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User Management Overview

User Management in Skyllful Studio is where administrators add, edit, filter, and organize the Studio, IQ, and Simulator users in a Learning Program, and where a handful of rules apply to everything they do there.

Who are the three types of Skyllful user?

Skyllful groups people by the component they work in.

User type
What they do
Simulator users Complete training as Learners, on their assigned devices.
IQ users View reporting and analytics, and manage the Learners who report to them.
Studio users Design and manage training content.

One person can be more than one type, and many are. Access is set per person, on the three Access tabs of their user record.

 

Note: Users belong to a Learning Program, not to your organization as a whole. Someone who trains in two programs exists in both, and their access in each is set separately.

How do you open the User Management screen?

Step
Action
1 Open the Learning Program you want to manage.
2 On the Learning Program Overview, find Quick Links and click Users.
3 The User Management screen opens on the Users tab, showing that program's users.

What is on the screen?

Two tabs sit at the top: Users, and Auto-Enrollment Links.

On the Users tab, the list shows five columns by default, First, Last, Email/Username, Access Levels, and Last Login, and every heading except SELECT can be sorted. Above the list are the filters; below it are Select All, Users Per Page, and Edit Selected.

Three controls are easy to miss and worth knowing about.

Control
Where
What it does
The columns icon Top right of the list, left of the plus Opens Choose Table Columns, where you can add Person Number, Manager, Job Role, tags, and a column per Studio permission.
The plus (+) icon Top right of the list Adds a new user, or imports one from another Learning Program.
The three dots Top right of the screen Imports and exports users, and opens the latest import report.

What do the user fields mean?

Identity and sign-in
Field
What it means
First Name, Last Name The person's name. Both required.
Person Number The person's unique identifier in Skyllful. Required, and never changed once set.
Email, Username How they sign in. Which one applies depends on the authentication type.
Authentication Type SSO or Skyllful Authentication. SSO users sign in with an email through your identity provider; Skyllful Authentication users sign in with a username and password.
Access Levels Which components they can open: Simulator, IQ, Studio, or any combination.
Last Login When they last signed in. Useful for spotting people who have never started.
Organization
Field
What it means
Manager Who the person reports to. Only a user with Skyllful IQ access can be a manager.
Job Role The position they hold, which is how training is targeted. Required for Simulator access.
Region, Market, Warehouse, Location Organizational fields, configured to match your structure. They appear on the Simulator tab.
Tags Labels for grouping and finding people. Apply as many as you need.

What is true across all of User Management?

Six things hold whatever task you are doing, and knowing them saves more time than any single procedure.

Rule
Why it matters
Everything is per Learning Program. Users, job roles, and provisioning rules all belong to one program. Nothing you set here reaches another.
Every user needs a Person Number. It is their unique identifier, it is required, and it is never changed once set.
Every Learner needs a manager, and managers need IQ access. Only a user with Skyllful IQ access appears in the Manager list, so a program needs at least one IQ user before its first Learner.
Access is granular in Studio, and simple everywhere else. Simulator is on or off, IQ has two levels, Studio has twenty-five individual permissions.
Deactivating is how access ends. There is no delete. Deactivating is reversible and keeps the person's training history.
Bulk actions overwrite. Whether you bulk-edit or import, what you supply replaces what was there. Narrow the selection and change only what you mean to.

 

Note: There is one exception to the reversibility above. Deleting a person's lesson data is a hard delete and cannot be retrieved by anyone, including Skyllful. It is the only action here that cannot be undone.

What can you do in User Management?

To do this
See
Understand what each component's access controls User Permissions
Create a new person, or bring in someone who already has a Skyllful account Add a User
Change one person's details or access, or several people's at once Edit User Profile
Find people, build advanced filters, and choose which columns the list shows Sort, Search, and Filter Users
Add or update many people from a spreadsheet Bulk Import and Export Users
End someone's access, find them again, and restore them Deactivate and Reactivate Users
Create, rename, and archive the job roles training is targeted at Manage Job Roles
Understand single sign-on and how new users are created automatically How SSO and Auto-Provisioning Work
Permanently remove someone's training history Delete Lesson Data

FAQ

Where is User Management?

Open a Learning Program, then click Users under Quick Links.

What is the difference between Studio, IQ, and Simulator users?

Studio users build content, IQ users view analytics and manage their Learners, and Simulator users complete training. One person can be all three.

Someone is missing from the list. Where are they?

Set the Access Levels filter to Deactivated Users. People are deactivated rather than deleted, and the default view hides them.

Does adding someone to one Learning Program add them everywhere?

No. Access is granted program by program.

Can I see who holds a particular Studio permission?

Yes. Open Choose Table Columns from the columns icon and turn on that permission as a column.

Skyllful Knowledge Base | Administrators