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PulseLMS User Management Guide

Complete Guide to User Administration

Document Version: 2.0 Last Updated: January 2026 Applies To: PulseLMS 4.x and later

Table of Contents

  1. Introduction to User Management
  2. Creating Users Manually
  3. Bulk User Upload
  4. User Profile Fields
  5. Custom Profile Fields
  6. User Policies
  7. Browse Users
  8. User Account Settings
  9. Suspending and Deleting Users
  10. User Preferences
  11. Login as Another User
  12. User Authentication Methods
  13. User Data Privacy
  14. Best Practices
  15. Troubleshooting
  16. Appendix: Quick Reference Tables

Introduction to User Management

Overview

User management is a fundamental aspect of administering PulseLMS. As an administrator, you are responsible for creating, managing, and maintaining user accounts throughout their lifecycle within your learning management system. Effective user management ensures that learners, instructors, and staff have appropriate access to courses and resources while maintaining security and compliance.

Key Concepts

Before diving into user management, it's essential to understand several key concepts:

Concept Description
User Account A unique identity within PulseLMS with a username, password, and profile
User Role Defines capabilities and permissions assigned to a user
Authentication The method by which a user proves their identity
Profile Collection of information about a user including contact details and preferences
User Context The scope within which a user's role applies (site, category, course, etc.)

User Lifecycle

┌─────────────┐     ┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│   Created   │────>│   Active    │────>│  Suspended  │────>│   Deleted   │
└─────────────┘     └─────────────┘     └─────────────┘     └─────────────┘
                           │                    │
                           │                    │
                           └────────────────────┘
                              (Reactivated)

Accessing User Management

To access user management features:

  1. Log in as an administrator
  2. Navigate to Site Administration
  3. Click on Users in the left navigation
  4. Select the appropriate user management option

Required Permissions

Permission Description Default Role
moodle/user:create Create new user accounts Manager, Administrator
moodle/user:delete Delete user accounts Administrator
moodle/user:update Edit user profiles Manager, Administrator
moodle/user:viewdetails View user information Authenticated User
moodle/user:viewhiddendetails View hidden user details Teacher, Manager

Creating Users Manually

When to Create Users Manually

Manual user creation is appropriate in the following situations:

  • Creating individual administrator or manager accounts
  • Adding a small number of users (fewer than 10)
  • Creating test accounts for development purposes
  • Adding users who require special configurations
  • Creating service accounts for integrations

Step-by-Step Manual User Creation

Step 1: Access the Add User Page

  1. Navigate to Site Administration > Users > Accounts > Add a new user
  2. The user creation form will appear

Step 2: Enter Required Information

The following fields are mandatory:

Field Description Requirements
Username Unique login identifier Lowercase letters, numbers, underscores, hyphens, periods, @ symbol only. Must be unique.
Authentication Method How the user logs in Select from available methods (Manual, LDAP, OAuth2, etc.)
Password User's initial password Must meet password policy requirements
First Name User's given name Required, displayed throughout the system
Surname User's family name Required, displayed throughout the system
Email Address Primary contact email Must be valid format, may require uniqueness

Step 3: Configure Password Options

Password Configuration Options:
┌────────────────────────────────────────────────────────────────┐
│ [ ] Generate password and notify user                          │
│     - System creates random password                           │
│     - Email sent to user with login credentials                │
│                                                                 │
│ [x] Create password                                             │
│     Password: ••••••••••••                                     │
│     [ ] Force password change on first login                   │
│                                                                 │
│ Password Requirements:                                          │
│     • Minimum 8 characters                                      │
│     • At least 1 digit                                         │
│     • At least 1 lowercase letter                              │
│     • At least 1 uppercase letter                              │
│     • At least 1 special character                             │
└────────────────────────────────────────────────────────────────┘

Step 4: Fill Optional Profile Information

Personal Information Section:

Field Description Notes
Email Display Controls who can see email Options: Hidden, Visible to participants, Visible to everyone
City/Town User's city Optional location information
Country User's country Select from dropdown list
Timezone User's local timezone Affects displayed times throughout the system
Description About the user Can include formatted text
User Picture Profile photo Uploads displayed on profile and in forums

Name Details Section:

Field Description
First Name (Phonetic) Pronunciation guide
Surname (Phonetic) Pronunciation guide
Middle Name Additional name
Alternate Name Preferred name or nickname

Step 5: Configure Additional Settings

Interests: - Add comma-separated tags representing the user's interests - These appear on the user's profile - Can be used for user discovery and matching

Optional Fields: - ID Number: External system identifier - Institution: Organization name - Department: Department or division - Phone Numbers: Contact phone and mobile - Address: Mailing address information

Step 6: Review and Create

  1. Review all entered information for accuracy
  2. Click Create user to complete the process
  3. The system will validate the information
  4. If successful, you'll see a confirmation message
  5. The user will receive an email if password generation was selected

