Introduction

To be able to access the platform, users need to be registered so that they have an account. Depending on how your platform is configured, your users may have the option to self-register, or the creation of user accounts may be reserved exclusively for administrators.
→ For more information about self-registration and how to set up those options, see the article User registration types.

This article covers the creation of users by administrators. Users can be created by a Superadmin, or by Power Users with the requisite user permissions.

Creating a new user

→ Power User with Users/ View and Create permissions

To create a new user, select Admin menu > E-learning > Users to access the User management page. Then in the top right corner click the plus icon and select New user.

In the slide-out panel, fill out all of the information on the first page, General information. We recommend filling out all of the fields, even if not all of them are mandatory. Required fields are marked with an asterisk*. A few notes about the fields in this section:

Username

It should be unique, but easily identifiable for both you and your users. For security reasons, usernames, first and last names are checked according to the OWASP guidelines (opens in a new tab) and will be sanitized to avoid injections. This field is disabled when the Use email as username option is active in the platform Advanced settings menu to prevent changing its value to anything different than the user email.

Level

Select the user level from the dropdown menu. Learn more about user levels, roles, and statuses.

Email

While providing email addresses is optional, it is strongly recommended for receiving newsletters and notifications. Make sure that email addresses are unique across the platform; if there are multiple accounts with the same email address, the platform will send communications to the first account in alphabetical order, potentially causing messages to reach the wrong person. 

First and last name

While inserting the first and last name of the user is not required, it is highly recommended so other areas of your platform such as notifications and certificates can display the user's full name. For security reasons, usernames, first and last names are checked according to the OWASP guidelines (opens in a new tab) and will be sanitized to avoid injections.

Email validation status

Set the email value as verified or unverified from the corresponding dropdown field. Verified email addresses are fundamental to the platform's security. Set up the email verification process by enabling the Send verification email at first login option in the Users tab of the platform's Advanced settings and configuring the User email address must be verified notification (include the [verification_link] shortcode) using the Notifications app. The platform will notify all users with unverified emails upon their first login.

Password

You can set password options through the platform’s Advanced Settings. For more information about the password policy, refer to the Managing the password policy article. Please note that if the maximum number of failed attempts is reached, the entire public IP address of the user is blocked from accessing the system for ten minutes. It is not possible to manually reset the counter from the Admin side of the platform.

Force users to change their password at first login

This option forces a user to change his or her password upon the first login to the platform.

Expiration

Set an expiration date, after which the user will no longer have access to the platform. Press the calendar icon, then select a date on the calendar to set an expiration date. To remove a user’s expiration date, press the X icon next to the field. Learn more about expired users.

Activate user at the end of creation process

This option sets whether the newly created user will have the activated (green check mark) or deactivated (gray circle) status in user management. Deactivated users cannot access the platform yet and will need to be manually activated first: This can be done by a Power User with Users/Edit permission. For more information see the article on User statuses.
→ Note that this option only controls the status the new user will have when they appear in the user management list. In some cases, newly created users are placed in the Pending users list, where they must be approved before they reach user management.

Send User has been created (by administrator) notification to new user

This option is active by default. Upon creating the new user, the User has been created (by administrator) will be sent to the email address that you added for the user. Please see more about this option in the corresponding following section.

Language

Select the user-preferred language. The user will be able to change his/her preferred language from the user's Main Menu, by clicking on the pen icon and accessing the Preferences section.

Date format

Select the user date format according to the language. You can edit the date format only if the Custom User Selection option is enabled in the Date and Time tab from the Advanced Settings item in the Settings section.

Time zone

Select the user's time zone. You can edit the time zone only if the Let the user choose their own time zone option is enabled in the Date and Time tab from the Advanced Settings item in the Settings section.

Press Next to continue to page two of the slide-out panel, where you can assign the user to branches in the organizational chart. Select the folder from the tree, or search for a branch using the search bar. Please note that, if you have activated your platform after October 21, 2019, you are not allowed to assign the same user to multiple branches. Once selected, press Next.

In the third page of the slide-out panel, set any necessary additional fields. Once selected, press Next again.

In the fourth page of the slide-out panel, in the Manager information section, type the names of the manager the user you are editing in the corresponding text areas, for example, direct manager or functional manager. If this user does not have a direct manager, enable the User does not have a direct manager toggle.

Please note: The information related to the manager types can be viewed and managed from the Manage Managers Types page of the Users management page, by clicking Manage teams and managers in the top right corner and selecting Manage manager type from the items that appear below. Learn more about managing manager types.

If the user is not a manager, you can press Create user at the bottom of the panel to finish the creation process. Press Review to review all of the details that you have configured, or press Previous to go back and edit the details.

Once you finish the user creation process, the next steps are as follows: 

• If you have the Users/Can activate users permission, the newly created user will appear directly in user management. Otherwise, the newly created user will appear in pending users. 
• If the user is in pending users, they will need to be approved. This requires the Users/Users waiting for subscription confirmation permission.  After approval, the user will be moved to user management.
• On reaching user management, the new user will be already activated if you selected the option Activate user at the end of creation process. Otherwise, you will need to manually activate the user, which requires Users/Edit permission.

Once the user is in user management and activated, they will be able to access the platform. At that point, you can enroll the user directly into courses, or associate subscription licenses to the user. Please note that you can only assign licenses that are visible to the branch in which the user is placed. If you’re creating a manager, refer to the following section. 

