Edit User Pop-Up

You can manage details for each user in the New/Edit User window.

Name, email address, university ID, role assignment, and user photo are located in the header, while further settings can be edited in the following tabs:

• Account: personal data, including the status (Inactive) settings.

• Groups: Manage the user's group membership.

• Privileges: here, you can check which privileges your user holds according to its role.
  
  

• E-portfolio: here, you can create printable reports of individual learners.

• Inventory: the Transaction assignee option can be enabled for the user on this tab. It is enabled by default for all newly created Learners.
  
  

  
  

Creating a new user

Click + New to create a new user account on the right under Users.

The New User pop-up will be displayed:

First or last name, email, and password are mandatory. Once all these details are filled in, the faded areas of the window become editable.

• Roles can also be assigned later on: see more about role assignment here.

• User profile pictures can be uploaded in the header of the Edit User pop-up. (See also how to upload multiple photos with the BUC feature here.)

• The user's group membership can be managed in Groups; for more information, please see here.

• You can check a user's privileges or modify them in Privileges. Check how to manage privileges here.

To create additional users, use the "Create One More" option available in the upper-right corner of the pop-up.

Account Tab

User LDAP Authentication

If a directory server is configured for user authentication, LDAP authentication can be set up for users in the Edit User window.
Users can log in with their credentials stored on your directory server by switching on LDAP authentication.

Card ID

In the Card ID field, you can enter the numeric equivalent of a barcode or a combination of numbers/characters related to the QR code associated with a Learner user account.

This way, LearningSpace will be able to identify a user based on this ID in case the related QR code/barcode is printed out and used at the Kiosk or other type of Check-in Station:  the Check-in Station will detect the barcode/QR Code and match it with the Learner user account it belongs to in LearningSpace.

With LearningSpace's Batch user create (BUC) feature, card ID values can be added to multiple users.

Character limit:

The Card ID cannot be longer than 127 characters - otherwise, the following error message will be displayed:

Additional Custom ID

The Additional custom ID field provides a consistent and anonymized identifier that can be managed institutionally without exposing personal information (e.g., email addresses or names).

Unlike UCIDs (which may contain identifying data), ‘ACIDs’ are

• consistent across all Activity/Case/Part views,

• persistent across page refreshes or revisit scenarios,

• non-identifiable, and only shows the exact value stored in the “Additional Custom ID” field of the user profile.

  The ACID field can not be synced via LDAP synchronization.

When this option is selected in the Reporting Setup, the ordered number list in the Learners column on the OEQS Scoring page is replaced with the learner's Additional Custom ID.

Department Field

For an even more detailed identification of LearningSpace users, a new field named ‘Department’ has been introduced in the Edit User pop-up.

Department Field in User Manager

The new field can be synced via LDAP synchronization for each learner. Its content is also included in the Learner Check-in Check-out Report.

Groups Tab

Every group of which the user is currently a member is listed here.

If you search and add a new group on this page, the user will be automatically added.
Also, a user can be removed from a group by deleting the group from the list.

Privileges Tab

Each user needs a Role, which can only be assigned in the New\Edit User window.

The system distinguishes between Roles and Privileges:

• Roles refer to the type of users (e.g., Learner, SP, Instructor, etc.).

• Privileges are users' capabilities: They limit what users can access in the system (e.g., what they see on their dashboard).

Roles vary from simple ones with one or a few privileges to complex ones with several privileges. You can either select a default role for a user or a Custom role and select the preferred privileges.

Default roles

Default roles can be selected from the Role drop-down menu in Accounts in the Edit Users tab. To check the privileges of each role, select a role and go to Privileges.

💡 All privileges will be displayed for the role, but cannot be edited.

Custom roles

Using Custom, you can create a custom role for your user.

After selecting Custom from the Role drop-down in the Edit User tab, the view will change to Privileges. Select the privileges you want to grant to your user.

Inventory Tab

In the Inventory tab of the Edit User pop-up, a checkbox is available for each user. With this checkbox, you can designate any active user as a Transaction Assignee, who can then be assigned as the person responsible for a check-in or check-out transaction.

QR Code

Print the system-generated QR code so users can easily identify themselves when picking up or bringing back equipment.

Automatic Transaction assignee privilege assignment for new Learners

When using the Add New user option, the Transaction assignee checkbox gets checked by default for Learner privilege users (if the Inventory manager is enabled within the LearningSpace system).
This way, Learners can be marked as Transaction assignees during Transaction processes in the Inventory.

Deleting users

For deleting users, click on the three dots available in the upper right corner of the pop-up and hit Delete:

Additionally, the user group to which these users belong can be hidden so that it is not listed on the user interface.

The easiest way to make users in a specific group inactive is through the Batch User Create tool.