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 creating an account. The new user receives a welcome email, see Create new User.
2. show blocked User – Switches the table from the active accounts to the blocked ones. What the list contains then is described under Show blocked users.
3. Column filters – The fields below the column headers narrow the table down to the text you enter; for Role, you select Admin, System User or User instead. The filter applies to the whole list, not only to the page shown.
4. Table – Lists the users of your company, one row per user. User, E-Mail, Description, Employee ID and Role show the data from the dialogs for creating and editing. By default, the table shows ten rows per page.
5. Mandatory courses – Shows how many of your company’s mandatory courses the user has completed, as “completed / required” with a progress bar, for example “2 / 5”. The system takes over the completions from the Academy once a day at night. A dash “–” means that your company has not defined any mandatory courses.
6. Actions – Bundles the icons you use to edit, block, delete or email an account. Which icons a row shows depends on the account, see the table under Actions.

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 menu, a user sees only the applications.
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	not for blocked users
block user	Block the account	not for system users, users without an email address and your own row
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	not in your own row

Functions

Create new User

Anyone who is to sign in to an application needs an account in your company; here you create it individually. The system sets up the sign-in access and sends the user a welcome email with a link to assign their first password. The email address must not yet exist anywhere in the system, not even at another company. Only administrators can create users.

1. Click Create new User above the table to open the dialog.
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 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 to create the account and send the email; Cancel closes the dialog without an account.

The account appears in the table. The selected template determines the text and language of the email, and the link in it is valid for 10 days. After that, or if sending fails, send the link again with send email to reset password; the account exists in both cases. Creating cannot be undone; block or delete an unwanted account.

Next: You manage the templates under Emails and templates. You create many users at once with the CSV import, see Import and export. Afterwards, add the user to a team. Hire Applicant in MatchLytics-Assessment also creates a user, see Viewing and evaluating applications.

Edit

With Edit, you correct the data of an account, change its role and remove individual profiles of the user. A new email address also becomes the address for signing in; it must not exist in any other account of the system, and your own address cannot be changed. The role Admin unlocks the administration menus, for example Company in the Controlboard and Administration in MatchLytics-Management. Only administrators can edit accounts.

1. In the user’s row, click Edit to open the dialog.
2. In the Edit User dialog, change the fields Email, Username, Employee ID, Description and Role.
3. Save your changes with Update; Cancel discards all of them without saving.

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 opens the confirmation Delete profile?; after you confirm, the profile is permanently deleted. 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, it states whether it is completed (“completed by …”) or still open (“Not completed yet”), plus the duration, “Includes exam” and “Includes certificate” where maintained. If mandatory courses are open, the envelope icon Send mandatory course reminder appears below.

The changes apply immediately, and the password stays unchanged. You can reset fields by editing them again, a deleted profile cannot be restored. For a system user, Username and Employee ID are locked and there is no role selection. The app does not offer blocked accounts for editing.

Send email to reset password

If a user has forgotten their password, you send them a link here to assign a new one. You do not set the password yourself; the current one stays valid until the user assigns a new one via the link. The system generates the link for exactly this user and sends it with the selected template to the email address of the account. Only administrators can trigger the email.

The dialog only asks you to choose the email template.

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 to send the email.

The app reports that the user receives an email. The link is valid for 10 days; as soon as the user has assigned a password, their other open links become invalid. You can send the email again at any time. For users whose sign-in is checked by an external provider, there is no link; the app then reports an error.

Block user

Blocking is for when a user is to have no access any more, for example after leaving the company. The system removes the email address of the account, deletes the sign-in access, invalidates the API key and removes the user from all their teams. It also deletes their course completions and their regular meeting entries as a participant, as far as that succeeds. Name and description are kept. Only administrators can block; your own account cannot be blocked.

1. In the user’s row, click the block user icon to start blocking the account.
2. The confirmation Block user? appears. Click Confirm to block the account permanently.

The user can no longer sign in, and the app reports “The user has been blocked”. 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

A blocked account disappears from the normal table; with the switch you check whom you have blocked. The list contains all blocked accounts, that is, those without an email address; permanently deleted accounts no longer appear here. The switch only changes the display, not the accounts.

1. Turn on the show blocked User switch above the table.
2. Turn it off again to return to the active users.

For blocked users, the app offers History, Related Teams and Delete user; a blocked account can no longer be edited. Because blocking removes the user from all teams, Related Teams shows no teams for them.

Delete user

Deleting fulfils erasure requests under the GDPR. The system empties name, description, email address, sign-in data and communication channels of the account, deletes the sign-in access and invalidates the API key. It also removes the user from all their teams and deletes their course completions and their regular meeting entries as a participant, as far as that succeeds. Only administrators can delete; your own account cannot be deleted, so the icon is missing in your own row.

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

The user can no longer sign in and cannot be restored; they do not appear in the list of blocked users either. A blocked account, in contrast, keeps its name and description. A team leader cannot be deleted: the system rejects the deletion and the app reports an error. First make another member the team leader, see Make this user a team leader. Deleting does not delete the user’s profiles; if needed, remove them beforehand in the Edit dialog.

History

The access log shows who read or changed a user’s record and when, for example for a data protection request. The system creates an entry when someone retrieves or changes the user record, and shows up to 500 entries, newest first. Only administrators see the log.

In the user’s row, click History. The History dialog states in the columns Time, Action and User when which action took place and who accessed the record. Close the dialog with Cancel. The dialog does not change anything about the user.

Related Teams

The dialog shows which teams a user is a member of, and thus through which teams they receive permissions, for example in MatchLytics-Management. The system looks for all teams of your company in which the user is entered; teams the user leads are included.

In the user’s row, click Related Teams. The dialog lists all teams of the user 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. You change members and permissions in the team details.

Send mandatory course reminder

The reminder points a user to mandatory courses they have not completed yet. You define the mandatory courses under Academy and mandatory courses; the status comes from the course completions that the system takes over from the Academy once a day. The email names the user’s open courses. Only administrators can send it, and only for users with an email address and open mandatory courses.

The icon appears in the Actions column and 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 the reminder email, and the app reports “The reminder has been sent”. If the user has completed all mandatory courses in the meantime, the app rejects sending and reloads the list. A sent email cannot be recalled; you can send the reminder again. You see the emails in the dispatch log under Emails and templates.

System user

Every company has a system user, a technical account for programs rather than people. Other systems sign in to the sense.AI.tion REST API with its API key and can thus use the analysis capability (server-to-server coupling). Only administrators see the key, under Settings › Customer in the API-Key area in the System-User field, see Settings.

In the table, the system user has the role System User. Do not delete the system user: deleting invalidates its API key, and connected systems lose access. 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