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USERS
The User page allows administrators to create and edit user account information.
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From the User page, administrators can:
Create new user accounts
Manage existing user accounts including:
Edit user accounts
View user records
Convert user to other Lucidity Applications
Merge duplicate accounts
Manage user course group allocation
Delete user accounts
Export list of users to Excel
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Induction Users Users created in Lucidity Induction can also have accounts "converted" to allow all their details to be copied into a standard user profile in Lucidity HR and their completed records listed in Lucidity Competency. Therefore, the User page is split into users and converted users. User Page: This page lists all new user accounts as well as all existing user accounts which have NOT been converted Converted User Page: This page lists all existing user accounts which HAVE been converted |
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This means, when an administrator is trying to locate a user account, both the User page and the Converted User page may need to be searched. Even once converted, user accounts in Lucidity Induction ARE NOT linked to the user profile in Lucidity HR. The information is copied only, not linked. Therefore, any changes made to the Induction account will not be reflected in the HR account and vice-versa. Instructions in this section are relevant to Lucidity Induction user accounts only and are valid for both the User and Converted User pages. |
Create New User
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If a user is not creating their own account via self-registration, administrators can create an account on their behalf. Basic information will be required from the user.
To create a new user account, from the User page:
Click 'Add New'
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Complete the fields as required (see table 'Sample of Fields' below)
Click 'Save' to save the user
The details captured for users is completely configurable and each organisation will have different details they require. The below is a sample only. Fields marked
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with * are mandatory
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Definitions of Fields
Your Details | First Name |
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Last Name | |
Phone | |
Mobile | |
Working Visa | |
Company | |
Location | |
Job Title | |
Next of Kin | Next of Kin First Name |
Next of Kin Last Name | |
Next of Kin Primary Phone Number | |
Account Details | Username This must be unique to all other accounts in the system |
Password | |
Confirm Password |
Edit User
Administrators can view and edit user account details. End-users are also able to edit their own details but their may be times when an administrator is requested to do this on behalf of the user.
To edit an existing users account, from the User page:
Locate the specific user using relevant filters
Click the User or 'Edit' to the far right of the user
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Edit fields as required
Click 'Save'
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User Names and Passwords Administrators can view and edit usernames but are unable to view user passwords, for obvious security reasons. In most cases, users should be directed to the 'reset password' tool, however, an administrator can reset a user password if required. For more detail on the password reset tool, see the Password Reset section in the Self-Registration and End User page in this user guide. |
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Mini Menu Whenever a user profile is accessed, a mini menu on the left had side will appear. User details, course records and course groups are all accessible this way. |
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View User Records
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User course records can be viewed from the Records page as well as directly from the user account in the User page.
To view user records, from the User page:
Locate the specific user using relevant filters
Click 'Records' to the far right of the user
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Records will be displayed and all actions (edit, print, delete) are accessible and manged in the same way as from the Records page. Refer to the Records page in this user guide for more details.
Convert Users
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Converting a user is the term used when a user's details and completed records from Lucidity Induction are copied across to Lucidity HR and Lucidity Competency. This allows for users to access all other Lucidity applications as required and for administrators to manage additional training in Lucidity Competency, enter any issues the user is involved in in Lucidity Incident etc.
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It is important
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to note that only records with a course progress of 'Complete' will be transferred. Incomplete or outstanding training will not be converted
To convert a user, from the User page:
Locate the specific user using relevant filters
Click 'Actions' to the far right of the user
Click 'Convert'
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Select Employee Type
This will determine is the user is listed as an employee, casual or sub-contractor person type in Lucidity HR
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Click 'Save'
The user's details will be moved from the User page to the Converted User page and their details and completed records converted
Merge Users
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There may be cases where two or more accounts exist for the same user. This may occur if a user, for example, forgets their username or password and chooses to create a new profile rather than contacting an administrator for assistance. This is where merging users can become useful.
In the example below, C-3PO has created 2 accounts with slightly different user names.
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To merge 2 profile, from the User page:
Locate the primary user (i.e. - the account needing to be KEPT) using relevant filters
Click 'Actions' to the far right of the user
Click 'Merge'
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In the wizard that opens, click 'Add' to select the users to be merged
More than 1 account can be selected to be merged
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Click 'Next'
Review the selected changes
Click 'Merge'
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The accounts will be merged and results displayed. All course records from either account will now be associated with this single account.
Click 'Return to list' to return to the user page
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Manage User Course Groups
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If a user selects an incorrect course group or needs additional course groups assigned, this can be managed via the User page.
To manage a user's course groups, from the User page:
Locate the user using relevant filters
Click 'Actions' to the far right of the user
Click 'Course Groups'
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Update the course group selections as required
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Click 'Update' for changes to be applied
Delete User
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To delete a user, from the User page:
Locate the specific user using relevant filters
Click 'Actions' to the far right of the relevant user
Click 'Delete'
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In the pop-up that appears, click 'Delete' to completely delete the user from the system
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Deleting Users Deleting a user cannot be undone - always use the delete function with caution. All records associated with the user will also be deleted. NOTE: If the user has been converted, this will also delete their profile from the rest of the Lucidity system. |
Reporting from the User Page
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An Excel list report is available from the User page. Reports will reflect filtered search options as displayed on the lower half of the User page.
To generate a report, from the User page:
Click 'Show Filters'
Select the relevant filters
Click 'Filter'
All results will be displayed at the bottom of the screen
Click 'Excel Export' to generate this report into Excel
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