Manual Creation Best Practices

Best Practice Checklist for Manual User Creation:
┌────────────────────────────────────────────────────────────────┐
│ □ Use a consistent username format (e.g., firstname.lastname) │
│ □ Verify email addresses are correct before creation          │
│ □ Enable "Force password change" for security                 │
│ □ Fill in department and institution for reporting            │
│ □ Add profile picture if available                            │
│ □ Document any special configurations applied                 │
│ □ Assign to appropriate cohorts immediately after creation    │
│ □ Test login before notifying the user                        │
└────────────────────────────────────────────────────────────────┘

Common Username Formats

Format Example Best For
firstname.lastname john.smith Professional environments
firstinitial.lastname j.smith Organizations with name conflicts
email prefix jsmith@company Email-based systems
employee ID EMP001234 Enterprise organizations
student ID STU2024001 Educational institutions

Bulk User Upload

Overview

Bulk user upload allows administrators to create multiple user accounts simultaneously using a CSV (Comma-Separated Values) file. This method is essential for:

  • Beginning of term/year enrollment
  • Onboarding large groups of employees
  • Migrating users from another system
  • Synchronizing with HR databases

Accessing Bulk Upload

Navigate to: Site Administration > Users > Accounts > Upload users

CSV File Preparation

Required Columns

Your CSV file must include these columns:

Column Description Example
username Unique login name jsmith
firstname User's first name John
lastname User's last name Smith
email Email address [email protected]

Optional Standard Columns

Column Description Example
password Initial password SecurePass123!
city City/Town New York
country Country code (2 letters) US
timezone Timezone identifier America/New_York
institution Organization Acme Corporation
department Department Engineering
phone1 Primary phone +1-555-123-4567
phone2 Secondary phone +1-555-987-6543
address Street address 123 Main Street
idnumber External ID EMP001234
lang Language preference en
auth Authentication method manual
maildisplay Email visibility 0, 1, or 2
mailformat Email format 1 (HTML) or 0 (Plain)
description User bio Experienced developer

Special Processing Columns

Column Description Values
deleted Mark for deletion 0 or 1
suspended Suspend account 0 or 1
oldusername For username updates Previous username
cohort1 Add to cohort Cohort ID or idnumber
cohort2 Additional cohort Cohort ID or idnumber
course1 Enroll in course Course shortname
role1 Role in course1 student, teacher, etc.
group1 Group in course1 Group name
enrolperiod1 Enrollment duration Duration in days

Sample CSV Files

Basic User Upload

username,firstname,lastname,email,password
jsmith,John,Smith,[email protected],TempPass123!
mjohnson,Mary,Johnson,[email protected],TempPass456!
twilliams,Tom,Williams,[email protected],TempPass789!
sbrown,Sarah,Brown,[email protected],TempPass321!
dlee,David,Lee,[email protected],TempPass654!

Complete User Upload with All Details

username,firstname,lastname,email,password,institution,department,city,country,timezone,phone1,idnumber,cohort1,course1,role1,group1
jsmith,John,Smith,[email protected],Secure123!,Acme Corp,Engineering,Boston,US,America/New_York,555-0101,EMP001,engineering_team,INTRO101,student,Team A
mjohnson,Mary,Johnson,[email protected],Secure456!,Acme Corp,Marketing,Chicago,US,America/Chicago,555-0102,EMP002,marketing_team,INTRO101,student,Team B
twilliams,Tom,Williams,[email protected],Secure789!,Acme Corp,Engineering,Seattle,US,America/Los_Angeles,555-0103,EMP003,engineering_team,INTRO101,student,Team A
sbrown,Sarah,Brown,[email protected],Secure321!,Acme Corp,HR,Boston,US,America/New_York,555-0104,EMP004,hr_team,INTRO101,student,Team C
dlee,David,Lee,[email protected],Secure654!,Acme Corp,Finance,New York,US,America/New_York,555-0105,EMP005,finance_team,INTRO101,student,Team B

User Update File

username,oldusername,email,department,suspended
jsmith_new,jsmith,[email protected],Engineering,0
mjohnson,mjohnson,[email protected],Marketing,0
twilliams,twilliams,[email protected],Engineering,1

Upload Settings Configuration

CSV Settings

Setting Description Recommended Value
CSV delimiter Character separating fields comma (,)
Encoding Character encoding UTF-8
Preview rows Number of rows to preview 10

Upload Type Options

Option Description Use Case
Add new only Only creates new accounts Initial population
Add new and update existing Creates new and updates matches Ongoing synchronization
Update existing only Only updates existing accounts Data refresh
Add new and update existing and delete not in file Full sync Complete synchronization

Password Options

Password Handling:
┌────────────────────────────────────────────────────────────────┐
│ ○ Create password if needed and send via email                 │
│   - Best for user-friendly onboarding                          │
│   - Users receive welcome email with credentials               │
│                                                                 │
│ ● Field required in file                                       │
│   - Password column must be present                            │
│   - Allows pre-defined passwords                               │
│                                                                 │
│ ○ Field required in file, generate if missing                  │
│   - Uses CSV password if present                               │
│   - Generates random password if blank                         │
└────────────────────────────────────────────────────────────────┘

