The Initial Admin/Account Owner will be added to the account as part of the account creation process. The Account Owner will need to first activate their User Profile and can then proceed to add more Admins. Account Admins have access to preview and configure content, download SCORM files, and run reports. Here are the steps for User Profile Activation as well as for Adding others as Account Admins.
- Admin Profile Activation via the Welcome Email
- Admin Profile Activation via Direct Access
- Manually Add Other Account Administrators (recommended)
- Import Other Account Administrators
- Update the User Role
- Deactivate or Reactivate Admins, as needed
Via the Welcome Email
The Account Owner will receive an Account Set Up email from no-reply@emtrain.com. Click the Complete Registration button to proceed.
This will direct the Account Owner to a Password Set-up screen.
Add the desired password in both the Password and Retype Password fields. Then click Save and Log In.
Once your password has been configured, you will be redirected to the log in screen.
Log-in by entering the Username and Password at this point.
Via Direct Access
If the Welcome Email is not received or is deleted, follow these instructions to log in and configure a password for the first time.
Navigate to your Account URL: https://subdomain.ai.emtrain.com. Click the Need Help Logging In? link.
Enter your email address or Employee ID, and press submit.
A Password Reset Request email will be sent to the email address from no-reply@emtrain.com.
Click the Reset Password button which will re-direct to the Password Set-up screen.
Add the desired password in both the Password and Retype Password fields. Then click Save and Log In to be redirected to the Dashboard.
Manually Add Other Account Administrators
Add other Account Admins by navigating to Users in the Manage Tools.
Click the Add User button.
This will populate a blank User Profile that can be completed.
At minimum, complete the following profile fields:
- Email must be loaded with a user’s unique email address. This cannot be used for any other profile on our system.
- Password = select if you would like the user to create their own password or if you would like to set up a temporary password for them. If you select "user-created" an email will be sent to the user inviting them to set up their password.
- First Name must indicate a Users’ First Name. This field will be used for Email Notifications and in the Learner Portal.
- Last Name must indicate a Users’ Last Name. This field will be used for Email Notifications.
- Preferred Language
- User Role = Account Admin
This will send the Welcome email to the recently added Admin and they can follow the instructions to configure their password.
Import Other Account Administrators
Prepare and save a CSV Roster with 3 columns in this order:
- First Name
- Last Name
- Email Address
Access the CSV Import tool by selecting Users from the Manage Tools.
Click the Import Roster button to open the tool.
Drag and drop the CSV or TXT file in the upload box. Alternatively, you may click the Choose File button inside of the upload box to search for the file.
Click the Upload File button once the file name appears.
If this is the initial CSV import, fields must be mapped. You will map the columns to First Name, Last Name, Email Address by select the field name from the dropdown menu above each column. Any column that does not "match" a field or should not be imported, you may leave as "Do not import".
If the first row of the imported file has column headers, check the First row contains column names box. If there are no column headers on the imported file, leave blank. Confirm the CSV Sync Key is selected as Employee Email address.
Click Start the Import button to import the data. Alternatively, you may choose to Cancel the Import at this time. Starting the import will automatically redirect you to the Import Status screen for the import.
The Import Status screen will offer the following information:
- Status: importing or imported
- Records Processed: number of records actually processed
- New users added: number of records imported
- Users updated: number of records found and edited
- Ignored users: number of records that failed the import
- Errors: indication of the row which failed and messaging to indicate the reason
After the Admin Users have been imported you must manually update the User Role for each one. Then, give them instructions to activate their account via Direct Access.
Update the User Role
Navigate to the Users Table from the Manage Tools.
This table gives Admins a complete listing of the Users on the account. Remove the unwanted fields at this point so you are only viewing First Name, Last Name, Email, Admin, Status, and View. You can do this by clicking the Columns button to see the full list and then the x on the unwanted field names.
Locate a User you wish to update to Admin and click the View link for their record.
This will open the individual profile. Scroll down to locate additional buttons and click the Edit User button.
At this point, fields on the Profile record may be edited. Update the User Role from User to Account Admin.
Then click Save to finalize the settings.
Deactivate Admin Users
Navigate to the Users Table from the Manage Tools.
Locate an Admin you wish to deactivate and click the View link for their record.
This will open the individual profile. Scroll over to locate additional buttons and click the Deactivate User button.
Then click OK on the confirmation screen. Alternately, click Cancel if you choose not to go forward with this action.
As confirmation, a message will populate at the top of the User Profile.
Re-activate Deactivate Users
If an Account Admin has been deactivated, but you wish to activate them once again, navigate to their User Profile. Scroll down to locate additional buttons and click the Reactivate User button.
Then click OK on the confirmation screen. Alternately, click Cancel if you choose not to go forward with this action.