Turvo Academy: How to manage users

As a Turvo Academy admin, you have the ability to manage users. You can view your users, manually add a user, edit a user, or delete a user. Learn how in the following sections:

• Manage users from the Users report
• View all users, including inactive users
• Add a user
• Edit a user
• Delete a user
• Enroll User(s) into Courses/Curricula
• View & Edit a User’s Enrollments

If you need to know how to check on users’ progress, see the How to monitor Turvo Academy user progress article.

Manage users from the Users report

Turvo Academy opens to the Learner Dashboard. To access the admin portal, click the hamburger icon in the top right, then select Admin.

Note: If you don’t see Admin as an option from the menu, then your user is not set up with an admin role. Submit a support request, or contact your assigned Turvo representative, to discuss gaining access.

Click the Users icon from the left navigation, then select Users. This opens the Users report.

Note: The Users report displays active users by default. Like other reports, you can apply a filter, sort by a column, add or remove columns, or download the report. Learn more about customizing reports in the how to monitor user progress article. Learn how to use the available saved report to see inactive users in the View all users, including inactive users section below.

From the Users report you can add a new user, modify a user’s information and access, or delete a user. See the Add a user, Edit a user, and Delete a user sections below for more information.

View all users, including inactive users

By default the Users report displays all active users. It’s possible that some users in your department are inactive and not visible in the Users report. Users are deactivated after 90 days of your go-live date if you just onboarded, or 90 days after user creation. To see all users, you need to filter by Status Equals Active and Status Equals Inactive. There is a saved report layout to help you do this quickly.

With the Users report open, click the Report Layout icon, then select the Users: Active & Inactive layout. This applies two filters: Status Equals Active and Status Equals Inactive.

Now all possible users in your department are visible. This allows you to access an inactive user’s transcript or edit them as needed. Learn more about how to Edit a user below.

Protip: You can also access this report layout from the Saved Reports widget on the Admin Dashboard!

Add a user

The best way to add users is to share your company’s enrollment key and allow users to sign up. Learn more about how to sign up with Turvo Academy. Alternatively, admins can manually add an individual user.

1. From the Users report, click the Add User button in the right sidebar.

2. Fill out all of the applicable fields.

• First Name: Type in the user’s preferred first name. This is a required field.
• Last Name: Type in the user’s last name. This is a required field.
• Email Address: Enter the user’s work email address. This field isn’t technically required, but it’s necessary for email communication, such as a new user email, certificate completion email, and Turvo Academy messages.
• Username: All users created with the enrollment key use their work email as their username. For consistency, make the username the same as the user’s work email address. This is a required field.
• Password and Confirm Password: These are required fields, but the user will end up making their own after they sign in with the password you make here.
• Department: Click Select Department, then select the radio button next to the name of your department, which matches your company’s name. You will only have your department as an option. This is a required field.
• Messages: Check or uncheck the checkbox to send a new user email. By default the Send new user email is on. Once the user is saved, an email will be sent that invites them to create a password for Turvo Academy.
• Is Active: The Is Active toggle determines whether the user is Active or Inactive. Active users can sign into Turvo Academy and participate in training. Inactive users can no longer access Turvo Academy when they try to sign in, but their historical progress data is kept in the system for reference. You should be creating an Active user in most cases. You can always edit a user and change them to Inactive if you need to.
• Account: 
  • Learner: Learner is ON by default, and is the only access needed for most users.
  • Admin: If you want a user to have access to the admin portal, then click the toggle under Admin to ON.
    • User Management: Select the radio button for Department under User Management.
    • Manage Department Rule: Select Is Only from the dropdown, then click Select Department. Select your company’s name as the Department. Your department will be the only option available.
    • Roles: Select Customer Admin from the dropdown menu.
• Select the role that best matches your position: Select which role best matches the user’s current position from the dropdown menu. This is optional here, but users that sign up using an enrollment key are required to select a role. The Turvo Academy team may send messages about new or updated content related to users with a certain role.
  
  The rest of the fields under the Contact Information, Employment Details, and Details are not necessary. 

3. Once all required fields are complete, click Save from the right sidebar. The new user will now be visible in the report.

Edit a user

1. From the Users report, select the user you want to edit by clicking the checkbox next to the user’s name.
2. Click Edit User from the right sidebar.

3. You can edit the user’s profile information, such as name and email, but the most common reason to make edits involve access:

   • Is Active: If a user no longer needs access to Turvo Academy, but you want to keep their user data, you can make them Inactive. Click the toggle under Is Active to switch to INACTIVE. An inactive user will not be able to access the learner portal, but their historical progress data is kept in the system for reference.

   

   • New Temporary Password and Confirm Temporary Password: If a user is having trouble with their password, you can manually create a new temporary password for them. Type in the same password in both fields. When the user uses this temporary password, they will be prompted to create their own new password for their account.
   • Account:
     • Learner: All users should have Learner access switched ON, and is the only access needed for most users.
     • Admin: If you want a user to have access to the admin portal, then click the toggle under Admin to ON.
       • User Management: Select the radio button for Department under User Management.
       • Manage Department Rule: Select Is Only from the dropdown, then click Select Department. Select your company’s name as the Department. Your department will be the only option available.
       • Roles: Select Customer Admin from the dropdown menu.
         
   • More: If the user has Admin set to ON, then scroll down to the More section and click the toggle under Customer Admin to ON also. This toggle adds the user to the Customer Admin group. Turvo uses this group to share content with all Customer Admins, including common report layouts.
     

4. Once your needed changes are made, be sure to click Save.

Delete a user

1. From the Users report, select the user you want to delete by clicking the checkbox next to the user’s name.
2. Click Delete from the right sidebar

3. In the Delete User modal, choose to confirm the deletion by clicking the Delete button, or click Cancel. Once deleted, the user, and all of their progress data, is removed.

Enroll User(s) into Courses/Curricula

From the Users report, you can view a user’s enrollments, or manually enroll them in additional courses or curricula.

Note: Turvo Academy is designed for users to easily enroll themselves into courses and curricula. Enrolling users manually can lead to them taking courses out of order. It’s the best experience to complete the Foundations curriculum before enrolling in additional courses.

From the Users report, select one or more users by clicking the checkbox next to the user’s name.

Click Enroll User from the right sidebar.

Click Add Courses.

Select one or more courses/curricula from the list by clicking the corresponding checkboxes. In this example, Enhance Your Productivity is selected, which is the curriculum recommended to new users after completing Foundations and using Turvo. Once selected, click Choose.

Optionally add additional users to the enrollment by clicking the Users field and selecting users

Click Save in the right sidebar to complete the enrollment(s).

Once enrolled, the affected users will see the courses they’re enrolled in in My Courses on the Learner Dashboard.

View & Edit a User’s Enrollments

With only one user selected in the Users report, you can also choose View Enrollments.

Clicking View Enrollments shows you what the user is already enrolled in, and gives the option to add enrollments.

If you need to edit an enrollment, such as unenroll a user from a course, then select one or more courses, then click Unenroll from the right sidebar.