Force Password Change

Setting Description
Yes Users must change password at first login
No Users can keep the assigned password

Step-by-Step Upload Process

Step 1: Prepare Your CSV File

  1. Create a CSV file with required columns
  2. Ensure UTF-8 encoding
  3. Verify column headers match expected names exactly
  4. Remove any empty rows
  5. Check for special characters that may cause issues

Step 2: Access Upload Interface

  1. Navigate to Site Administration > Users > Accounts > Upload users
  2. Click Choose a file or drag and drop your CSV
  3. Select the appropriate CSV delimiter
  4. Set the encoding to match your file

Step 3: Configure Upload Settings

  1. Select the Upload type (Add new, Update existing, etc.)
  2. Configure Password handling
  3. Set Force password change preference
  4. Enable/disable Email new users

Step 4: Map and Verify Columns

  1. Review the column mapping screen
  2. Verify each column maps to the correct field
  3. Check for any unmapped or unrecognized columns
  4. Preview sample data to verify accuracy

Step 5: Configure Default Values

Set default values for fields not in your CSV:

Field Default Value Example
Authentication manual
Language English (en)
Timezone Server default
Country United States (US)

Step 6: Preview and Execute

  1. Review the preview showing what will be created/updated
  2. Check for any errors or warnings
  3. Click Upload users to execute
  4. Review the results report

Upload Results Analysis

After upload, you'll see a detailed results report:

Upload Results Summary:
┌────────────────────────────────────────────────────────────────┐
│ Users created: 245                                             │
│ Users updated: 12                                              │
│ Users deleted: 0                                               │
│ Users skipped: 3                                               │
│ Errors: 2                                                      │
│                                                                 │
│ Cohort memberships added: 215                                  │
│ Course enrollments added: 245                                  │
│ Group memberships added: 245                                   │
│                                                                 │
│ Warnings:                                                      │
│ - Row 47: Email already exists for another user               │
│ - Row 123: Invalid country code 'USA', should be 'US'         │
│                                                                 │
│ Errors:                                                        │
│ - Row 189: Username contains invalid characters                │
│ - Row 203: Required field 'email' is empty                    │
└────────────────────────────────────────────────────────────────┘

Common CSV Errors and Solutions

Error Cause Solution
Invalid username Special characters or spaces Use only lowercase letters, numbers, -, _, ., @
Duplicate username Username already exists Use unique usernames or enable update mode
Invalid email Malformed email address Verify email format ([email protected])
Duplicate email Email uniqueness required Use unique emails or change site settings
Invalid country Wrong country code Use 2-letter ISO country codes
Missing required field Column value is empty Ensure all required fields have values
Encoding error Wrong character encoding Save CSV as UTF-8

Bulk Upload Best Practices

  1. Test First: Upload a small test file (5-10 users) before the full upload
  2. Backup: Create a database backup before large uploads
  3. Off-Peak Hours: Schedule large uploads during low-traffic periods
  4. Validate Data: Use spreadsheet validation rules before upload
  5. Document Process: Keep records of uploads for auditing
  6. Incremental Uploads: For very large datasets, split into smaller batches

User Profile Fields

Standard Profile Fields

PulseLMS includes a comprehensive set of standard profile fields:

Identity Fields

Field Description Required Editable by User
Username Unique login identifier Yes No (Admin only)
First Name Given name Yes Yes
Surname Family name Yes Yes
Email Primary email Yes Yes
ID Number External identifier No No (Admin only)

Contact Information

Field Description Visibility Options
City/Town Location city Configurable
Country Location country Configurable
Phone Primary phone number Configurable
Mobile Phone Mobile number Configurable
Address Street address Admin only

Personal Details

Field Description Notes
Description User biography Supports HTML formatting
Picture Profile photo Max size configurable
Interests Topic tags Comma-separated
First Name (Phonetic) Pronunciation Optional
Surname (Phonetic) Pronunciation Optional
Middle Name Additional names Optional
Alternate Name Preferred name Optional

Profile Field Configuration

Administrators can configure how profile fields behave:

Field Visibility Settings

Navigate to: Site Administration > Users > Accounts > User profile fields

Profile Field Visibility Matrix:
┌─────────────────┬───────────┬─────────┬──────────┬───────────┐
│ Field           │ Self View │ Others  │ Teachers │ Admins    │
├─────────────────┼───────────┼─────────┼──────────┼───────────┤
│ Username        │ ✓         │ ✓       │ ✓        │ ✓         │
│ Email           │ ✓         │ Config  │ ✓        │ ✓         │
│ Phone           │ ✓         │ ✗       │ ✓        │ ✓         │
│ Address         │ ✓         │ ✗       │ ✗        │ ✓         │
│ Description     │ ✓         │ ✓       │ ✓        │ ✓         │
│ ID Number       │ Config    │ ✗       │ Config   │ ✓         │
│ Interests       │ ✓         │ ✓       │ ✓        │ ✓         │
└─────────────────┴───────────┴─────────┴──────────┴───────────┘

