Creating and Managing Users

This functionality is located in the Admin module of Assess.ai. To add or edit users, Click on the Admin module and select Users.

First, you will see a list of existing users in your workspace. 

Name	Name of User
Email	Email address of User
Verified	Y = User has verified their login
Login Blocked	Login Blocked by Partner Admin
Logged In	Indicates if User is currently logged in
Activated	User Account is active
Deactivated	User Account has been deactivated by Partner Admin
Tags	Any tags associated with the User Account

To search for a User select the search options on the left of the screen.

• Search by typing the name or part of the name of the user and pressing enter.
• Filters: 
  • By Date Activated - enter the start and end date for the user account activation and then select Apply
  • By Date Deactivated - enter the start and end date for the user account deactivation and then select Apply
• Search by selecting a Role from drop down menu and then select Apply.
• Search by selecting a Tag from the drop down menu and then select Apply

Edit an existing user by clicking on an the user name.

To add a new user click on the Add User button.

This will display the Creating User - Author Role screen you see above, enter the name, email, and role(s) for the new user. 

Full Name*: User Full Name (mandatory field)

Email Address*: User Email Address (mandatory field)

Login: Login Name

Job title: Users Job Title

Phone Number: Users Phone Number

Temporary User: Enter a Temporary User Name (e.g. Item Author One).  Temporary Users can be used when the item authors are unknown.

Roles: User Role (below is a list of User Roles and the basic functions of each of the Roles)

User Role	Description of Role
Bank Manager	Access to Items Module (select which Item Bank(s) the user has access to)
Department Admin	Access to all modules - limited by tags
Department Viewer	View only access to all modules - limited by tags
Essay Marker	Access to Marking Module
Examinee Manager	Access to Examinees Module
Item Reviewer	Access to Items allocated for review to this user
Partner Admin	Full Access, only user with access to Admin
Psychometrician	Access to Analytics Module
Tag Editor	Access to Tags Module
Test Assembler	Access to Tests Module
Test Reviewer	Access to tests marked for Review - limited by Tags
Test Scheduler	Access to Sessions Module
User Manager	User Management

User Tags: Enter the Tags for the user.

Notes:

- A user can have more than one role, e.g. Test Assembler and Test Scheduler.

- System Requires at least one Partner Admin User.  

Limiting user access using Tags

Before using the Allow access tagging for Users ensure that Tag Groups and Tags have been created for the Users, Items, Tests and Sessions.

For each of the above modules select which tags the user has access to.

In the example below the user will have access to:

Items tagged with the English Grammar tag

Tests tagged with the Demo tag

Sessions tagged with Department Math tag

Full or Read Only Access

Select the type of access the user has by selecting the Set Access Button

For each of the selected Tags set Tag Permissions (Full Access or Read only Access.)

New User Confirmation

Upon saving the new user information, an automated email will be sent to the user, which serves to confirm their email and require them to set up their account by specifying a password.  See below:

Example of Email to User to Confirm Email address and Setup Assess.ai

Deactivating a User

To Deactivate a User select the ellipsis to the right hand side of the user name.

Select Edit to edit the User information or Deactivate if the User should no longer have access  to Assess.ai.

A User that has been de-activated will be grayed out.

To re-activate a User select the ellipsis to the right hand side of the user name (grayed out).

User Login Attempts

Blocking a User

A user that attempts to login 5 times unsuccessfully will be blocked from accessing the system for 1 hour.  The message below will be displayed to the user.

Unlocking a User

Partner Admin users can over-write the blocking of a User by going to:

Admin / Users / Select the Actions ellipsis - Select Unlock Login

User Reports

Select Export User List for a full list of users and last login details.

Example of User List:

Full Name	Users Name
Email	Users Email address
Role(s)	User Roles
Last Login	Last Login: Date and time
Sign Out	Last Sign Out : Date and time
Activation Status	User Status

Select the Actions ellipsis for the User Audit Trail

Select the Dates for the User Audit Report:

Example of User Audit Report: