Managing Users and Organizations

This guide covers creating and managing users, setting up organizational structures, and configuring user access across your professional development platform.

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Understanding User Management

Your system supports comprehensive user and organization management with role-based access control. Users can be assigned to multiple organizations with different permission levels.

Key Components

• User Accounts: Individual user profiles with personal information and credentials
• Organizations: Hierarchical structures representing schools, districts, or departments
• Roles: Permission sets that control what users can access and do
• Organization Assignments: Connections between users and organizations

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User Roles and Permissions

The system includes several role types that determine user capabilities:

Administrative Roles

• System Administrator: Full access to all system functions
• Organization Administrator: Complete access within assigned organizations

Functional Roles

• Evaluator: Can conduct performance evaluations and observations
• Observer: Can perform classroom observations
• Observable: Can be observed (typically teachers and staff)
• Reporter: Access to analytics and reporting features
• Proctor: Can administer proctored assessment sessions
• Publisher: Can create and publish learning content

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Creating New Users

System and organization administrators can create user accounts:

1. Navigate to the user management section

2. Click New User or similar creation button

3. Complete the user information form:

   • Email address (required and unique)
   • First name and last name (required)
   • Middle initial (optional)
   • State Educator ID (optional)
   • Time zone selection

4. Select Authorized Organizations from the dropdown

   • Users must be assigned to at least one organization
   • Multiple organizations can be selected

5. Configure User Permissions and Access:

   • Check boxes for applicable roles
   • Administrative access requires separate checkbox selection
   • Role descriptions help identify appropriate permissions

6. Set notification preferences:

   • Message notifications (if messaging is enabled)
   • Auto-finalize observations (for observers)

7. Configure invitation settings:

   • Choose whether to send invitation immediately
   • Optionally schedule invitation for later delivery

8. Click Save to create the user account

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Editing User Information

To modify existing user accounts:

1. Locate the user in the user list

2. Click the menu icon (three dots) next to their name

3. Select Edit User from the dropdown

4. Update any necessary information:

   • Personal details
   • Organization assignments
   • Role assignments
   • Notification preferences

5. Click Save to apply changes

Removing Users from Organizations

You can detach users from specific organizations without deleting their account:

1. Edit the user account
2. Uncheck organizations to remove them from
3. Save the changes

The user will lose access to unchecked organizations while maintaining access to others.

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Managing User Access

Suspending User Accounts

To temporarily disable user access:

1. Click the menu icon next to the user’s name
2. Select Suspend User
3. Confirm the suspension

Suspended users cannot log in but their data remains intact.

Unsuspending Accounts

To restore access for suspended users:

1. Click the menu icon next to the user’s name
2. Select Unsuspend User
3. Confirm the restoration

Archiving Users

To permanently remove users while preserving their historical data:

1. Click the menu icon next to the user’s name
2. Select Archive User
3. Confirm the archival

Archived users cannot access the system but their observation data, course completions, and other records remain in reports.

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User Invitations

Sending Individual Invitations

For users who haven’t received or accepted invitations:

1. Click the menu icon next to their name
2. Select Invite User
3. Choose to send immediately or schedule for later
4. Click Yes, Invite User

Bulk Invitations

To invite multiple users simultaneously:

1. Use filters to select the target user group
2. Click the bulk actions menu
3. Select Invite All
4. Choose immediate sending or schedule for later
5. Click Send Invitations

Managing Invitations

• Clear Invitations: Remove pending invitations for users who haven’t accepted
• View Status: Check invitation status in the user list (Not Sent, Sent, Accepted)

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Bulk User Operations

Changing Organizations in Bulk

To reassign multiple users to different organizations:

1. Filter the user list to select target users
2. Click bulk actions menu
3. Select Change Organizations
4. Choose new organizations from the dropdown
5. Click Apply Changes

This removes users from their current organizations and assigns them to the selected ones.

Bulk Messaging

To send custom messages to multiple users:

1. Filter users as needed

2. Click bulk actions menu

3. Select Send Message

4. Configure the email template:

   • From address
   • Subject line
   • HTML and text body content
   • Use template variables: {{first_name}}, {{last_name}}, {{email}}, {{name}}

5. Preview the message

6. Click Send to deliver

Bulk Archive

To archive multiple users simultaneously:

1. Filter the user list to select target users
2. Click bulk actions menu
3. Select Archive Users
4. Confirm the bulk archival

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User Import and Export

Importing Users from File

The system supports CSV and XLSX file imports for bulk user creation:

1. Click the import option (typically Sync Users)

2. Choose file import settings:

   • Whether to send email invitations
   • Whether to transfer users to the current account

3. Select your properly formatted file

4. Click Sync Users

Required File Format

Your import file must include these columns:

• Email (required, unique identifier)
• First Name (required)
• Last Name (required)
• Authorized Organizations
• Roles
• Content Areas (optional)
• Grade Levels (optional)
• Middle Initial (optional)
• State Educator ID (optional)

Exporting User Data

To export user information:

1. Apply any desired filters to the user list
2. Click the export option
3. The system generates a CSV file with current user data

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Organization Structure

Hierarchical Organizations

Organizations can be structured hierarchically to represent:

• School districts containing multiple schools
• Schools containing departments
• Departments containing grade levels or subject areas

Organization Access

Users’ organization assignments determine:

• Which observation data they can access
• Which reports they can view
• Which other users they can manage
• Which learning content is available to them

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Best Practices

User Creation

• Always verify email addresses before creating accounts
• Assign users to appropriate organizations based on their actual roles
• Start with minimal permissions and expand as needed
• Use consistent naming conventions for organizations

Access Management

• Regularly review user permissions and organization assignments
• Remove access promptly when users change roles or leave
• Use bulk operations for efficiency when managing large groups
• Archive rather than delete users to preserve historical data

Organization Structure

• Plan your organization hierarchy before creating users
• Use clear, recognizable names for organizations
• Consider how reporting and data access will work across the structure
• Document organization purposes and access levels for consistency