Email Display Options

Setting Description
0 - Hidden Email hidden from all users
1 - Visible to Participants Shown to users in same courses
2 - Visible to Everyone Email visible to all logged-in users

Profile Completeness

Encourage users to complete their profiles by:

  1. Required Fields: Mark essential fields as required
  2. Completion Tracking: Use profile completion plugins
  3. Gamification: Award badges for complete profiles
  4. Course Requirements: Require profile completion before enrollment

Custom Profile Fields

Overview

Custom profile fields extend the standard user profile with organization-specific data. These fields can capture any additional information needed for your learning environment.

Custom Field Types

Type Description Use Cases
Checkbox Yes/No toggle Opt-in preferences, certifications held
Date/Time Date picker Hire date, certification expiry
Dropdown Menu Single selection list Department, job level, location
Text Area Multi-line text Skills summary, learning goals
Text Input Single-line text Employee ID, manager name

Creating Custom Profile Fields

Step 1: Access Custom Field Management

Navigate to: Site Administration > Users > Accounts > User profile fields

Step 2: Create a Profile Category

Before creating fields, organize them into categories:

  1. Click Create a new profile category
  2. Enter a Category name (e.g., "Employment Information")
  3. Set Sort order to control display position
  4. Click Save changes

Step 3: Create a New Field

  1. Click Create a new profile field
  2. Select the field type
  3. Configure the field settings

Field Configuration Options

Common Settings (All Field Types)

Setting Description Example
Short name Internal identifier employee_id
Name Display label Employee ID
Description Help text Your unique employee identification number
Required Must be filled Yes/No
Locked User cannot edit Yes/No
Unique Value must be unique Yes/No
Visible to Who can see this field Everyone, Users with role, Nobody
Display on signup Show during registration Yes/No 
Dropdown Configuration:
┌────────────────────────────────────────────────────────────────┐
│ Options (one per line):                                        │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ Engineering                                                 │ │
│ │ Marketing                                                   │ │
│ │ Sales                                                       │ │
│ │ Human Resources                                             │ │
│ │ Finance                                                     │ │
│ │ Operations                                                  │ │
│ │ Customer Support                                            │ │
│ └────────────────────────────────────────────────────────────┘ │
│                                                                 │
│ Default value: [ Select department ]                           │
└────────────────────────────────────────────────────────────────┘

Text Input Specific Settings

Setting Description
Default value Pre-filled value
Display size Width of input field
Maximum length Max characters allowed
Password Mask input (for sensitive data)

Date/Time Specific Settings

Setting Description
Minimum year Earliest selectable year
Maximum year Latest selectable year
Include time Show time selection

Custom Field Examples

Example 1: Department Dropdown

Short name: department
Name: Department
Type: Dropdown Menu
Options:
  - Engineering
  - Marketing
  - Sales
  - Human Resources
  - Finance
  - Operations
Required: Yes
Locked: Yes (Admin editable only)
Visible to: Everyone

Example 2: Hire Date

Short name: hire_date
Name: Date of Hire
Type: Date/Time
Minimum year: 2000
Maximum year: Current year + 1
Include time: No
Required: Yes
Locked: Yes
Visible to: User and Admins only

Example 3: Skills Text Area

Short name: skills
Name: Professional Skills
Type: Text Area
Description: List your key professional skills
Default rows: 5
Maximum length: 2000
Required: No
Locked: No
Visible to: Everyone

Example 4: Manager Name

Short name: manager_name
Name: Direct Manager
Type: Text Input
Description: Name of your direct supervisor
Display size: 50
Maximum length: 100
Required: No
Locked: No
Visible to: User and Admins only

Using Custom Fields in CSV Upload

Include custom fields in bulk uploads using their short names with profile_field_ prefix:

username,firstname,lastname,email,profile_field_department,profile_field_hire_date,profile_field_skills
jsmith,John,Smith,[email protected],Engineering,2023-06-15,"Python, JavaScript, SQL"
mjohnson,Mary,Johnson,[email protected],Marketing,2022-03-01,"Content Marketing, SEO, Analytics"

Custom Fields for Cohort Assignment

Custom profile fields can trigger automatic cohort assignment:

Automatic Cohort Assignment Rules:
┌────────────────────────────────────────────────────────────────┐
│ Rule 1: Department = Engineering → Add to "Engineers" cohort  │
│ Rule 2: Hire Date < 30 days ago → Add to "New Hires" cohort   │
│ Rule 3: Location = Remote → Add to "Remote Workers" cohort    │
└────────────────────────────────────────────────────────────────┘

Custom Field Best Practices

  1. Plan Before Creating: Design your field structure before implementation
  2. Use Meaningful Names: Choose clear, descriptive short names
  3. Minimize Required Fields: Only require truly essential data
  4. Lock Administrative Data: Prevent users from editing HR-managed fields
  5. Document Fields: Maintain documentation of all custom fields
  6. Regular Audits: Periodically review and clean up unused fields

User Policies

Overview

User policies define the rules and requirements that govern user accounts in PulseLMS. These include password policies, site-wide policies, and compliance requirements.

