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Managing Users and Organizations

Last updated on Apr 01, 2026

Managing Users and Organizations

System administrators can create, edit, and manage users across their organizational structure. This includes assigning roles, managing access permissions, and handling user invitations.

User Management Overview

The user management system allows you to:

  • Add new users with specific roles and permissions
  • Edit existing user information and access levels
  • Organize users within your organizational hierarchy
  • Send invitations and manage user onboarding
  • Handle bulk operations for multiple users
  • Archive or suspend user accounts

Adding New Users

Role required: System Administrator or Organization Administrator

  1. Navigate to System Admin → Users
  2. Click New User
  3. Enter the required information:
    • Email address (required)
    • First name (required)
    • Last name (required)
    • Middle initial (optional)
    • State Educator ID (optional)
  4. Select Authorized Organizations from the dropdown
  5. Choose User Permission and Access roles:
    • Observer - Can conduct observations
    • Observable - Can be observed (teachers, staff)
    • Evaluator - Can evaluate and conduct observations
    • Reporter - Can view analytics and reports
    • Organization Administrator - Can manage specific organizations
    • System Administrator - Full access to all features
    • Proctor - Can manage assessment sessions
    • Publisher - Can create and publish content
  6. Configure optional settings:
    • Auto Finalize - Automatically finalizes observations on iPad
    • Message Notifications - Email alerts for new messages
  7. Choose whether to Send Invitation immediately or schedule for later
  8. Click Save

Editing User Information

  1. Locate the user in the user list
  2. Click the menu icon (⋯) next to their name
  3. Select Edit User
  4. Update the necessary information:
    • Personal details (name, email, ID)
    • Time zone settings
    • Authorized organizations
    • Role assignments
    • Permission settings
  5. Click Save to apply changes

Role Management

Administrative Roles

System Administrator provides full platform access including:

  • All user management functions
  • Organization creation and editing
  • System-wide settings and configuration

Organization Administrator manages specific organizations with access to:

  • User management within assigned organizations
  • Organization-specific settings
  • Content and assessment management

Functional Roles

Observer Roles:

  • Observer - Can conduct observations and assessments
  • Evaluator - Can evaluate performance and conduct formal observations

Observable Roles:

  • Observable - Can receive observations (teachers, staff, administrators)

Content and Assessment Roles:

  • Reporter - Access to analytics, reports, and data
  • Proctor - Can administer proctored assessment sessions
  • Publisher - Can create, edit, and publish learning content

User Invitations

Sending Individual Invitations

  1. From the user's menu, select Invite User
  2. Choose to send immediately or schedule for later
  3. If scheduling, select the date and time
  4. Click Yes, Invite User

The invitation email contains login credentials and platform access instructions.

Bulk Invitations

For multiple users at once

  1. Filter users if needed using the search and filter options
  2. Click Actions → Invite All
  3. Choose immediate sending or schedule for later
  4. Confirm the invitation details
  5. Click Send Invitations

Managing Invitation Status

Users can have three invitation statuses:

  • Invitation Not Sent - User created but no invitation sent
  • Invitation Sent - Invitation email delivered, awaiting user response
  • Invitation Accepted - User has logged in and activated their account

To clear an invitation:

  1. Click the user's menu icon
  2. Select Clear Invite
  3. Confirm the action

This removes the invitation link and requires sending a new invitation.

Organization Assignment

Single Organization Assignment

When creating or editing a user:

  1. Select Authorized Organizations from the dropdown
  2. Choose one or more organizations
  3. The user will have access to selected organizations only

Bulk Organization Changes

For updating multiple users' organization assignments

  1. Filter the user list to show target users
  2. Click Actions → Change Organizations
  3. Select the new organizations from the dropdown
  4. Click Apply Changes

This removes users from their current organizations and assigns them to the new ones.

User Account Management

Suspending User Accounts

Prevents users from logging in while preserving their data

  1. Click the user's menu icon
  2. Select Suspend User
  3. Confirm the suspension

Suspended users cannot log in but their records remain intact for reporting.

Archiving Users

Removes users from active use while retaining historical data

  1. Click the user's menu icon
  2. Select Archive User
  3. Choose the user status (Active or Archived)
  4. Set suspension status if needed
  5. Click Yes, Update User Account

Archived users are removed from the active user list but their historical data remains for reports.

Bulk Archive

For archiving multiple users simultaneously

  1. Filter users to show those you want to archive
  2. Click Actions → Archive Users
  3. Confirm the bulk archive action

Bulk Operations

Bulk Messaging

Send custom messages to multiple users:

  1. Filter users to target specific groups
  2. Click Actions → Send Message
  3. Create your message using available templates
  4. Supported tags: {{first_name}}, {{last_name}}, {{email}}, {{name}}
  5. Preview the message content
  6. Click Send to deliver immediately

User Import

Import users from CSV or Excel files

  1. Click Actions → Import Users
  2. Download the sample format or review the required columns:
    • Email (required)
    • First Name (required)
    • Last Name (required)
    • Authorized Organizations
    • Roles
    • Content Areas
    • Grade Levels
    • Middle Initial
    • State Educator ID
  3. Choose file upload options:
    • Send email invites - Automatically invite imported users
    • Transfer users to account - Move users from other accounts
  4. Select your prepared file
  5. Click Sync Users

The import will halt if any errors occur, requiring you to fix the file and re-import.

Data Transfer

When removing a user, you can transfer their data to another user:

  1. Click the user's menu icon
  2. Select Transfer Data
  3. Choose the receiving user from the dropdown
  4. Decide whether to delete the original user
  5. Click Yes, Transfer Data

This moves all observations, assessments, and related data to the selected user.

Password Management

Changing User Passwords

When SSO is not enabled

  1. Click the user's menu icon
  2. Select Edit User
  3. Click Change Password
  4. Enter the new password and confirmation
  5. Click Save

When SSO is enabled, password changes must be made through your SSO provider system.

Filtering and Search

Search Users

Use the search box to find users by:

  • First name
  • Last name
  • Email address
  • Full name (first and last name combined)

Filter Options

Apply filters to narrow the user list:

  • Organizations - Show users from specific organizations
  • Roles - Filter by assigned roles
  • Invitation Status - Filter by invitation state
  • User Status - Show active or archived users

Bulk Operations with Filters

Apply filters before bulk operations to target specific user groups. The system will clearly indicate how many users will be affected by the operation.