Managing users effectively is essential to keeping your system organized and secure. Whether you're setting up your platform for the first time or making adjustments to existing user accounts, understanding where and how to add or edit users will streamline your administrative workflow.

This guide walks you through the user management process, helping you navigate the key features and options available across your platform. We'll focus on the core steps, important considerations, and the tools at your disposal to manage your user base efficiently.

Before You Get Started

A few things to keep in mind before diving into user management:

• System Admin access is required. Only users with System Admin privileges can create or edit user accounts. If you don't have this access level, reach out to your organization's administrator.
• Role assignment matters. When creating a new user, you'll need to assign them a role. This determines what they can access and do within the system. The good news is that roles can be changed at any time if your needs shift.
• Plan ahead for specialized user types. If you're setting up Standardized or Simulated Patient (SP) users, you'll want to enable SP Status during the creation process. This ensures they have the right permissions and capabilities for their specific function.

Enterprise, Enterprise with Exam System and Pro

Adding a New User

The process for adding an individual user is straightforward. Here's how to do it:

1. Log in to your account using a System Admin user profile.
2. Navigate to Users in the global navigation menu.
3. Click +Add User to open the new user form.
4. Fill in the required information for the new user. At minimum, you'll need to provide their basic details and assign them a role. Enterprise Users only: If this user should have SP (Standardized/Simulated Patient) capabilities, check the box labeled Enable SP Status. For deeper details on managing these specialized user types, consult your platform's SP Management resources.
5. Click Save to create the account.

Once saved, the user is active in the system and can begin logging in with their assigned permissions.

Editing Existing Users

User information and roles change over time. Editing an existing account is just as simple as creating a new one:

1. From the Users section, locate the user account you want to modify.
2. Select the checkbox next to the user's name. Alternatively, if you are only editing one user, you can select the user's name.
3. Click Edit to open their profile.
4. Make the necessary changes to their information or role assignment.
5. Save your changes.

This approach works well when you're adjusting individual accounts one at a time.

Working with Multiple Users at Once

If you need to add, edit, or manage a larger number of users simultaneously, your platform supports bulk operations. Rather than handling each account individually, bulk actions let you streamline the process and save time. Bulk adding and editing is particularly useful during onboarding periods or when restructuring user roles across your organization.

Take these steps to Bulk Add users:

1. Select Users in the global navigation bar.
2. Select the More dropdown and choose Import.
3. Select which action you'd like to take. Each selection will offer the appropriate user template for you to download and fill out.
4. Upload your completed User template.
5. Confirm your information and Import using the Confirm and Import button.

Organizing Your User List

As your user base grows, filtering and searching become invaluable. Our interfaces include options to filter by role, status, or other attributes. This helps you quickly locate the users you need to work with and gain visibility into how your user base is structured across different product tiers and deployment models, whether you're running Enterprise, Enterprise with Exam System or Pro versions.

Next Steps

Once you've added and configured your users, take a moment to review their assignments. Double-check that roles align with job responsibilities and that SP Status is enabled for users who need it. Regular audits of your user list help keep your system secure and ensure everyone has the access level they need to do their work effectively.