You can manage users as author, depending on your permissions. There are two different procedures. On the one hand you can manage users via manual operating in the system, but on the other hand you can also import users from an external file.
You see all created users until now in the overview. You can restrict the display on the right side via various filter on the left side. If you click on the “+”, you enhance the filter. If you click on the table header, you can configure the display and the columns by choosing “Edit display of columns and order” in the context menu and then “Client”, “Last login”, “Division”, “Group” or “Region”.
There are the mass processing functions Delete and Change password for users. More information about these functions you find under User management: Mass processing functions.
The following functions are available via the context menu of the appropriate user name.
The following functions are available via the context menu of the appropriate author’s name.
Inhalte
- 1 Create new user type in the User management
- 2 Further functions in the User management
- 3 Contact management
- 4 Permission groups
- 5 Deleted users
- 6 Double opt-in
- 7 Registration codes
- 8 Clients
- 9 Login via Single Sign-On (SSO)
- 10 User profiles
- 11 Information about the API User import
- 12 Import of further OUs for user team leaders
- 13 Adjustment of user master data
- 14 FAQ
Create new user type in the User management
Create a new author.
Further functions in the User management
Merge
Merge existing users.
Import
Import new users.
Delete users
Delete users and authors.
Change password
Change the password of the user.
Contact management
New contact
Create a new contact.
Permission groups
You define via the permission groups, which team leader rights, author rights and user rights are assigned to the members and in dependancy of the user type which available reports are assigned to. Further you define via a select of main clients, for which users and authors the permission group is available. Finally you can select the roles, which are assigned to the members of the group.
Further information about the permission groups you find under Create new permission group.
New permission group
Create a new permission group.
Deleted users
Via Deleted users you can restore users or you can delete them permanently.
Restore user or delete user permanently
Restore deleted users or delete them permanently.
Double opt-in
Via Double opt-in you get an overview of all users, who have received a verification mail before the registration mail and thus used the double opt-in procedure. You can filter this list by the last name of the user for example.
Double opt-in
Check list, which users have used double opt-in
Registration codes
Under Registrationcodes you create verification codes for user registration.
New registration code
Create a new registration code
Clients
Under Clients you can distribute different visibilities and rights.
New client
Create a new client
Login via Single Sign-On (SSO)
Under Login via Single Sign-On you can enable users (learners) to login via SSO with the help of SAML2 or OpenID Connect, without using additional information about user name and password.
Login via Single Sign-On (SSO)
Learn more about the possibilities to login via SSO.
User profiles
Create user profile
Create a new user profile.
Information about the API User import
You can set users to inactive, can anonymize them, delete and/or permanently delete them in the API user import. The table below serves as decision support.
If you set a user to inactive means that there is an expiry date for this user. After this expiry date the user can be anonymized or permanently deleted. When a user is inactive, the account can be restored.
The effects of the user status “Inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.
Anonymizing
You can set users to inactive, can anonymize them, delete and/or permanently delete them in the API user import. The table below serves as decision support.
If you set a user to inactive means that there is an expiry date for this user. After this expiry date the user can be anonymized or permanently deleted. When a user is inactive, the account can be restored.
The effects of the user status “Inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.
If you anonymize a user, the status of this user is inactive before the anonymization. The account of this user cannot be restored, because the user name is changed.
Anonymizing means that the user data regarding login, first name, last name, personel number and password is anonymized.
The effects of the user status “Anonymized and inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.
If you set a user to marked as deleted, there is set a delete date for this user. Until this date a recovery is possible.
The effects of the user status “Marked as deleted” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.
If you set a user to permanently deleted, all data of the user is deleted, only the forum posts still exist with the remark “User deleted”.
The effects of the user status “Permanently deleted” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.
Further information about the single parameters you find in the documentation of the API user import.
