team.
4. Click the Select button to return to the Edit User screen.
Make any other desired changes on the Edit User screen.
Click the Save button located on the menu bar.
Click the Close button after the Changes Saved confirmation appears.
You will be returned to the Manage Users screen.

DELETE A USER: CONTRACTOR EMPLOYEE OR VISITOR

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 or Activate article for the steps to deactivate a user.

Follow these steps to delete a user record.

Click the Administration tab at the top of the screen.
Click Organization, then the Manage Users link on the left menu bar.
Search and locate the user following the directions provided in Using Search article.
Click the Delete button to the left of the desired user name.
Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete users.
Click the YES button on the Confirm Delete screen.
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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