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USERS

The User page allows administrators to create and edit user account information.


Video

Lucidity Induction: Users Overview

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


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


Searching for Users

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

Video

Lucidity Induction: Create and Edit User

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:

  1. Click 'Add New'

  2. Complete the fields as required (see table 'Sample of Fields' below)
  3. 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 with * are mandatory

Definitions of Fields

Your DetailsFirst Name

Last Name

Phone

Mobile

Working Visa

Company

Location

Job Title
Next of KinNext 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


Email

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:

  1. Locate the specific user using relevant filters
  2. Click the User or 'Edit' to the far right of the user



  3. Edit fields as required
  4. Click 'Save'


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.

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.

View User Records

Video

Lucidity Induction: View User Records

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:

  1. Locate the specific user using relevant filters
  2. Click 'Records' to the far right of the user

  3. 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

Video

Lucidity Induction: Convert Users

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.

There are some important points to be aware of when using this feature:

  • The details are copied only and are not linked. This means details changed in the user account in HR are not reflected in the user account in Induction and vice-versa
  • 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:

  1. Locate the specific user using relevant filters
  2. Click 'Actions' to the far right of the user
  3. Click 'Convert'



  4. Select Employee Type
    1. This will determine is the user is listed as an employee, casual or sub-contractor person type in Lucidity HR



  5. Click 'Save'
  6. 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

Video

Lucidity Induction: Merge Users

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.


To merge 2 profile, from the User page:

  1. Locate the primary user (i.e. - the account needing to be KEPT) using relevant filters
  2. Click 'Actions' to the far right of the user
  3. Click 'Merge'



  4. In the wizard that opens, click 'Add' to select the users to be merged
    1. More than 1 account can be selected to be merged

  5. Click 'Next'
  6. Review the selected changes
  7. Click 'Merge'



  8. The accounts will be merged and results displayed. All course records from either account will now be associated with this single account.
    1. Click 'Return to list' to return to the user page

Manage User Course Groups

Video

Lucidity Induction: Manage User Course Groups

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:

  1. Locate the user using relevant filters
  2. Click 'Actions' to the far right of the user
  3. Click 'Course Groups'



  4. Update the course group selections as required



  5. Click 'Update' for changes to be applied

Delete User

Video

Lucidity Induction: Delete User

To delete a user, from the User page:

  1. Locate the specific user using relevant filters
  2. Click 'Actions' to the far right of the relevant user
  3. Click 'Delete'

  4. In the pop-up that appears, click 'Delete' to completely delete the user from the system


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

Video

Lucidity Induction: Reporting from the User Page

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:

  1. Click 'Show Filters'

  2. Select the relevant filters

  3. Click 'Filter'
  4. All results will be displayed at the bottom of the screen

  5. Click 'Excel Export' to generate this report into Excel







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