As an Administrator, you can add or remove users, reset user’s passwords, view user’s progress & amend personal details for any user in your user group.
To manage your user group, click on [User Manager] in the left hand menu. This will take you to the User Manager page.
The User Manager screen displays a list of all users enrolled into the Training Programme for your group in surname order. You can click on any column header to sort the list by that column, in either ascending or descending order. If you have group administrator rights, you will also be able to switch between wards, hospitals or divisions using a dropdown menu located to the right of [Add User].
Adding a User to Your Group
To add a user to your group, click on the [Add User] button displayed above the user list. This will take you to a page where you can enrol the new user. The Add User screen is very similar to your own enrolment page, although here you can also create another administrator by changing the new user’s “Role”. This will give them the same rights and functions that you have within the training package.
Important Note: Be careful not to duplicate user accounts, as previous user progress cannot be merged with a new account. If the user is currently listed with another hospital, or has a previous account with K2, please contact technical support, who can transfer the user account into your group for you.
Once you have clicked [submit], you will be provided with a temporary password for the user you’ve just created. An email will also be sent to the registered email address to confirm this. We would recommend using a professional email address, rather than a personal one as it helps with verification and security clearance.
Removing a User
If you have added a user in error, or need to remove a user that has left your group, you can use the remove function. Click on the login ID of the person you wish to remove in your User Manager screen and you will be taken to the user’s information page, where you will be able to use the remove link to remove their account from your group. The user will be sent an email to confirm that you have removed them. No confirmation will appear on screen, other than the user will no longer be listed in your group.
Resetting User Passwords
To reset a user’s password, first click on [User Manager] in the left or right hand menu and then click on the user’s login ID. You can then click on reset in the text at the top of the user details screen. If the user has a valid email address in their details, a new temporary password is automatically sent via email. You will be also be shown their temporary password on screen in case you need to write it down or provide this code over the phone.
New User Accounts and Transfer Requests
Potential users can request a new account or transfer an existing account into your group from their current user details screen. When this happens, your home screen will display a notification to check the user manager as there are new users that need to be activated.
To activate a user, you will need to click on [User Manager], locate the user in question, and click “Activate”.
Your user will then be confirmed as a member of your user group. This feature is in place to prevent unauthorised user access to your organisation's training license.
Individual User Progress
You can also view an individual user’s progress from User Manager. First, click on their login ID in the user list to display their account details. Above their details you will see two options: progress or access times:
- access times lists every time the user has logged in during the history of their account (Please note that times displayed are Greenwich Mean Time).
- progress gives a detailed description of your user’s progress in the Perinatal Training Programme. The first tab, [Overall Progress] shows which lessons have been completed and which are still outstanding.
The overall progress screen shows the date that each module was last completed. To view a user’s progress in a specific module, select the module from the left hand menu to show the user’s incremental progress table. A green tick indicates that the user has completed a lesson, a greyed out tick indicates that completion is still pending.
IMPORTANT NOTES!
• One user – One account!
• Before clicking on the Add User button (unless you’re 200% certain the person has never ever had a K2 account) it pays to check with us first! We can transfer hospital to hospital, interstate, and outside of Australia. Only use the Add User button to create a brand new account for someone who has never previously held an account.
• Training history (and accounts) cannot be merged. Once created, an account cannot be deleted.
• Accounts that you "remove" from your User Manager list still remain on the K2 database. The person's account is no longer "linked" to any hospital's license. User's logging in with an account that is not linked to a hospital's license will only be able to retrieve their certificates for completed chapters. Until the account is transferred, they will not be able to click on a chapter to undertake further training.
• Remove Staff who have left. Click User Manager, click on their Logon ID, click onto the word Remove. The system will send them an email – to the one on their account – notifying that they’ve been removed by you.
• Staff who are on extended leave - just change their Designation to Other. Click User Manager, click on their Logon ID, change their Designation to Other, click the blue Submit button. This will remove them from your 6 monthly activity reports as only Doctors and Midwives are reported on.
• Encourage users to log in and click on My Details to update their own email address.
• A user’s registered email address is where the system will email certificates to, where temporary passwords are sent, and if you use the Messaging Service on the homepage, where notifications are sent.