Manage Flow365 users

In this article, we describe how to view and filter a list of Flow365 users, how to enroll Flow365 users in and unenroll them from training, and how to view users' history in the audit trail report.

 

Overview of the Learn365 Admin Center > All catalogs > Users page

Required role: LMS admin.

The Learn365 Admin Center > All catalogs > Users page shows a list of Flow365 users. There are different ways to filter data on this page:

• Use the Search field on the menu bar. Here, you can search for any of the information that's displayed in the columns, for example, a user’s name or a job title.
• Select the column name to sort the data in alphabetical (ascending A-Z or descending Z-A) or numerical (ascending or descending) order.
• Each column has its filter with selection options. Select the filter icon to see these options.

• You can apply multiple filters at the same time. For example, you can filter only the active users who belong to a particular department.

• In the Email address, Phone number, Job title, and Department columns, you can filter the list by empty values, for example, No phone number or No email address. You can see the empty values at the bottom of the list after selecting the filter icon next to the relevant column.

 

Edit Flow365 user details

Required role: LMS admin.

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. Select the user whose details you’d like to edit. The Action panel opens.

3. Select Edit user. The Edit user panel opens. In this panel, you can edit these details:

• Full name (can’t be empty): the user's full name that is displayed in Learn365.
• Email address: the user's email address must be unique, meaning it can't belong to an existing user.
• Phone number: the user's phone number must be unique, meaning it can't belong to an existing user.
• Job title: the user's job title.
• Department: the department to which a user belongs.
• Manager: the user's line manager. If specified, the Flow365 user is displayed in the line manager's Line Manager Dashboard. Only Learn365 users can be line managers of Flow365 users.

4. Edit the user details and select Save. A success message is displayed in the top right-hand corner of the screen.

 

Delete a Flow365 user account

Required role: LMS admin.

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. Select the user whose account you’d like to delete. The Action panel opens.

3. Select Delete user and confirm the action. A success message is displayed in the top right-hand corner of the screen.

The deleted Flow365 user is removed from the user list. Also, this user won’t count in the overall number of Flow365 users in your subscription.

 

Reset a Flow365 user account's password

Required role: LMS admin.

You can reset passwords for the Flow365 user accounts that have Username as their sign-in identity type. These users have the person icon ( ) in the Sign-in identity column.

To reset a password for a Flow365 user account:

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. Select the user with the Username sign-in identity type. The Action panel opens.

3. Select Reset Password. 

4. On the confirmation screen, select Confirm. 

5. The Temporary password screen is displayed, showing the user's temporary password. Select the copy icon to copy the password to the clipboard or select Copy password to copy the password to the clipboard and close the screen. On next login, the Flow365 user needs to change their temporary password to a new one.

 

Enroll Flow365 users in training

Required roles: catalog admin. Course admins can enroll and manage users of the course after the course has been created and after they've been assigned the course admin role.

For Flow365 users with active user accounts, it’s possible to:

• Enroll them in training. For more information about enrolling users in training, see this article. When enrolled, a user receives an email notification and this contains a link to the training.
• Add them as visitors to training with the Training Audience Targeting option.

 

 

There are different ways to unenroll users from individual courses and training plans. For more information, see this article.

 

Unenroll a Flow365 user from all training

Required role: LMS admin.

To unenroll a Flow365 user from all training they’re currently enrolled in:

1. Navigate to the Global Settings > Subscription Information.

2. Open the User Administration tab.

3. In the Unenroll section, select a Flow365 user.

4. Select Unenroll. The user is unenrolled from all training they were previously enrolled in.

 

 

Manage Flow365 users within a catalog

Required role: catalog admin.

In the Learn365 Admin Center > select a catalog > Users, you can:

• Add Flow365 users to, or remove them from, the list of users in the catalog.
• Enroll Flow365 users in, and unenroll them from, training.
• View Flow365 users' progress and transcripts.

For more information about managing users in a course catalog, see this article.

 

View Flow365 users' history in the audit trail report

Required role: LMS admin.

On the Audit Trail page, you can view the history of actions and events related to a Flow365 user. To filter the report for actions initiated by a particular user:

1. Navigate to the Global Settings > Audit Trail.

2. Select Filters.

3. In the User field, enter the name of a user.

4. Select Apply.

 

 

For more information about the audit trail report, see this article.