Password Policies

Configure password requirements at: Site Administration > Security > Site security settings

Password Complexity Settings

Setting Description Recommended Value
Password policy Enable/disable requirements Enabled
Minimum length Minimum character count 8-12
Digits required Number of digits 1-2
Lowercase required Lowercase letters 1-2
Uppercase required Uppercase letters 1-2
Special characters Non-alphanumeric 1
Maximum consecutive Same character limit 3

Password Rotation

Setting Description Recommended Value
Password expiry Days until password expires 90-180 days
Password history Prevent reuse of recent 5-10 passwords
Grace period Days after expiry 7 days

Site Policies

Configure at: Site Administration > Users > Privacy and policies > Manage policies

Creating a Site Policy

Site Policy Structure:
┌────────────────────────────────────────────────────────────────┐
│ Policy Name: Terms of Service                                  │
│ Version: 2.0                                                   │
│ Status: Active                                                 │
│                                                                 │
│ Summary (required before full text):                           │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ By using PulseLMS, you agree to abide by our terms of     │ │
│ │ service, including acceptable use guidelines and privacy   │ │
│ │ requirements.                                               │ │
│ └────────────────────────────────────────────────────────────┘ │
│                                                                 │
│ Full Policy Text (HTML supported):                             │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ [Full legal terms and conditions...]                       │ │
│ └────────────────────────────────────────────────────────────┘ │
│                                                                 │
│ Applies to: ○ All users  ● Authenticated users  ○ Guests      │
│ Agreement: ● Required  ○ Optional                              │
│ Agreement frequency: ○ Once  ● On each version change         │
└────────────────────────────────────────────────────────────────┘

Policy Types

Policy Type Description Example
Site Policy General terms of use Terms of Service
Privacy Policy Data handling practices GDPR Privacy Notice
Third-Party Policy External service terms Video Conferencing Terms
Acceptable Use Behavioral expectations Code of Conduct

Policy Versioning

When policies are updated:

  1. Create a new version of the policy
  2. Users will be prompted to accept the new version
  3. Previous acceptances are logged for compliance
  4. Reports show acceptance status

Account Lockout Policy

Configure at: Site Administration > Security > Site security settings

Setting Description Recommended
Account lockout threshold Failed attempts before lockout 5
Account lockout duration Minutes locked out 15-30
Account lockout observation window Time frame for counting attempts 30 minutes

Session Policies

Setting Description Recommended
Session timeout Inactivity timeout 2-4 hours
Extended session "Remember me" duration 7-30 days
Concurrent sessions Allowed simultaneous logins 3-5
Session IP lock Restrict session to IP Disabled (causes issues)

Browse Users

User Search Interface

Navigate to: Site Administration > Users > Accounts > Browse list of users

Search and Filter Options

Field Description Examples
Search text Matches name, username, email "john", "@company.com"
First name Matches first name only "John"
Last name Matches surname only "Smith"
Email Matches email address "[email protected]"
Username Matches username "jsmith"

Advanced Filters

Advanced Filter Options:
┌────────────────────────────────────────────────────────────────┐
│ Authentication:    [ All ] [dropdown]                          │
│ Confirmed:         [ All ] [dropdown]                          │
│ Suspended:         [ All ] [dropdown]                          │
│ Deleted:           [ All ] [dropdown]                          │
│ Time restrictions: [ All ] [dropdown]                          │
│                                                                 │
│ System Role:       [ All ] [dropdown]                          │
│ Cohort:            [ All ] [dropdown]                          │
│                                                                 │
│ Last access:       [ Any time ] [dropdown]                     │
│ Date created:      [ Any time ] [dropdown]                     │
│                                                                 │
│ Custom fields:                                                  │
│   Department:      [ All ] [dropdown]                          │
│   Location:        [ All ] [dropdown]                          │
└────────────────────────────────────────────────────────────────┘

User List Display

The user browser displays:

Column Description Sortable
Full Name First + Last name Yes
Email Email address Yes
City/Town Location Yes
Country Country name Yes
Last Access Last login time Yes
Edit Link to edit profile No

Bulk User Actions

Select multiple users to perform bulk actions:

Action Description
Confirm Confirm pending accounts
Send message Email selected users
Add to cohort Add users to a cohort
Download Export user data
Delete Remove user accounts
Suspend Suspend user accounts
Force password change Require password reset

