Users

Purpose

Under Company › User, you manage the user accounts of your company. Anyone who is to sign in to an application needs an account. Here you create accounts, change their data, reset passwords, block or delete accounts and see which mandatory courses a user has completed. You group several users into teams.

Who can see this?

Administrators only (role Admin). The Company menu item is hidden for users without this role.

Layout

1. Create new User – opens the dialog for a new account.
2. show blocked User – switch that shows the blocked users instead of the active ones.
3. Column filters – one field per column for filtering; the Role column has a selection list (Admin, System User, User).
4. Table – one row per user with the columns User, E-Mail, Description, Employee ID, Role and Mandatory courses.
5. Mandatory courses – shows “completed / required” with a progress bar, for example “2 / 5”. A dash “–” means that no mandatory courses are defined for your company.
6. Actions – icons for the functions per user (see below).

Use the column headers to sort the table. Use the selection field at the top right to hide and show columns; the Refresh button (circular arrow) next to it reloads the list.

Roles

Role in the table	Meaning
Admin	Administrator: manages users and teams and sees all areas of the Controlboard.
User	Starts orders in the licensed applications and sees their results. In the Controlboard, a user sees the applications and their own settings.
System User	Technical account for connecting other systems, see System user. It cannot be used to sign in and cannot be selected as a role.

Team leader is not a role in this table. You define who the team leader is in the team. A user who is entered as team leader in a team automatically receives the team leader role when signing in.

Actions

The Actions column shows one icon per function. Hover over an icon with the mouse to see a tooltip with the function.

Tooltip	Function	Offered
Edit	Change data, delete profiles, see course completions	always
block user	Block the account	not for system users and users without an email address
History	Access log of the user	always
send email to reset password	Request a new password	not for system users and users without an email address
Send mandatory course reminder	Reminder by email	only while the user has not completed all mandatory courses
Related Teams	Teams of the user	always
Delete user	Delete the account permanently	always

Functions

Create new User

1. Click Create new User.
2. In the Email and Username fields, enter the user’s email address and name. Both entries are required.
3. Optionally enter the Employee ID and a Description, for example the function in the company.
4. Select the Role. You can choose Admin and User; User is preselected.
5. Under Email Notification, select the email template for the welcome email in the Template field. The field is required. A template whose name contains “Standard” is preselected, otherwise the first available one.
6. Click Create.

The new user receives the welcome email with a link to assign their first password. Only then can they sign in. If sending the email fails, the account is still created; then send the link again with send email to reset password.

You manage the templates under Emails and templates. You create many users at once with the CSV import, see Import and export.

Edit

1. In the user’s row, click Edit.
2. In the Edit User dialog, change the fields Email, Username, Employee ID, Description and Role.
3. Save with Update.

Below the fields, the dialog shows two sections:

1. Latest Profiles – up to five of the user’s most recently created profiles with date and type. The red cross next to an entry opens the confirmation Delete profile?. After you confirm, the profile is permanently deleted and cannot be restored. Without profiles, the section reads “No profiles found.”
2. Course completions – the mandatory courses of your company, with “(completed / required)” added to the heading. For each course, the app shows whether it is completed (“completed by …”) or still open (“Not completed yet”), plus the duration and “Includes exam” and “Includes certificate” where maintained. If the user has open mandatory courses, the envelope icon Send mandatory course reminder appears below. The app takes over the completions from the Academy once a day.

For a system user, Username and Employee ID are locked and there is no role selection.

Send email to reset password

Use this function when a user has forgotten their password.

1. In the user’s row, click send email to reset password.
2. In the Reset Password? dialog, select the email template under Email Notification in the Template field. The field is required; the selection list shows the name and language of each template.
3. Click Reset Password.

The user receives an email with a link to assign a new password.

Block user

1. In the user’s row, click block user.
2. The confirmation Block user? appears. Click Confirm.

A blocked user can no longer use the system. The account loses its email address and its access, and the app removes the user from their teams. Blocking is permanent: the app has no function to unblock.

A team leader cannot be blocked. First make another team member the team leader, see Make this user a team leader.

Show blocked users

Turn on the show blocked User switch above the table to see the blocked users. Turn it off again to return to the active users. For blocked users, the app offers Edit, History, Related Teams and Delete user.

Delete user

1. In the user’s row, click the red Delete user icon.
2. The confirmation Delete user? appears. Click Confirm.

Deleting removes the person from the system irrevocably: their personal data is anonymized, the user is no longer visible, can no longer sign in and cannot be restored. Use this function for erasure requests under the GDPR.

The difference from blocking: a blocked user remains visible in the list of blocked users, a deleted user does not.

History

In the user’s row, click History. The History dialog lists the accesses to the user record, newest first, with the columns Time, Action and User. The User column names who accessed the record. Close the dialog with Cancel.

Related Teams

In the user’s row, click Related Teams. The dialog lists all teams the user belongs to in the Name column. If the user is not assigned to any team, it reads “This user is not assigned to any team!”. Close the dialog with Cancel.

Send mandatory course reminder

The Send mandatory course reminder icon only appears for users who have not yet completed all mandatory courses. It is also available in the Edit User dialog under Course completions.

1. Click Send mandatory course reminder.
2. The Send mandatory course reminder? dialog states the progress, for example “2 / 5”. In the Template field, select the email template. A template whose name contains “Standard” is preselected, otherwise the first available one.
3. Click Send reminder.

The user receives a reminder email. The app does not offer the action for system users and users without an email address. You define the mandatory courses under Academy and mandatory courses.

System user

Every company automatically receives a system user when it is set up. It is a technical account and cannot be used to sign in to an application. In the table, it has the role System User.

The system user connects the sense.AI.tion system with other systems (server-to-server coupling): you can integrate the analysis capability into other systems via the REST API. For this, you need the system user’s API key. Administrators find it under Settings › Customer in the API-Key area in the System-User field, see Settings. The system also uses this user itself to perform background work.

Do not change or delete the system user. For it, the app offers neither block user nor send email to reset password.

Notes

Use sense.AI.tion products

If you would like to use products, tools and/or services from sense.AI.tion GmbH, you will find the necessary information on prices, demo access and downloads at sense.AI.tion