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As a Site Administrator you can create, edit, view, manage, and/or delete user accounts within the Totara system.

(This video is taken from the Creating users in Totara Learn course in the Totara Academy, where you can access more resources and learning materials - including other videos). 

Create a user

  1. Go to Users > Accounts from the Site administration menu.
  2. Select Create user.
  3. Complete the compulsory fields (marked with an asterisk).

  4. Select Expand all from the top-right-hand side of the page to view all available fields for the user profile.
  5. Select Save and view to save the new user and be taken to their profile or Save and go back to save the new user and return to the list of users.

You can also add new users via HR import or 3rd party integrations

Note that enabling the Generate password and notify user setting when creating user accounts will cause an email to be sent to the users.

View user accounts

A Site Administrator or role with the appropriate permissions can view user accounts.

  1. Go to Users > Accounts from the Site administration menu.
  2. Select Manage users.

This list of users is generated as an embedded report via Totara's report builder functionality. This means that they have all the features of a report generated via report builder, such as the ability to add additional columns and export result as a CSV file. The Manage users report is based on the user source in report builder.

You can also filter by a number of different criteria, including the User status which is a dropdown list that allows you to choose from active, deleted, suspended, and unconfirmed (the latter option referring to users who have self-registered but not yet confirmed their accounts).

MNET is not supported in the report, if you need to access this functionality change the Use legacy Browse List of Users report setting which can be found under Developer > Experimental > Experimental settings under the Site administration menu.

View a user's profile

A Site Administrator or role with the appropriate permissions can view a user's profile.

  1. Go to Users > Accounts from the Site administration menu.
  2. Select Manage users.
  3. Search for and find the user.
  4. Select the user's name to view their profile.

Delete a user account

A Site Administrator or role with the appropriate permissions can delete a user's account.

  1. Go to Users > Accounts from the Site administration menu.
  2. Select Manage users.
  3. Search for and find the user.
  4. Select the delete icon () next to the user's name to open their account.
  5. You will be prompted to confirm deletion of the user account.

  6. Select Delete to confirm user deletion or Cancel if you change your mind.

Once you have deleted a user they will have a deleted user status and be counted for any deleted user purge types you might run. See User data management for more information.

All associated data, including but not limited to the following, will be deleted and is not recoverable:

  • Appraisals where the user is in the learner role
  • Grades
  • Tags
  • Roles
  • Preferences
  • User custom fields
  • Private keys
  • Customised pages
  • Seminar signups
  • 360 feedback assignments and responses
  • Position assignments
  • Programs and certifications
  • Goals
  • Will be unenrolled from courses
  • Will be unassigned from manager, appraiser and temporary manager positions
  • Will be removed from audience
  • Will be removed from groups
  • Messages will be marked as read

If you wish to retain any data you may wish to consider suspending the user instead.

Please see the Managing personnel changes page for more information about what happens when deleting a user from Totara Perform. 

Suspend/unsuspend a user account

A Site Administrator or role with the appropriate permissions can suspend/unsuspend a user's account.

To suspend a user's account:

  1. Go to Site administration > User to view the list of users. 
  2. Select the padlock icon (Use the padlock icon to change a user's password.) alongside a user's name to suspend them.
  3. When on the Manage login page in the Action section at the bottom of the page select Suspend user account
  4. Enter a new password and select Update

You will now be taken back to the list of users. Now if you want to see the users who have been suspended you can filter the User status to show Suspended users only. 

Once you have suspended a user then they will have a suspended user status and be counted for any suspended user purge types you might run. See User data management for more information.

When a user is suspended their data on future seminar bookings will be deleted and cannot be recovered, so please be sure before you suspend the user.

Activating a suspended account

If a user account has been suspended and you wish to activate them again you will need to follow these steps:

  1. Go to Site administration > User to view the list of users. 
  2. Filter the User status by either any value or Suspended.
  3. Alongside the suspended user's name you can click the padlock icon (Use the padlock icon to change a user's password.).
  4. When on the Manage login page in the Action section at the bottom of the page select Activate user account
  5. Enter a new password and click Update

Changing a user's password

As a Site Administrator it is possible to change the password of users within your tenant.

  1. Go to Site administration > User to view the list of users. 
  2. Click the padlock icon (Use the padlock icon to change a user's password.) alongside a user's name to change their password.
  3. When on the Manage login page in the Action section at the bottom of the page select Change password
  4. Enter a new password and click Update

If the user is locked out of the site then you will also see the option in the Action section to Generate password and notify user

User data

By clicking the user data icon () you can view a summary report on all of a users data within the system. There is also a button to Audit user data which provides a fuller list of details held about the user on the system. Additionally here you can run a manual purge or update the automatic purge types for a user.

Manual data purging

Manual data purges are useful if you wish to purge the data of a particular user or an active user.

Before running a manual purge you will need to have set up at least one manual purge type (you can see how to do this on the User data management page). Then follow these steps:

  1. Go to Users > Accounts from the Site administration menu and click Manage users
  2. Search or find the user you wish to purge, then click the user data icon  () alongside their name. 
  3. Next click Select purge type
  4. Select from the dropdown list the Purge type you wish to run. 
  5. Finally click Purge user data to run that purge. 