Exporting User Data

Export Formats

Format Description Use Case
CSV Comma-separated values Spreadsheet analysis
Excel Microsoft Excel format Complex reporting
ODS OpenDocument Spreadsheet Open-source tools
JSON JavaScript Object Notation System integration

Export Fields Selection

Available Export Fields:
┌─────────────────────────────────────────────────────────────┐
│ Standard Fields:                Custom Fields:              │
│ [x] Username                    [x] Department              │
│ [x] First name                  [x] Hire Date               │
│ [x] Last name                   [x] Employee ID             │
│ [x] Email                       [ ] Skills                  │
│ [x] City                        [x] Manager                 │
│ [x] Country                     [ ] Location                │
│ [ ] Phone                                                   │
│ [x] Last access                                            │
│ [x] Date created                                           │
│ [ ] ID number                                              │
│ [x] Institution                                            │
│ [x] Department                                             │
│                                                            │
│ Include: [ ] Suspended users  [ ] Deleted users            │
└─────────────────────────────────────────────────────────────┘

User Account Settings

Global Account Defaults

Configure at: Site Administration > Users > Accounts > Account defaults

Default Settings

Setting Description Options
Default language Language for new users Site language or specific
Default timezone Time zone for new users Server timezone or specific
Default country Country for new users None or specific country
Default city City for new users None or specific city
Default email format HTML or plain text HTML (recommended)
Auto-subscribe to forums Forum subscription default Yes/No

Email Configuration

Setting Description Recommended
Email change confirmation Require email verification Yes
Allowed email domains Restrict email domains Organizational domains
Blocked email domains Prevent specific domains Disposable email domains
Email uniqueness Require unique emails Yes for most cases

Username Configuration

Setting Description Notes
Username format Allowed characters Letters, numbers, -, _, ., @
Case sensitivity Match case in login No (case insensitive)
Extend username Allow special chars Enable for email logins
Prevent username change Lock username Recommended: Yes

Profile Visibility Settings

Configure at: Site Administration > Users > Permissions > User policies

Profile Visibility Configuration:
┌────────────────────────────────────────────────────────────────┐
│ Force users to login before:                                   │
│   [x] Viewing profiles                                         │
│   [x] Viewing user pictures                                    │
│   [x] Seeing online users                                      │
│                                                                 │
│ Profile fields visible to:                                     │
│   Email:        [ Course participants ]                        │
│   Phone:        [ Nobody ]                                     │
│   Address:      [ Nobody ]                                     │
│   Description:  [ Everyone ]                                   │
│                                                                 │
│ User profile access:                                           │
│   [x] Allow users to view participant profiles                 │
│   [ ] Allow users to search all site users                     │
│   [x] Allow users to view course participants                  │
└────────────────────────────────────────────────────────────────┘

Suspending and Deleting Users

Understanding the Difference

Action Effect Reversible Data Retained
Suspend User cannot login, account exists Yes All data kept
Delete Account marked as deleted Partial Anonymized
Purge Complete removal No Nothing retained

Suspending Users

When to Suspend

  • Employee on leave of absence
  • Student taking a semester off
  • Pending investigation
  • Temporary access restriction
  • Failed authentication attempts

How to Suspend a User

Method 1: Individual Suspension

  1. Navigate to Site Administration > Users > Accounts > Browse list of users
  2. Find the user and click Edit
  3. Scroll to Suspended account
  4. Check the box to suspend
  5. Click Update profile

Method 2: Bulk Suspension

  1. Navigate to Site Administration > Users > Accounts > Browse list of users
  2. Select multiple users using checkboxes
  3. Choose Suspend from the bulk actions menu
  4. Confirm the action

Method 3: CSV Upload

username,suspended
jsmith,1
mjohnson,1
twilliams,1

Effects of Suspension

Suspended User Restrictions:
┌────────────────────────────────────────────────────────────────┐
│ ✗ Cannot log in                                                │
│ ✗ Cannot receive system emails                                 │
│ ✗ Not visible in participant lists                            │
│ ✗ Cannot be assigned to activities                            │
│ ✓ Data and submissions retained                                │
│ ✓ Grades and history preserved                                 │
│ ✓ Course enrollments maintained                                │
│ ✓ Forum posts remain visible                                   │
└────────────────────────────────────────────────────────────────┘

Reactivating Suspended Users

  1. Navigate to user's profile
  2. Uncheck Suspended account
  3. Save changes
  4. User can immediately log in

Deleting Users

When to Delete

  • Employee termination (after grace period)
  • Student graduation (per retention policy)
  • GDPR/privacy deletion request
  • Duplicate accounts
  • Test accounts no longer needed

Deletion Process

Method 1: Individual Deletion

  1. Navigate to Site Administration > Users > Accounts > Browse list of users
  2. Find the user and click the Delete icon
  3. Confirm the deletion
  4. Review the deletion summary

