User accounts

Collaborate gives you administrator and manager accounts when you are set up. There is only one manager account. You can’t create any more. A manager account has the highest level of permission and can create administrator and supervisor accounts.

• Managers: May view institution and session reports. Managers can create administrators and supervisors. Managers cannot create or manage their own recordings. Managers will see only sessions and recordings from sessions that they’ve been invited to attend by an administrator or supervisor.
• Administrators: May view Session Attendance reports for individual sessions. Administrators can create supervisors, create new sessions, and invite people to them.
• Supervisors: May view Session Attendance reports for individual sessions. Supervisors create sessions and invite people to attend them. Supervisors can create and manage their own sessions and recordings, as well as view sessions and recordings from sessions that they’ve been invited to attend by an administrator or another supervisor.

You can have more than one administrator account. For example, you may want an administrator to manage users and sessions by department. Only managers can manage administrator accounts.

Supervisor accounts require an administrator to manage them. If you are a manager, assign an existing administrator to all supervisor accounts you create. If you are an administrator, you are automatically assigned as the administrator for all supervisor accounts you create.

If you create a new user account, you need to let them know what their login information is. Collaborate doesn’t do this for you.

Create a new user

Use the administrator or manager account to create and manage users. Administrators can create supervisors. Managers can create administrators and supervisors.

You can also import accounts using a .CSV file!

1. From the Scheduler, select Users.
2. Select Create a new user.
3. Optionally, provide a first name, last name, and display name for each account.
   1. If the display name is blank, the user’s first and last name are used by default. If there is no first or last name provided, the username is used as the display name.
4. Provide a username, password and email address for each account.
   1. Usernames must be unique across all of Collaborate, not just your Login Group. All Collaborate usernames are stored in a shared database for each geographic region. You can’t use a username that already exists in another Login Group. Usernames can be up to 64 characters in length, can have whitespace, are case sensitive, and must start with an alphanumeric character. Usernames can’t use these characters: <&\”#%
5. Select the account role for the user.
   1. Supervisors: May create sessions and invite people to them.
   2. Admins: May create supervisors, new sessions, and invite people to them.
6. If you are creating a supervisor account and are a manager, choose an administrator from the Select an administrator menu. This administrator manages the user account going forward.
7. Select Save.
8. Let the users know their login information.

Bulk upload users

You can create a CSV file and import many user accounts all at once.

TemplateSample Start with the CSV. The CSV file must use these fields in this order and column headers written this way:

• userName (required)

Usernames must be unique, can be up to 64 characters in length, can have whitespace, are case sensitive, must start with an alphanumeric character, and must not use these characters: <&\”#%

• firstName (optional)
• lastName (optional)
• displayName

If the display name is blank, the user’s first and last name are used by default. If there is no first or last name provided, the username is used.

• password (required)
• email (required)
• role (required)
  • S for Supervisor

CSV column headers must be written exactly as shown here. For example, use “lastName” not “Last Name”. The headers must also be in English. Translated headers do not work.

Upload the file

1. From User Management, select Upload multiple users.
2. If you are a manager, choose an administrator from the Select an administrator menu. This administrator manages the user account going forward.
3. Select Upload new users, browse for your CSV file, and select Upload.
4. If everything is ok, select Confirm to finish uploading the users. If there are errors, resolve them in the CSV file and upload the file again.
5. Let the users know their login information.

Update or edit a user

Managers can edit all users. Administrators can only update supervisor accounts assigned to them.

1. From User Management, find the user you want to update or disable.
2. Select the User options for that user.
3. Select Edit user and make the changes.
4. Select Save.

Reset passwords

Users can reset their own passwords from the login screen as well as in their personal profile page. Administrators and managers can also change user passwords in User Management.

If you change a password for a user, you need to let them know what the new password is.

1. From User Management, find the user you want to update.
2. Select the User options for that user and select Edit.
3. Select the Change password check box.
4. Type the new password.
5. Type the new password again to confirm it.
6. Select Save.
7. Let the user know their new password.

Disable a user

Managers can disable any user. Administrators can only disable supervisor accounts assigned to them.

Disabled users are not deleted. Managers can enable the accounts again.

1. From User Management, find the user you want to update or disable.
2. Select the User options for that user.
3. Select Disable this account.
4. Select Yes, Disable Account to confirm you want to disable it.

Re-enable a user

Disabled users can be enabled with a manager account. Administrators can’t re-enable users.

1. Sign into the Collaborate Scheduler as a manager.
2. Select Users.
3. From User Management, open the Filter by menu.
4. Select Disabled accounts.
5. Find the user you want to enable and select the User options menu.
6. Select Enable this account.