User status
| User status | Inactive | Anonymized and inactive | Marked as deleted | Permanently deleted |
|---|---|---|---|---|
| Delete date | No | No | Set | All data is deleted. |
| Expiry date | Set | Set | No or set if applicable. | All data is deleted. |
| Reports | Will be shown, won’t be shown, can be filtered. | Like inactive, but data is anonymized. | Won’t be shown but single exceptions, anonymized before if applicable. | All data is deleted. |
| Training inventory | Still exists. | Still exists, but the user is anonymized. | Still exists. | All data is deleted. |
| Recovery (recover an active account) | Yes, delete expiry date. | No | Yes, reset expiry date if applicable. | No |
| Filter in user management | Yes | Yes | Yes, own OB3. | No |
| Participant management (event date) | Still be registered (past and future), still is viewable. | Still be registered (past and future). | Will be deregistered from future event dates. | Will be deleted. |
| Participant management (course activation) | Won’t be shown anymore, but is still registered. | Stil be registered. | Will be hidden. | Will be deleted. |
| Community entries | Normal display | Will be shown as “Anonymized user”. | Normal display | Will be deleted. |
| Forum entries | Normal display | Will be shown as “Anonymized user”. | Normal display | Will be shown as “User deleted”. |
| Private messages | Normal display | Will be deleted, also for recipient. | Normal display | Will be deleted, also for recipient. |
| Course announcement (participant list) | Normal display | Will be shown with anonymized data. | Normal display | Will be deleted. |
| OU | Still exists. | Still exists. | Still exists. | Will be deleted. |
| Role | Still exists. | Still exists. | Still exists. | Will be deleted. |
Import of further OUs for user team leaders
Adjustment of user master data
Adjusting user master data
Get to know how to adjust user master data.
FAQ
When do I set users and authors to inactive and which consequences does it bear?
You set users and authors to inactive by entering the entry date and/or the expiration date on the tab Master data in the User wizard or Author assistant. Out of these dates has the user or author the status Inactive, but from the entry date til the expiration date he/she has the status “Active”.
Example of use: You define an entry date (08/01/22) and an expiration date (07/31/25) for a trainee.
When do I delete users and authors and which consequences does it bear?
You delete the user or the author, if you don’t want to generate any reports of him/her. You can restore the deleted user, but the deleted author is deleted permanently. If you delete the user, his/her training inventory entries still remain.
You delete the user by choosing the mass processing function Delete or you choose the context menu Delete. Then you can filter under User management → Deleted user via the user status and you get the users displayed. You can restore the user, but the data, to which he/she was registered is lost. His/her training inventory entries remain despite deleting the user. The option Content transfer to is only to use for deleting authors.
You restore the account of a deleted user by choosing User management → Deleted user → Restore in the line of the deleted users and clicking the button Save in the User wizard which has opened.
You delete the author by choosing the mass processing function Delete or the context menu Delete. If you have selected the option Content transfer to, all content like information about the author and he/she was being coordinator, are transferred. You can’t see the deleted authors under User management → Deleted users, because they are already deleted permanently. Thus the deleted author cannot be restored.
When do I delete users permanently and which consequences does it bear?
If you don’t need any training inventory entries of the appropriate user, you can delete him/her permanently by using the mass processing function Delete permanently. You can’t restore this user. If you delete the user permanently, forum posts still exist and “Deleted user” is displayed instead of the name. Community and private messages are deleted, too.
What is the difference between certifications, which are created by Avendoo(R) and certifications as manual training inventory entry?
You can’t use certifications, which are not created by Avendoo(R) but as manual training inventory entry, as checkpoints. These certifications can also get a validity, but you can’t activate a reminder message for this validity. You can’t assign SVG or PDF files to certifications as manual training inventory entry, which can be downloaded by learners. But team leaders can assign SVG or PDF files to certifications as manual training inventory, because they select a real certificate or create a new certificate. If a certificate template is stored in the client, users can also do, whereas the certificate template is used on each manual user certificate as template for a new copy.