Method 2: Bulk Deletion

  1. Select multiple users from the user browser
  2. Choose Delete from bulk actions
  3. Confirm deletion for all selected users

Method 3: CSV Upload

username,deleted
jsmith,1
mjohnson,1

What Happens During Deletion

User Deletion Process:
┌────────────────────────────────────────────────────────────────┐
│ Step 1: Mark account as deleted                                │
│         - Login disabled                                       │
│         - Profile hidden                                       │
│                                                                 │
│ Step 2: Anonymize personal data                                │
│         - Name changed to "Deleted User #12345"                │
│         - Email anonymized                                     │
│         - Custom fields cleared                                │
│                                                                 │
│ Step 3: Retain learning data (based on settings)               │
│         - Grades preserved                                     │
│         - Submissions kept or deleted                          │
│         - Forum posts retained with anonymized author          │
│                                                                 │
│ Step 4: Remove from active systems                             │
│         - Removed from cohorts                                 │
│         - Removed from groups                                  │
│         - Enrollment records updated                           │
└────────────────────────────────────────────────────────────────┘

Data Retention Considerations

Data Type Default Behavior Configurable
Grades Retained (anonymized) Yes
Assignment submissions Retained Yes
Forum posts Retained (anonymized) Yes
Quiz attempts Retained (anonymized) Yes
Course completion Retained Yes
Login history Deleted Yes
Messages Deleted Yes
Files (personal) Deleted Yes

GDPR Data Deletion Requests

For GDPR "Right to be Forgotten" requests:

  1. Navigate to Site Administration > Users > Privacy and policies > Data requests
  2. Click New request
  3. Select Deletion of personal data
  4. Select the user
  5. Submit and process the request
  6. Review and approve the deletion
  7. Document the process for compliance

User Preferences

Overview

User preferences allow individuals to customize their PulseLMS experience. Administrators can set defaults and control which preferences users can modify.

Preference Categories

Editing Profile

User Editable Profile Options:
┌────────────────────────────────────────────────────────────────┐
│ General:                                                       │
│   [ ] First name          [x] Description                      │
│   [ ] Surname             [x] User picture                     │
│   [x] Email*              [x] Interests                        │
│   [ ] City/Town           [x] Timezone                         │
│   [ ] Country                                                  │
│                                                                 │
│ * Email changes require confirmation                           │
│                                                                 │
│ Locked by Admin:                                               │
│   - Username                                                   │
│   - ID Number                                                  │
│   - Institution                                                │
│   - Department                                                 │
└────────────────────────────────────────────────────────────────┘

Notification Preferences

Navigate to: User Menu > Preferences > Notification preferences

Notification Type Options
Forum posts Web, Email, Mobile
Assignment grading Web, Email, Mobile
Course announcements Web, Email, Mobile
Quiz submissions Web, Email, Mobile
Badge awards Web, Email, Mobile
Course enrollment Web, Email, Mobile
Calendar events Web, Email, Mobile
Messages Web, Email, Mobile

Display Preferences

Preference Description Options
Language Interface language Available languages
Timezone Time display All timezones
Calendar type Calendar system Gregorian, Islamic, etc.
Description format Default editor Plain text, HTML
Email format Email display Plain text, HTML

Editor Preferences

Preference Description Options
Text editor Default editor Atto, TinyMCE, Plain text
Editor autosave Auto-save interval 60-600 seconds
Editor spellcheck Browser spellcheck On/Off

Course Display Preferences

Preference Description Options
Activity chooser Recommended activities Show/Hide
Course overview Dashboard display Card, List, Summary
Starred courses Show in filter Yes/No
Hidden courses Show in filter Yes/No

Administrator Preference Controls

Force User Preferences

Administrators can override user preferences:

Forced Preference Settings:
┌────────────────────────────────────────────────────────────────┐
│ Language:                                                      │
│   ○ User can change  ● Force to site default                  │
│                                                                 │
│ Timezone:                                                      │
│   ● User can change  ○ Force to server timezone               │
│                                                                 │
│ Email format:                                                  │
│   ● User can change  ○ Force HTML  ○ Force plain text         │
│                                                                 │
│ Text editor:                                                   │
│   ○ User can change  ● Force Atto editor                      │
└────────────────────────────────────────────────────────────────┘

Bulk Preference Management

Update preferences for multiple users via scheduled task or CLI:

# Example: Reset all user timezones to UTC
php admin/cli/set_user_preference.php --name=timezone --value=UTC --all

# Example: Set email format for specific cohort
php admin/cli/set_user_preference.php --name=mailformat --value=1 --cohort=employees

Login as Another User

Overview

The "Login as" feature allows administrators to impersonate other users for troubleshooting and support purposes. This powerful feature requires careful use to maintain trust and security.

