# 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 based on their role. * **E-portfolio:** Here, you can create printable reports of individual learners. * **Inventory**: The **transaction** [**assignee**](/doc/privileges-user-access-details-CfHN1bm5hK) 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. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/c6ce8718-a7e7-4fc5-b36a-ce59b0593884/136347737.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=bdf61fcc390e4ea05f561fb0b9c8a23b79de5be2b5fb6533d10c286a89cadcc4&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) The **New User** pop-up will be displayed: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/86c7966e-f306-4da0-b89f-5737ee906ffe/new%20user%20popup.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=776d0be76d0c02cb672fd427185c1ad08abe50396c420b42b51539e952ea18c7&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =642x420") ***First* or *last name, email,* and *password* are mandatory.** Once all these details are filled in, the faded areas of the window become editable. ![Password Settings fields with Password visibility option](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/194a167c-5d2e-4172-82b6-b5a282d8e95f/pw%20visibility_edit%20user_2.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=6b1a78a0d8ed26cf4abfa360a53ebb285022df4f4920d986098b2abbe5321961&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1987x650") :::tip Assigning users a UCID (Unique Customer ID) for easy identification is recommended, but not required. ::: * **Roles** can also be assigned later on: see more about [**role assignment here**](/doc/e1a91793-4430-455c-8391-2a1dab4c6a57). * **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](/doc/batch-user-create-KqZQGjRkyv).) * The user's group membership can be managed in **Groups**; for more information, please see [**here**](/doc/e1a91793-4430-455c-8391-2a1dab4c6a57). * You can check or modify a user's privileges in **the Privileges section**. Check how to manage privileges [**here**](/doc/e1a91793-4430-455c-8391-2a1dab4c6a57). :::info Only users with *Learner* privilege have the [**__E-portfolio__**](/doc/0d561830-b6a1-4593-8455-f9d3f496312c) tab. ::: :::info *IMPORTANT*: When using the **Add New user** option, the [Transaction assignee](/doc/privileges-user-access-details-CfHN1bm5hK) checkbox gets checked by default for [Learner](/doc/privileges-wnjrx8qPWS) privilege users (*if the Inventory manager is enabled within the LearningSpace system*). ::: :::warning **User Managers cannot create** *Admin, System Manager, Room Manager,* or *Learner History/SP Activity-*privilege users. ::: To create additional users, use the **"Create One More"** option available in the upper-right corner of the pop-up. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/b270fc9f-7bba-40aa-9b4a-98b744fa719b/136347738.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=9a439f904459543e3ac4b5ada366246505f7b06944161be588f2e11a0fb45fd9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) ## Account Tab ### User LDAP Authentication If a [**directory server is configured**](/doc/how-to-configure-ldap-login-J9ujZBfTLG) for user authentication, LDAP authentication can be set up for users in the **Edit User** window. Users can log in using their credentials stored on your directory server by enabling LDAP authentication. :::warning ***WARNING:*** If LDAP authentication is enabled, users cannot log in with their **LearningSpace Enterprise** email and password, nor can they modify it. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/bc3138d3-779c-432d-bac6-ee6a0dade5dc/ldap.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=76ed4ae5c7cc32f98a9ad25d2f34936b93caae9cc963137f7e8e615f4809fa87&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =599x815") :::tip Learn more about LDAP user authentication at [How to Set Up a User for LDAP Authentication](/doc/how-to-set-up-a-user-for-ldap-authentication-fz6NXMSyXu). ::: ### Card ID Field 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. :::tip See more under [How to use Card-based Login](/doc/how-to-use-card-based-login-IJcfoBXtul) or [Learner Check-In/Check-Out](/doc/learner-check-in-check-out-fgsS7FrTUg). ::: With LearningSpace's [Batch user create](/doc/batch-user-create-KqZQGjRkyv) (BUC) feature, card ID values can be added to multiple users. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/e41e9395-d5ff-44ac-897e-4570ac165470/image%20%282%29.jpeg?