Creating Users

Introduction

Docebo is a closed and protected network, meaning only registered users can access the platform. As the Superadmin, you have the ability to decide between three user registration types when creating a new user:

• User must be created and registered by the admin.
• User can register via free self-registration.
• User can register via moderated self-registration.

The first option, users being created and registered by a Superadmin, is for those who need to directly manage the registration activities of their platforms. The second and third options allow the user to register and perform in the network freely. Learn more about user registration types. This manual focuses on users that are created and registered by the Superadmin.

Creating a New User

To create a new user, log in to your platform as the Superadmin. Access the Admin Menu by scrolling your mouse over the gear icon in the header. In the E-Learning section, select the Users item. On the main users' page, press the plus button at the top, then press the New User button.

In the slide-out panel, fill out all of the information on the first page, General Information. We recommend filling out all of the fields, even if not all of them are mandatory. Required fields are marked with an asterisk*. A few notes about the fields in this section:

Username

It should be unique, but easily identifiable for both you and your users. For security reasons, usernames, first and last names are checked according to the OWASP guidelines (opens in a new tab) and will be sanitized to avoid injections. This field is disabled when the Use Email as Username option is active in the platform Advanced Settings menu to prevent changing its value to anything different than the user email.

Level

Select the user level from the dropdown menu. Learn more about user levels, roles, and statuses.

Email

While providing email addresses is optional, it is strongly recommended for receiving newsletters and notifications. Make sure that email addresses are unique across the platform; if there are multiple accounts with the same email address, the platform will send communications to the first account in alphabetical order, potentially causing messages to reach the wrong person. 

First and Last Name

While inserting the first and last name of the user is not required, it is highly recommended so other areas of your platform such as notifications and certificates can display the user's full name. For security reasons, usernames, first and last names are checked according to the OWASP guidelines (opens in a new tab) and will be sanitized to avoid injections.

Email Validation Status

You can set the email value as verified or unverified from the corresponding dropdown field. Learn more about how to check users' email verification status.

Password

You can set password options through the platform’s Advanced Settings. For more information about the password policy, refer to the Managing the Password Policy article. Please note that if the maximum number of failed attempts is reached, the entire public IP address of the user is blocked from accessing the system for ten minutes. It is not possible to manually reset the counter from the Admin side of the platform.

Force Users to change their password at first login

This option forces a user to change his or her password upon the first login to the platform.

Expiration

Set an expiration date to automatically deactivate the user upon reaching it. Press the calendar icon, then select a date on the calendar to set an expiration date. To remove a user’s expiration date, press the X icon next to the field. Learn more about expired users.

Activate user at the end of creation process

By activating this option, the user will be created as soon as you press Create User upon filling out all of the pages of the slide-out form.

Send User has been created (by administrator) notification to new user

This option is active by default. Upon creating the new user, the User has been created (by administrator) will be sent to the email address that you added for the user. Please see more about this option in the corresponding following section.

Language

Select the user-preferred language. The user will be able to change his/her preferred language from the user's Main Menu, by clicking on the pen icon and accessing the Preferences section.

Date Format

Select the user date format according to the language. You can edit the date format only if the Custom User Selection option is enabled in the Date and Time tab from the Advanced Settings item in the Settings section.

Time Zone

Select the user's time zone. You can edit the time zone only if the Let the user choose their own time zone option is enabled in the Date and Time tab from the Advanced Settings item in the Settings section.

Press Next to continue to page two of the slide-out panel, where you can assign the user to branches in the organizational chart. Select the folder from the tree, or search for a branch using the search bar. Please note that, if you have activated your platform after October 21, 2019, you are not allowed to assign the same user to multiple branches. Once selected, press Next.

In the third page of the slide-out panel, set any necessary additional fields. Once selected, press Next again.

In the fourth page of the slide-out panel, in the Manager Information section, type the names of the manager the user you are editing in the corresponding text areas, for example, direct manager or functional manager. If this user does not have a direct manager, enable the User does not have a Direct Manager toggle.

Please Note: The information related to the manager types can be viewed and managed from the Manage Managers Types page of the Users management page, by clicking Manage Teams and Managers in the top right corner and selecting Manage Manager Type from the items that appear below. Learn more about managing manager types.

If the user is not a manager, you can press Create User at the bottom of the panel to finish the creation process. Press Review to review all of the details that you have configured, or press Previous to go back and edit the details.

Once the user is created, you can enroll the user directly into courses, or associate subscription licenses to the user. Please note that you can only assign licenses that are visible to the branch in which the user is placed. If you’re creating a manager, refer to the following section.