To see a general overview about the Admin Panel, please first review the following article: Overview of Admin Panel & Settings.
Invite new users (individual)
1. Click on the 'User Management' tab
2. Click on the '+Invite User' button
3. Enter the user's email address, first name, last name, and assign them a role (i.e. Learner, Trainer, or Administrator)
4. Click the 'Send' button. The user will receive an email invitation prompting them to create their password and finalize their registration
Invite new users (bulk invite)
Alternatively, if you have a large number of users, you can use the 'Bulk Invite via CSV' feature to invite up to 500 users at once, saving you significant time:
Please note: Users added via CSV will be assigned the 'Learner' role by default. However, you can change this later if necessary by going back to 'User Management,' scrolling down the the list of users, checking off the box to the left of the user whose role you wish to change, clicking the dropdown menu that reads, 'with selected,' and then selecting the new role. You may do this with one or multiple users at once as you wish:
Info about Roles:
1. Learner: This role should be assigned to students and offers only the most basic permissions. These include access to the Scenario catalog (only if the 'Hide Scenarios Page...' option is toggled off in the 'Admin Settings'), Live Sessions, Performance, Classes and Profile Settings. Learners can facilitate / join sessions, but they cannot create or edit scenarios.
2. Trainer: This role may be assigned to faculty. It will provide full access to the platform including the full Scenario Catalog, Live Sessions, Performance and Classes, with the exception the 'Admin Settings' panel. Trainers have the option to create and manage classes. (If an Admin has toggled on the 'Allow Editing of Scenarios' option in Settings, Trainers will be able to create and edit scenarios as well).
3. Administrator: This role may be assigned to instructors, IT or program/simulation coordinators. It will provide full access to the platform including the 'User Management' and 'Admin Settings' as well as the 'Dashboard' page (which shows a high-level analytics overview). The Admin role offers the highest level of permissions which will allow for global changes that affect all users.
Managing existing accounts:
If you wish to make any role change or remove any accounts from your institution, you can do so by following the steps below:
1. Click on 'User Management'
2. Scroll to the list of users, and check off the user(s) for whom you wish to make the changes on
3. Click the dropdown menu which reads 'with selected,' and select the action:
Important Note: Deactivating an account removes access to it until it is re-activated, while deleting an account removes it from the system altogether. In the latter case, a new account will need to be created if the user wishes to resume access.
What Does the Red X Next to a Contact in the Admin Panel Represent?
If you see a red 'x' next to a contact's name, it simply means that they've not yet verified their email address after their account was created:
The user will just need to check their inbox for the UbiSim email that was sent to them, and verify their email address. If the email has expired, you can simply click the blue arrow next to the red 'x' in order to resend it. After the user has accepted, a green checkmark will appear next to their entry in the accounts page:
Note: Please make sure that you have provided the UbiSim team with all email domain names associated with your program. For example, if your institution uses @uni.edu and @students.uni.edu, both domain names would need to be provided to UbiSim to be granted access to the platform.