Pending users

→ Power Users with Users/Users waiting for subscription confirmation permission

The Pending users list contains newly created users who need to be approved in order to complete the user creation process. These can include:

• Users created by a Power User without the Users / Can activate users permission 
• Self-registered users for whom administrator approval is required, or who have not yet clicked the confirmation link, for more information see the article on self-registration.

Please note: Users created by a Superadmin, or by a Power User with the Can activate users permission, will appear directly in the user management list without needing to be approved first in the pending users list.

To access Pending users, select Admin menu > E-learning > Users to open the User management page, then in the top right corner click the clock icon (pending users). 

To approve a user, click the ellipsis icon on the user’s row and select Approve.
→ The user will be removed from this list and appear in the main user management list. 

You can similarly Reject a user, which will remove them from this list. To approve or reject multiple users at the same time, select the checkboxes alongside them and use the Choose action button in the bottom right. 

User management

→ Power User with Users/ View permission to open the page, also Users/Edit permission to manage users.

To access the user management page select Admin menu > E-learning > Users.
The page lists all the users created on your platform. Note that it does not show users who still need to complete the account creation process, which are instead shown in the Pending users page. 

To manage a user, find the user and click on the ellipsis menu at the end of the user's row.

Take advantage of the following options:

Please note: The staff.support user is created by default on your platform. This account is used for support purposes, and you cannot modify nor delete it.

User personal summary

Access the User Personal Summary, already filtered for the selected user.

Unpair Authenticator app

If the e-signature is active in your platform, use this option to remove the association between a user and the authenticator app they use to prove their identity

Merge user

Use this option to merge the user profile to another user profile.

Channel

Use this option to quickly access the user's personal channel.

View Skills dashboard

Use this option to access a view-only version of the user’s Skills dashboard. This option is only available if the selected user has configured their skills. If you are the manager of the selected user, you will also have the possibility of suggesting new skills and content from this page as from the user’s Skills overview page.

Reset skill profile

When using the Skills Management to manage the skills of your users, use this option to reset the skills associated to the user profile.

Log in as this user / Log in as this Power User

Use this option to login as the user or Power user, depending on the user level. Find out more about impersonating users and Power Users.

Jump to Power User's profile

If there are Power Users defined in your platform, use this option to access the main page of the Power User.

Edit

In the slide-out panel, edit the information you need to change and press Update.

Delete

By completing this action, the user will be deleted. Please note that:
- The data of deleted users still remains stored in the platform indefinitely.
- You can opt to have it stored in anonymized form with the Anonymize Deleted Users option in the platform Advanced Settings. This option is enabled by default if you activated your platform after September 2, 2021.

Please note: For those using the Docebo VILT for Zoom version 3 integration, if a user you are attempting to delete is configured as a Zoom host in an existing VILT event, you will not be able to delete that user in Docebo without first removing them in Zoom.

Mass actions for users

As a Superadmin, you can perform the same action on a selection of users. From the User Management main page, select the users you would like to involve in the action by checking the checkbox next to their username and click on Choose action in the bottom right corner of the page. Refer to the dedicated Knowledge Base article for further details on the available options to manage users with mass actions.

Creating a manager

During the user creation procedure, you can designate the user as a manager in the platform and assign team members to the user. To do so, reach the Team members tab of the slide-out panel when creating or editing a user, and activate the This user manages a team toggle. Type the names of the team members in the Team members section. Use the search bar to look for specific users, if needed.

When finished, press Create user at the bottom of the panel to finish the creation process. Press Review to review all of the details that you have configured, or press Previous to go back and edit the details. Once the user is created, you can enroll the user directly into courses, or associate subscription licenses to the user. Please note that you can only assign licenses that are visible to the branch in which the user is placed.

You may need to give manager permissions to more than one user at a time. To do so, select the users you want to promote as managers from the All Users page, click on Choose action in the bottom right corner of the page and select the Give manager permission option. Please note that this option is not available when all users are selected with the Select all button. As a result, the toggle This user manages a team will be enabled for all the selected users. A background job will be started when selecting more than 100 users.

As an option, you can use CSV files to configure users as managers by setting the Is Manager field to Yes and to assign users as team members of a manager by declaring the username of the manager associated with the user using the Type of manager field. Learn more about importing and managing users via CSV files. 

Unique user ID

Once a new user has been created, he or she will be given a unique user ID (UUID), which is not editable by the user or the Superadmin, nor can it be used as login credentials. This field serves as a technical identifier for users and can be used when returning APIs and for SSO purposes. To view UUIDs, access the All Users page, press the Columns management icon at the top of the users' list, then press the UUID item to add the corresponding column in the table.

The UUIDs for all users will then be displayed in a column on the users' table.

Sending a notification to new users

When creating a new user, you can send a notification to them via email to alert them of their new account in the platform. This option is active by default in the slideout panel during the user creation process. Upon creating the new user, the User has been created (by administrator) will be sent to the email address that you added for the user. Please note that this notification must already be configured and activated using the Notifications app if you want to use this feature.

If you unselect this option, you can send the notification later by selecting the users in the user list on the main User Management page, then pressing Choose action in the bottom right corner of the page and selecting the Send activation notification item. You can also resend notification emails using this method, in case a user misses the original notification.

Please note: The process for automatically adding or changing group memberships works off of platform events. This process constantly analyzes the platform events in order to understand if there are users needing to be added or removed to/from groups, based on these events. As a result, any user modification that involves group modifications is processed asynchronously and the update may be delayed up to one hour.