Update automatic purge types

After clicking to view the User data you can update the automatic purge types set for that user. You will first need to have set up at least one automatic purge type (you can see how to do this on the User data management page). Then follow these steps:

  1. Alongside the automatic purge type you wish to update click the edit icon ().
  2. From the dropdown list choose the corresponding purge type you wish to set. 
  3. Then select the Update button. 
  4. You will now be presented with a summary of the data to be purged.
  5. Finally select the Save changes button.

You can also set automatic purge types via bulk action.

If you do not set up automatic purging once user is deleted or the default purging type for deleted users then the purge type won't be applied when the user is deleted (either individually or via a bulk action).


Reviewing purge types.

Edit a user's profile

A Site Administrator or role with the appropriate permissions can edit a user's profile.

To edit a user's profile:

  1. Go to Users > Accounts from the Site administration menu.
  2. Select Manage users.

Search for and find the user.

  1. Select the edit icon next to the user's name to open their profile.
  2. The fields here are self evident; the most frequent reason to access this page is to reset a user’s password.
  3. Click Save and view to save the changes and be taken to the user's profile or Save and go back to save the changes and return to the list of users.

Log in as a user

A Site Administrator or an individual with an appropriate role and associated permissions can Log in as another (non-administrative) user. Logging in as a user will allow the administrator to view the site as this individual and complete various actions across the site. The Login in as functionality is primarily designed for troubleshooting access and technical issues, but may also be used for testing purposes or to assist a user who is having difficulty with a specific task or action within the site.

Main navigation when logged in as another user.

To Log in as another user:

  1. Go to Users from the Site administration menu.
  2. Search for and find the required user.
  3. Select the user's name to open their profile
  4. Under the Administration section, select Log in as
  5. Complete the required actions and select Log out from the User Menu to end the session

For security reasons, you will be required to log back as yourself, following a Log in as session. 

Actions carried out while logged in as another user will be logged against the individual's activity and identified as being completed by the administrator during a logged in as session.

Example logging report for log in as functionality.

Bulk user actions 

The bulk user actions feature in Users > Accounts > Bulk user actions under the Site administration menu enables administrators to select users by creating a filter and then perform any of the following actions:

  • Confirm: Confirm user accounts created through email-based self-registration which are not yet confirmed by the user
  • Send a message (requires messaging to be enabled)
  • Delete: Delete user accounts
  • Display on page: Display a list of users on a page
  • Download: Download user data in text, ODS or Excel file format
  • Force password change: Force users to change their passwords
  • Add to audience: Add users to a particular audience
  • Toggle HR import: Enable or disable HR import for the selected users
  • Set suspended purge type: Set the automatic purge type for then the user is suspended
  • Set deleted purge type: Set the automatic purge type for then the user is deleted

To perform a bulk user action:

  1. If you know them, choose your users from the available list or else click Show Advanced to create a filter.
  2. Users can be filtered according to full name, surname, first name, email address, city/town, country, confirmed, first access, last access, last login, username, authentication.
  3. If you have set a custom profile field, this is available too from the Profile dropdown box
  4. Select users from the list.
  5. Choose an action from the dropdown menu.
  6. Select the Add filter button.
  7. Select in the box on the left those users you require and move them to the box on the right.
  8. From the dropdown box With selected users, choose the action you wish to perform and then select Go.

Selecting users for bulk actions.

Upload user pictures

It is possible to bulk upload user profile pictures in a ZIP file.

Before uploading, you will need to ensure that the image files are named so that they correspond to one of the following user attributes: username, idnumber, id.

For example, if you wanted to use the username attribute then the file for a user with the username user1234 would be named user1234.jpg (with .jpg being the file extension, although you can use other file types). 

To bulk upload user profile pictures, just follow these steps:

  1. From the Site administration menu go to Users > Accounts > Upload user pictures.
  2. Upload your ZIP folder using the File picker
  3. Select the attribute you wish to use to match the files to the users. 
  4. Decide if you want to override existing user pictures or not. 
  5. Select the Upload user pictures button. 

Once successfully uploaded you will get a confirmation message on the screen. 

Active users

This is normally considered to be a user that has logged into the site over the period of the Totara subscription (usually a year).

To display the number of active users for the last twelve months:

  1. From the Site administration menu go to Notifications.
  2. In the Notification panel there will be a message saying X users have logged in to this site in the last year, where X is the number of users.

To display the number of active users for a specified period:

  1. From the Site administration menu go to Users > Accounts > Browser a list of users.
  2. Click Show more under New filter.
  3. Select the date in is after in the Last access field.
  4. Select Add filter.

Totara Academy

The Totara Academy has a whole course dedicated to Creating users and one on User data management in Totara. Here you can learn more on how to add users, manage their data, see best practice, and give it a go yourself.

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 Still have questions? 

Why not post them in the forums on the Totara Community?



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