Manage User Accounts

Lumify LMS provides administrators with robust tools to manage user accounts, enrolments, and related actions. This guide walks administrators through the key processes for user account management in Lumify LMS.

1. User Account Creation Methods - Authentication

Lumify LMS supports several methods for creating user accounts. Below is an overview of the most common methods:

1.1 Manual account creation

Administrators can manually create individual accounts:

1. Navigate to Site administration > Users > Accounts > Add a new user.

2. Fill in the required fields, such as username, password, email, first name, and last name.

3. Save the changes to create the account.
   More details: https://docs.moodle.org/401/en/Manual_accounts

1.2 Bulk upload of users

You can upload multiple users at once using a CSV file:

1. Prepare a CSV file containing user data (e.g., username, email, first name, last name, and password).

2. Go to Site administration > Users > Accounts > Upload users.

3. Upload the CSV file and configure the settings for processing user data.
   More details: https://docs.moodle.org/401/en/Upload_users

1.3 Self-registration

If enabled, users can create their own accounts via the login page. Administrators can configure this under Site administration > Plugins > Authentication > Manage authentication.
More details: https://docs.moodle.org/401/en/Email-based_self-registration

1.4 Authentication via SAML or OAuth

These methods integrate Lumify LMS with external authentication providers:

• SAML (Security Assertion Markup Language): Connect Lumify LMS to Single Sign-On (SSO) solutions like Microsoft or Google.

• OAuth 2: Use popular authentication methods (e.g., Google, Facebook, or Microsoft accounts).
  Set up these methods under Site administration > Plugins > Authentication > Manage authentication.
  More details: https://docs.moodle.org/401/en/Authentication

1.5 LTI (Learning Tools Interoperability)

LTI allows external systems to create accounts dynamically when users access Lumify LMS from an integrated LTI tool.

Example: Your Lumify LMS (Consumer) is connected with other LMS (Provider) where you source content from. You can use LTI method to integrate content from other LMS to Lumify LMS using LTI tool or External tool. Since this integration allows access of content from other LMS to your Lumify LMS, it requires an account to be created on other LMS which is done automatically for you as soon as the user access the LTI/External tool activity from Lumify LMS.

Lumify LMS can be LTI tool provider as well and let other LMS consume your course content. See the link to the documentation below for further details.

More details: https://docs.moodle.org/401/en/LTI_and_Moodle

2. Managing the User Profile Page

2.1 What users can edit on their profile

Once an account is created, users can edit certain fields on their profile page:

1. Log in and click on the user's name in the top-right corner.

2. Go to Profile > Edit profile.

3. Users can update fields like:

   • First name and last name.

   • Email address (if allowed by the site admin).

   • Interests and description.

   • Preferred language (if applicable).

   • Custom profile fields (if allowed to be edited)

Please note that these fields may be synced with other external identity providers if you are accessing the site using your workplace Single-sign-on or using social logins like Google, Microsoft, LinkedIn etc

2.2 What only administrators can edit and manage

Certain fields and settings are restricted to administrators, such as:

• Assigning or editing user roles (e.g., student, teacher).

• Resetting passwords or disabling accounts.

• Editing system-level permissions and authentication settings.

• Suspending or deleting user accounts.

• Custom profile fields (Important for Dynamic Cohort Membership)

Administrators can manage these settings via Site administration > Users > Accounts > Browse list of users.
More details: https://docs.moodle.org/401/en/User_profiles

3. Managing Enrolments

After creating user accounts, administrators need to enrol users in courses. Lumify LMS provides several enrolment methods:

3.1 Manual enrolment

Add users to courses manually:

1. Navigate to the course.

2. Go to Participants > Enrol users.

3. Select users, assign roles, and click Enrol users.
   More details: https://docs.moodle.org/401/en/Manual_enrolment

3.2 Self-enrolment

Allow users to enrol themselves in courses:

1. Enable self-enrolment in the course settings (Participants > Enrolment methods > Add method > Self enrolment).

2. Optionally, set enrolment keys or limit enrolments.
   More details: https://docs.moodle.org/401/en/Self_enrolment

3.3 Cohort enrolment

Cohorts (site-wide groups) can be used to enrol multiple users at once:

1. Create a cohort under Site administration > Users > Accounts > Cohorts.

2. Link the cohort to a course via Participants > Enrolment methods > Add method > Cohort sync.
   More details: https://docs.moodle.org/401/en/Cohort_sync

3.4 Dynamic cohorts

Dynamic cohorts automatically populate based on rules (e.g., profile fields):

1. Go to Site administration > Users > Accounts > Cohorts.

2. Create a cohort and define membership rules.
   More details: Dynamic Cohorts

3.5 Other enrolment methods

• Guest Access: Allow guests to view course content without enrolling.

• PayPal and other paid enrolment (Stripe): Charge users to enrol in courses.

• LDAP Enrolment: Automatically enrol users based on an external LDAP server.

For a full list of enrolment methods, visit: https://docs.moodle.org/401/en/Enrolments

4. Bulk Actions on User Accounts

Administrators can perform bulk actions on user accounts to save time.

4.1 Finding user accounts

1. Navigate to Site administration > Users > Accounts > Browse list of users.

2. Use filters (e.g., username, email, role) to search for specific accounts.

4.2 Performing bulk actions

1. Select users by checking the boxes next to their names.

2. Scroll down and select an action from the With selected users... menu, such as:

   • Confirming accounts.

   • Suspending or deleting accounts.

   • Sending a message or resetting passwords.

3. Click Go to apply the bulk action.

More details: https://docs.moodle.org/401/en/Bulk_user_actions

5. Merge User Accounts

Effectively manage your user accounts including merging one account into the other.

5.1 Some use case scenarios:

1. As an administrator you received request from a user stating that they have created a duplicate account by mistake

2. A user already have an account and is doing the training however, this user don’t have access to email associated with this account anymore. The user is now required to create a new account and as an admin you are need to merge this users training record/progress to the new account created.

5.2 Step 1: Access the merge users tool

1. Log in as a site administrator.

2. Navigate to Site administration > Users > Accounts > Merge users accounts > Merge user accounts

5.3 Step 2: Identify and Merge

1. Search for User Accounts:

   • In the search field, enter the details for search > select the fields from the dropdown to search (ID Number, Username, Email etc) and click on Search

   • If the supplied information matches, the system returns the potential user id based upon the search

   • Now carefully select User to remove and User to keep by clicking on the radio buttons

   • Save the selection

Ensure that you are selecting correct users to merge and delete accounts. This process can not be reversed once done. Please proceed with caution.

2. Confirm the Accounts:

   • Review the selection on the next screen and ensure the correct users are selected to remove and keep

   • Click on “Merge user accounts” to merge. Otherwise, click on “Clear current user selection” or “Cancel” to cancel the process.

   • Click on “Yes” on the pop-up to confirm your selection to merge

5.4 View Merge Logs

Go to Site administration > Users > Accounts > select Merge user account > See merging logs to view all the merge actions taken in the past.