This article explains how to create users in the YTM system using various methods, providing flexibility to meet different organizational needs. The system supports multiple ways of creating users, including:

1. How to Create Users Manually.

2. How to add Users by Bulk Importing via Excel Template.

3. How to add Users through Registration

How to Create Users Manually #

Manually adding users allows you to create individual profiles with customized details. This method is ideal for adding a small number of users or for creating accounts with specific requirements.

How to Create a new user:

1. Select the Users tab then User Profiles.
2. Select the Create new user button.
3. In the pop-up dialog, add the user information.

1. Enter the username that will be unique for each user and cannot be changed.
2. Enter the user’s email address.
3. Enter the first name.
4. Enter the last name.
5. Add a profile picture optionally.
6. Choose the desired option for the password. Generated – The user receives a generated password or Manually inserted– You create a password.
7. Enter a password. (If you select the Manually inserted option).
8. Confirm the entered password. (If you select the Manually inserted option).
9. Set the expiration date for the password. The system will remind the user when to change the password.
10. Set the user’s role in the system. You can select between the predefined roles or make your own. For more information, see the roles and permissions video.
11. Select the user’s account status:
    1. Active – for all users who can log into the system with their username and password.
    2. Suspended – for all users who are prohibited by an administrator from entering the system.
    3. Locked – for all users who cannot enter the system because they have typed in the wrong password several times.

Note: Administrators can change a user’s status anytime and view user details regardless of status.

12. 12.  Set the Time zone according to the user’s current place of residence.
    13. Select the language applied throughout the application and make it visible only to this user.
    14. On the tests available in different languages, questions in this language will be displayed by default to this user.
    15. Click the Save button to create a profile.

If you click on Add personal info you will be able to: 

Add the newly created user to a desired user group by selecting the plus icon.

Add more specific information for the user: example (  Gender, Middle name, phone number …)

An automated email notification will be sent to the email address you provide to inform the user of their newly created account and provide them with the necessary credentials for access.

This email notification is fully customizable, allowing you to include login instructions and a direct link to the user’s profile. The direct link will enable them to access their account and set a new password at their convenience.

Please check this article to learn more about How to Configure Email and Application Notifications

and for more information on creating users manually check this video 

How to add Users by Bulk Importing via Excel Template #

Bulk importing users simplifies the process of adding multiple users at once. By using a pre-designed Excel template, you can efficiently upload large batches of user information into the system.

uploading users #

To upload users, follow these steps:

Click on the Import option, then select Users.

1. Click on the text Excel template to download a predefined Excel template. Filling in the Excel template according to the set rules is necessary to import the data successfully. Please refer to the heading below to learn more about how to complete the template. 
2. Click on the hyperlink to download the instructions for filling in the template for uploading. 
3. When you fill in the template, add a file with user data by clicking the Select File button.
4. Click the Upload button to load users into the YouTestMe GetCertified.

Filling in the Excel template #

The Excel template consists of a sheet containing fields where users’ personal and account information should be entered. 

The first seven columns are mandatory to fill in: username, password, user’s role and status, first and last name, and email address.

Gender, date of birth, affiliation within the organization, groups, country, and city are optional fields for bulk import. Those fields can be requested to be filled by the users themselves.

Legend Sheet: Field Codes and Instructions #

The second sheet contains Legend. It provides explanations and instructions for filling the fields that require predefined codes, specifically:

1. User roles in the system – There are four default roles: administrator, student, instructor, and proctor. However, new custom roles can be created, and the system would generate codes upon them.
2. Status – The status of a user account can be active, suspended, locked, inactive, or pending. As shown, explanations and codes can be found in Legend.
3. Gender – Insert a code denoting the user’s gender.
4. User groups – Each user group in the system has its ID. To add a user to the user group when uploading them as an Excel file, enter a user group ID found in the Information tab of the corresponding group.  
5. Custom columns – Custom columns that have the value text, date, timestamp, number, and dropdown can be added to the user’s personal information.

Also, the Excel sheet has a column for adding custom properties. You can add as many custom properties as needed. For more information on how to use and create custom properties, please visit this article How to Add Custom Fields to User’s Profile

When the Excel file is uploaded, you can see imported users by filtering the users by Creation date in descending order.

 For more information on importing users via Exel templet. please check this video

How to add Users through Registration #

Registration links allow for automatic user registration. You can customize these links by specifying the user role and selecting the group where the user will be assigned.

Creating registration links #

Navigate to User settings then registration Links

1.  Click the Create New button,

In the Information tab, we can do the following:

2. Enter the registration link Name.
   
3. Enter a Description and additional information about the purpose of the registration link.
4. Insert a random Path to be used as a unique link identifier. It must consist of only letters, numbers, and hyphens. Alternatively, the registration link automatically generates a unique path upon clicking the Generate button.

The Memberships tab determines which role the newly registered user will get and which groups and training courses they will be assigned to.

1. 5. Select the user role that a user registering through this link will be assigned.
   6. Designate user groups to which the user will be automatically enrolled as a member.
   7. Designate groups to which the user will be automatically enrolled as a manager.
   8. Select training courses that a user who registers using this link will be automatically assigned to as a candidate.
   9. Define the Expiration time of the link. If set, the link will be valid until the specified time.

Note: Expired registration links can still be edited and shared, but users cannot use them to register for the application.

 Page Layout tab is used to configure which fields will be displayed to the user during registration using the provided registration link.

10. Configure displayed registration page fields for users when registering using the link.
11. Optionally, allow users to use the displayed fields configuration of this link when registering. However, note that this option will only be available during self-registration and not when using a registration link.
12. Click the Save button.

You can easily copy the registration link for each of the created user groups and send it to candidates.

As soon as a user submits a registration request (even if it hasn’t been approved yet), the user will appear among the members of the user group they should belong to according to the link configuration. However, if you click on that user’s profile, it will show that their status is Pending.

Approving registration requests #

To approve the registrations is through the notifications panel.

1. Click on Notifications in the top right corner.
2. Approve or decline the newly received registration request.

Enabling Self-Registration Module #

To enable the self-registration module, click the System on the left side menu, select the Settings and Customization option, navigate to the Additional Modules tab, and activate self-registration by clicking the toggle button. To disable the self-registration, click the toggle button again.

When self-registration is on, the user will immediately sign up without the need for administrator approval.

Note: Only users with the necessary permissions and roles, such as administrators, can create or modify user profiles.

The YTM system provides versatile and efficient methods for creating and managing users, tailored to different organizational needs. By leveraging these options, administrators can ensure seamless user onboarding and effective role and group assignments.

For video instructions on How to Add Users into the System please visit this video

For more related instructional material, please visit:

 roles and permissions.

How to Create a User Group

How to Create a Simple Test