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=e23a7b98364b9674a6798d774be58eabf96fe5767abee065ba249ae91a163f21&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =385x465") :::warning **Character limit:** The Card ID cannot be longer than **127 characters** - otherwise, the following error message will be displayed: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/2c6b4da5-4992-4b10-933f-4bf652c56378/card%20id%20error.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=a5d3bb277a5600f63db0cf2bfdb38a894a95b7204c1e71cfabe1ccf79515cec0&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =599x318") ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/90f03695-1b1e-4af2-b06c-acc1fd894b37/122814666.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=981d939689a2d63f705311f94b4fb42d2fc73e1204889de52e57c55836c03e8b&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) ::: ### Additional Custom ID Field 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). ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/4f01d1b0-e1bf-4452-929f-e00be8182634/add%20cust%20id.jpg?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=8881a4ec7b464710ffef51f653d151ab49d7fa18bdbcdd3eb9bbaba90d8cbb40&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1887x715") 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. :::warning The ACID field **can not be synced** via [LDAP synchronization](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/how-to-configure-ldap-synchronization-zRqlnJJQfk). ::: When this option is selected in the Reporting Setup, the ordered list of numbers in the Learners column on the [OEQS Scoring page](/doc/oeqs-scoring-page-25NfRaNDcH) is replaced with the learner's Additional Custom ID. :::tip This field will additionally appear in: 1. [**Batch User Upload Module**](/doc/batch-user-create-KqZQGjRkyv) 2. [**Raw Score Export Report**](/doc/how-to-access-raw-score-export-0H5cNJgwJB) ::: :::info If a user does not have an Additional Custom ID value populated, the fallback value (a ***Unique Identifier***, or *‘UID’* ) is used. The UID is a number that **does not contain any identifiable information**. **➡️** **UIDs are** * **unique identifiers** assigned to learners by the system, * are **anonymous and consistent** (even if the page is refreshed or revisited), * allowing for **reliable progress tracking** across the system. ::: ### 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](/doc/edit-user-pop-up-p53l4RpOgR). ![Department Field in User Manager](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/966afa47-1b0e-4bb2-b5e3-8ea982d60721/department%20field.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=aac1b77e3fdacf9142e8843ca1bc32c5668aa2bb1c6804cd8169edd714b937e7&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =418x1076") The new field can be synced via [LDAP synchronization](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/how-to-configure-ldap-synchronization-zRqlnJJQfk) for each learner. Its content is also included in the [Learner Check-in Check-out](/doc/learner-check-in-check-out-fgsS7FrTUg) Report. ## Groups Tab Every group the user is currently a member of is listed here. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/719fd4e5-7240-48d8-8746-b9ac7f7e730b/70386353.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=78fdb6b05706e7b97c4eb5ed278b3caf9685717e094f0659cdcf5c4d6a2db796&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) If you search for and **add a new group** on this page, the user will be added automatically. Also, a user can be **removed** from a group by deleting the group from the list. ## Privileges Tab Each user needs a [Role](/doc/roles-E8osxYRlCO), which can only be **assigned** in the **New/Edit User** window. :::info Find out more about [**creating Roles here**](/doc/59709e23-7a8b-45e2-8f08-a319aae9e34e). ::: The system distinguishes between **Roles** and [**Privileges**](/doc/privileges-wnjrx8qPWS)**:** * **Roles** refer to user **types** (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 for each role, select a role, then go to **the Privileges tab.** :bulb: 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. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/63a04692-bb04-4e31-9fe6-a959dd6b1705/70386364.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=71d24a822603438c954cf29b09925d4675aa961897449541d52f78d5913cf96c&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::warning **Custom roles** in the **New/ Edit User** window will not be saved. Roles can only be saved for later at [**Roles**](/doc/59709e23-7a8b-45e2-8f08-a319aae9e34e). ::: ## 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.** ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/ab9a6d33-0de3-435a-a779-ab78fb1d60b7/trans%20assignee%20NEW%20GIF.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=aa4e270437b4290c3d6d77e152e4ad92ede9aa8f9918fddf28f7328db7585d21&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =x1316") :::warning Ensure that the *Inactive* checkbox is unchecked in the **user's Account tab**. ::: :::info Once you assign a user as a **Transaction Assignee**, the system automatically generates a **QR code** for that user. ::: ### QR Code :::tip Print the system-generated **QR code** so users can easily **identify themselves** when picking up or bringing back equipment. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/1be56037-f226-436c-a5d9-fe31bc1be268/66355613.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=44cbf6d4b6ed4db81ac0dea21849a0283b3042e444894a67f8469fd1b437240d&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =471x285") ::: ### **Automatic Transaction assignee privilege assignment for new Learners** When using the **Add New user** option, the [Transaction assignee](/doc/privileges-user-access-details-CfHN1bm5hK) checkbox is checked by default for [users with Learner]() privilege (*if the Inventory manager is enabled in the LearningSpace system*). This way, Learners can be marked as Transaction assignees during [Transaction](/doc/transactions-8oqvFYXUib) processes in the Inventory. :::tip Learn more on the [Privileges & User Access Details](/doc/c9e91cf8-9101-466f-a1e6-0e588bb13eb1) page of the [Inventory Manager](/doc/inventory-manager-vOW2yRV1Eg) or on our [Inventory - How to](/doc/inventory-how-to-0RqhoAqgtJ) pages, and watch the [Inventory Manager Training Videos](/doc/inventory-manager-training-videos-eqiDv4PiyB). ::: ## Deleting users For deleting users, click on the three dots available in the upper right corner of the pop-up and hit **Delete**: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/6e1c500d-33b3-4433-84e2-5208f69c8b06/delete%20user.jpg?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=a44411e3af0bb909b8d127381a323776e4ff10bf46c50b6f5bdf52603535f26e&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =x901") :::warning Deleting users will prevent you from **running reports** or **pulling data** for those users. A better option is to make all these users *"**inactive**"*: this will retain their data, but they will no longer be able to access the LearningSpace environment. ::: :::success For information about **Inactive Learners,** go [here](https://kb.learningspace.elevatehealth.net/s/5307bdc3-7790-482b-bba5-c5ca1cb0c221). ::: Additionally, the user **group** these users belong to can be [hidden](), so it is not listed in the user interface. The easiest way to make users in a specific group inactive is through the [**Batch User Create**](/doc/batch-user-create-KqZQGjRkyv) tool. :::success For more information, see [How to Edit or Delete Multiple Users](/doc/how-to-edit-or-delete-multiple-users-X4xyZCMoyy). ::: :::tip For further information, visit our [User Manager - How to](/doc/user-manager-how-to-FZIA85dFJf) pages. ::: --- **Documents** - [User Guide](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/user-guide-WPv4VxhtWB) - [FAQ](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/faq-YoxOQOjvnY) - [Training Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/training-videos-D2ycsEwqPt) - [Module Introduction Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/module-introduction-videos-I6OQ6H7SUT) - [Release Notes](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/release-notes-BcFFMsc0RV) - [Distance Learning with LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/distance-learning-with-learningspace-eAfwW23Hxg) - [Preventing Copy-Paste in LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/preventing-copy-paste-in-learningspace-sPD0IIUuk0) - [Important Technical Notification Regarding Adobe Flash Player](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/important-technical-notification-regarding-adobe-flash-player-eQtMLwLmTJ) - [iPad support - Technical information](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/ipad-support-technical-information-dLmeFvKofC) - [TeamViewer Link](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/teamviewer-link-QyKZBMqUT9) - [YouTube videos about LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/youtube-videos-about-learningspace-TMb3zdc0LC) - [Customer Aftercare One-Pager](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/customer-aftercare-one-pager-GBWMe1BcfS) - [Case Studies](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/case-studies-VcAbFqXSz7)