User Management

Contents: 

Definitions

Navigating to the Users page

Managing individual users

Users tab

Invite tab

Deactivated tab

Reactivating users

Granting manager permissions

Next steps 

Platform roles required: Organization Manager

Definitions

Navigating to the Users page

1. From the main navigation menu, click Manage > Platform Settings. 
   This is the home for all administrative settings within the platform.
    
2. From the Platform Settings dashboard, click Users from either the Quick Link or the left hand navigation:
   

Managing individual users

The Users page has three tabs from which Organization Managers can manage users:

• Users
• Invite
• Deactivated

What do the user statuses mean? 

Note: If a user is listed as Unlicensed, that user has an account but has not been assigned any active licenses. They can sign in, but will receive the following error message: You are not licensed to view this content 

You should either assign a license to the user or deactivate the user. 

Users tab

The Users tab displays a list of all users in your organization, with details such as name and email address, permissions (system role), licenses, activity (labs completed and last active time), and team membership.

You can view the following information on this tab: 

• User name
• Status
• Permissions
• Licenses
• Labs completed
• Last active date
• Team
• Invited date

You can also:

• Filter by user status (Active, Pre-registered, Invited, and/or Unlicensed) using the Filter by: check boxes at the top of the tab.
• Search for users using their first name, last name, or email address using the search bar.
• In the Actions column, click View Details to view additional details for each user. 
• In the Actions column, click ... > Edit settings to access a convenient dialog box where you can manage user settings, such as turning profile visibility on or off, adding or removing manager permissions, deactivating the user, or generating a one-time password.
• (When filtering by Invited users) In the Actions column, click ... > Resend Invite to resend their invitation email, and click ... > Copy Invite Link to copy their invitation link to your clipboard. 
• Click a user's name in the table to access the specific user’s Profile page, where you can navigate between the following three tabs:
  • Progress: Explore the user’s progress with content, including labs completed and points.
  • Settings: Turn profile visibility on or off, add or remove manager permissions, deactivate the user, or generate a one-time password. 
  • Reports: Download the user’s progress reports in CSV format. 

With the exception of Cyber Range Exercise participants, all users that aren't deactivated should be licensed. An alert appears at the top of the Users tab if there are any unlicensed users. If this alert appears, you should click Show unlicensed users, and then do the following for each unlicensed user:

• Assign a license to the user.
  or
• Deactivate the user. 

Assigning licenses

To assign licenses to users:

1. Filter the table to display unlicensed users by selecting the Unlicensed check box or clicking the Show unlicensed users button. 
2. Select the check boxes to the left of the users to which you want to assign licenses. 
3. Click Assign Licenses. 

Notes:

• A SCIM sync only assigns a license to an active, unlicensed user if it adds the user to a team that is subscribed to a license.
• In most cases, using SSO to sign in won’t assign a license to an active, unlicensed user to be assigned a license. However, a user may inherit a license when signing in via SSO if SSO Team Mapping has been enabled and configured.

Deactivating users

What happens when a user is deactivated?

Before proceeding, it is important to understand the implications of revoking a user's access.

When a user is deactivated, they will:

• Immediately lose access to the platform and any content.
• Have their license removed (freeing up a seat for your organisation).
• Be removed from all teams.
• Be removed from all active and pending assignments.
• See a message informing them that their account has been deactivated if they attempt to sign in.
• Lose the ability to perform any privileged actions.

Deactivating individual users

If you’re looking to deactivate a small number of users, you can do this directly from the Users table:

1. Select the check boxes to the left of the users that you want to deactivate. 
2. Click Deactivate Users. 
3. The selected users are deactivated.
4. Their licenses are removed, and they are removed from all assignments that haven't ended.
5. They can no longer sign into their account. If they try to do so, an error message notifies them that their account has been deactivated. 
6. Their user data will still exist but will no longer be visible in the platform. 

Deactivating a list of users

You may need to remove a large list of users from Immersive if they have left your organization. The Bulk Deactivate feature allows you to process multiple users at once, either by pasting a list of email addresses or uploading a file.

You can access the bulk deactivation tool by navigating to Platform Settings > Users and clicking the Bulk Deactivate button.

From the 'Bulk deactivate users' page, you have two methods to input the users you wish to remove:

     Method 1: Paste Email Addresses

1. Select the text entry field on the screen.
2. Paste your list of user email addresses directly into the box. Note: Ensure there is only one email address per line.
3. The form will automatically validate the format. If any emails are formatted incorrectly, you will see an error asking you to "Ensure all email addresses are correctly formatted."

     Method 2: Upload a File

1. Click the option to upload a file.
2. Select a .txt or .csv file from your computer containing the target email addresses.
3. The system will automatically parse the file and populate the emails. If the file is invalid or corrupt, you will receive an error stating, "Could not read the file. Please try again."

Confirming Deactivation

Once your list is populated and validated, click to proceed. You will be presented with a final warning outlining the impact of the deactivation. Confirm the action to begin the deactivation process.

Tracking Progress for Large Lists 

Deactivating large lists of users (20 or more records) will be processed as a background task. You can continue using the platform while this runs. You will receive a notification (via the notification icon) when the deactivation has been completed. 

Any deactivations in progress, or failed deactivations, will be displayed at the top of the Users page until they succeed, or are acknowledged.

Managing Errors and Failed Deactivations

Sometimes, not all users on your list can be successfully deactivated (for example, if an email address does not match an existing account).

• Complete Failure/Missing Accounts: If none of the emails provided match active accounts on the platform, you will see a message stating "No accounts were found."
• Partial Success: If the system successfully deactivates some users but fails on others, you will see a breakdown of the success and failed counts.
• Retrying Failures: On the partial success screen, you can click Retry failed emails. This will automatically navigate you back to the Bulk Deactivate form, pre-populated with only the email addresses that failed, allowing you to easily review and try them again.

Invite tab

From the Invite tab, the Organization Manager can invite users in your organization (one at a time) by using the Invite User form. That user will then receive an email with a link to register their account. Once you fill out the form, that user will receive an email inviting them to activate their account on the platform.

This is useful to quickly grant access to members of your team who may need early access, such as an Organization Manager, License Manager, or Team Manager. 

When inviting individual users to the platform, you can opt to assign them to a team and grant them specific elevated manager permissions. Once they activate their account, they will automatically be placed into the assigned team and have the correct privileges. 

To invite users:

1. In the Details section, specify the user's first name, last name, and email address.
2. (Optional) In the Add to team section, specify a team from your organization to which the user will be assigned. 
3. In the Manager permissions section, select the check boxes for the areas that you want the user to have permissions to control. 
4. Click Invite user. 

Note: To import and invite a large number of users, use the Bulk import users action on a team’s page.

Deactivated tab

The Deactivated tab lets you monitor deactivated users and reactivate them, if desired. It displays the following information for each deactivated user:

• User name
• Last active date
• Team

Reactivating users

To reactivate a user:

• Click ... in the row belonging to the user, and then click Reactivate User. 

When the user is reactivated, they will be reassigned any org-assigned or team-subscribed licenses, and they will be added to any org-assigned or team-assigned activities for which they qualify.

Users can also be reactivated if they are reprovisioned by SCIM.

Will deactivated users be reactivated using SCIM?

Yes, if a user is reprovisioned by SCIM, their account is reactivated.

Will deactivated users be reactivated during the import process?

Yes, if a user is imported into a team using a CSV file, that user is reactivated as part of the import process.

Will deactivated users be reactivated via SSO sign in?

No, SSO sign ins do not reactivate users. Users must be reactivated manually or via a SCIM sync or an import.

Granting manager permissions

The type of role you can assign to others in your team or organization will depend on your own system permissions. 

For information on how to assign admin roles, see Adding / Removing Manager Permissions.

Next steps

Assign lab collections and/or career paths to individual users or teams to provide them with content that is relevant to them and their profession.

For instructions, see Assigning Lab Collections and Career Paths.