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Create and Maintain Users

Create and Maintain Users

A new person can be added at the company level, division level or account level.

  • The best and easiest way to add a new person is to copy an existing person with a similar curriculum/role. The Copy button on People > People Information page will copy the company, division and account, allow you to select the permissions (if applicable), assigned shortcuts (if applicable), and curriculum from the corresponding items of the copied person.
This way you can add a new person with curriculum by completing only one form. The new person can begin training as soon as you save the form.
  • The New button also allows you to add a new person.

In this case the new person does not have any curriculum. You must add curriculum items separately as explained below in the alternate method. The minimum permission needed to perform this task is Account Admin.

  • Before creating a new user, be sure they do not have an account already. To do this, enter the new person's last name, using wildcards (%) before and after it, in the Full Name field and click Search.

Creating a new user by copy an existing user - Recommended.

  1. Select People > People Information.
  2. Find the person you want to copy, click on their name.
  3. Select Copy.
  4. Enter the required fields, which are marked with a *.
  5. If you want the supervisor to receive e-mail notifications when the person is overdue on assigned training, click Send E-mail to Primary or Send E-mail to Secondary.
  6. If the new person's (Default) Company, Division and Account are different from the copied person's, use the drop-down list boxes to change them.
  7. Check the boxes next to the Permissions that you want for the new person.
    1. Permissions grant advanced access to the person being added, and none may not be shown if the person copied is a learner.
  8. Check the Curriculum Items you want to assign to the new person.
  9. A Default Due Date of one month in the future is filled in automatically. This due date applies to all curriculum items selected, if any.
    1. Entering due date is mandatory. If you want to allow more time for any curriculum item being assigned, enter a due date next to it. This date will override the default due date. Any item less than 60 days will be on learner's Frontline Desktop.
  10. If applicable, check the MOC and/or ACT shortcuts you want to assign to the new person. These would be shown only if your company uses the Frontline's MOC and action tracking applications.
  11. Select Save.
Learner is the basic permission for any user, and this is adequate in most situations since it allows the user to complete any task assigned to them. You should not grant any new person admin, report or MOC/ACT permissions if the person has not been trained in such tasks.

Creating a new user without copying an existing user

  1. Select People > People Information.
  2. Find the person you want to copy, click on their name.
  3. Select New.
  4. Enter the required fields, which are marked with a *.
  5. If you want the supervisor to receive e-mail notifications when the person is overdue on assigned training, click Send E-mail to Primary or Send E-mail to Secondary.
  6. Select the person's (Default) Company, Division and Account from the drop-down boxes.
  7. Select Save.

Do not check Administer and Report boxes if the person being added has not been trained in Frontline administration tasks.

How to Move a User

The Move button on People > People Information page allows you to change an existing person from the person's default company, division, account and/or primary job to a new default company, division, account and/or primary job. 

While moving, you can also change the person's supervisors and move any active curriculum items assigned. When you move a person using the Move button, system also moves the person's training records (changes company/division/account in records), so your existing reports do not break.

  1. Select People > People Information 
  2. Find the person you want to copy, click on their name.
  3. Click Move.
  4. Click the ".." next to the Default Company box and select the new Default Company (if you are company admin with access to both companies)
  5. Click the ".." next to the Default Division box and select the new Default Division (if you are company admin or division admin with access to both divisions)
  6. Click the ".." next to the Default Account box and select the new Default Account (if you are company admin, division admin or account admin with access to both accounts)
    1. Click the ".." next to the Primary Job box and select the new Primary Job, if desired.
  7. Clear the current Primary and Secondary Supervisor fields and click the ".." next to the Primary and Secondary Supervisor and select new supervisors, if desired.
  8. Uncheck the Curriculum Items you do not want to move with the person.
  9. Select Save.
     

How to add or change a supervisor for one person

  1. Select People > People Information
  2. Find the person you want to copy, click on their name.
  3. Type in few characters of the supervisor's last name in the Primary Supervisor or Secondary Supervisor field and select "..".
  4. Click on the desired name and select OK.
  5. If you want the supervisor to receive e-mail notifications when the person is overdue on assigned training, click Send E-mail to Primary or Send E-mail to Secondary.
  6. Select Save.

 
Changing a supervisor for a group of people

  1. Select People > People Information
  2. Find the person you want to copy, click on their name.
  3. Select Supervises.
  4. Check the box next to the people that you want to move to a new supervisor, or click the green check mark to select everyone in the list.
  5. Type in few characters of the supervisor's last name in the Assign to New Supervisor field and select "..".
  6. Click on the desired name and click Assign.
  7. Click OK.