Enabling Login As

Navigate to: Site Administration > Users > Permissions > User policies

Login As Configuration:
┌────────────────────────────────────────────────────────────────┐
│ Allow login as:                                                │
│   [x] Administrators can login as other users                  │
│   [ ] Managers can login as users they manage                  │
│                                                                 │
│ Restrictions:                                                  │
│   [x] Cannot login as other administrators                     │
│   [x] Log all login-as actions                                 │
│   [x] Show banner when logged in as another user               │
│                                                                 │
│ Excluded roles (cannot be impersonated):                       │
│   [x] Administrator                                            │
│   [x] Manager                                                  │
└────────────────────────────────────────────────────────────────┘

Using Login As

Step 1: Navigate to User Profile

  1. Find the user via Browse list of users or course participants
  2. Click on their name to view their profile

Step 2: Access Login As

  1. On the user's profile page, find the Administration block
  2. Click Log in as [username]
  3. Confirm the action

Step 3: Verify Impersonation

When logged in as another user:

Impersonation Banner:
┌────────────────────────────────────────────────────────────────┐
│ ⚠ You are logged in as John Smith (jsmith)                    │
│ [Return to your account]                                       │
└────────────────────────────────────────────────────────────────┘

Step 4: Perform Troubleshooting

While logged in as the user, you can:

  • View their dashboard and courses
  • Check their permissions
  • Test activity access
  • Review their grades view
  • Check notification settings

Step 5: Return to Your Account

  1. Click Return to your account in the banner
  2. Or navigate to your profile and click Return to original user
  3. Your session returns to your administrator account

What You Can and Cannot Do

Action Allowed Logged
View courses Yes Yes
View grades Yes Yes
Submit assignments No N/A
Take quizzes No N/A
Post to forums No N/A
Change settings Limited Yes
Access admin areas No N/A
View messages Restricted Yes

Audit Logging

All "Login as" actions are logged:

Log Entry Details Captured
Session start Admin user, target user, timestamp, IP
Page views All pages accessed during impersonation
Session end Duration, actions taken
Attempted changes Any modification attempts

Viewing Login As Logs

Navigate to: Site Administration > Reports > Logs

Filter by: - Event name: "User logged in as another user" - Event name: "User returned to own account"

Best Practices for Login As

Login As Best Practices:
┌────────────────────────────────────────────────────────────────┐
│ 1. ALWAYS inform the user before impersonating them           │
│ 2. Document the reason for each impersonation                  │
│ 3. Minimize time spent in impersonated sessions                │
│ 4. Never make changes while impersonating                      │
│ 5. Review audit logs regularly                                 │
│ 6. Restrict access to only necessary administrators            │
│ 7. Use for troubleshooting only, never for surveillance        │
│ 8. Implement additional approval for sensitive impersonation   │
└────────────────────────────────────────────────────────────────┘

Privacy Considerations

Organizations should establish policies for "Login as" usage:

  • Require documentation of impersonation reasons
  • Notify users when their account was accessed
  • Regular audits of impersonation logs
  • Annual review of who has this capability

User Authentication Methods

Available Authentication Methods

Method Description Use Case
Manual Local username/password Default, standalone
LDAP Active Directory / LDAP Enterprise integration
OAuth 2.0 Social/enterprise login Google, Microsoft, etc.
SAML 2.0 Single sign-on Enterprise SSO
Email-based Self-registration Open registration
LTI Learning Tools Interoperability LMS integration
MFA Multi-factor authentication High security

Configuring Authentication

Navigate to: Site Administration > Plugins > Authentication > Manage authentication

Authentication Plugin Priority

Authentication Order:
┌────────────────────────────────────────────────────────────────┐
│ 1. SAML 2.0 (Primary SSO)                                     │
│ 2. OAuth 2.0 (Social Login)                                   │
│ 3. LDAP (Active Directory)                                    │
│ 4. Manual (Local accounts)                                    │
│                                                                │
│ [Users are authenticated in this order]                       │
└────────────────────────────────────────────────────────────────┘

Multi-Factor Authentication (MFA)

Configure at: Site Administration > Plugins > Admin tools > Multi-factor authentication

Factor Type Description
TOTP Time-based one-time password (Authenticator app)
SMS Text message codes
Email Email verification codes
Security Keys Hardware tokens (YubiKey, etc.)
Recovery codes Backup access codes

User Data Privacy

Privacy Compliance Features

PulseLMS includes features for GDPR and other privacy regulations:

Data Registry

Navigate to: Site Administration > Users > Privacy and policies > Data registry

View all personal data collected:

Data Category Description Retention
Identity Name, email, username Until deletion
Contact Phone, address Until deletion
Learning Grades, submissions Per policy
Activity Logins, page views Time-limited
Preferences Settings, choices Until deletion

Data Requests

Users can submit requests for:

  1. Data Export: Download all personal data
  2. Data Deletion: Remove personal data ("right to be forgotten")

Processing Requests

Navigate to: Site Administration > Users > Privacy and policies > Data requests

Data Request Workflow:
┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│  Submitted  │────>│   Pending   │────>│  Approved   │
└─────────────┘     └─────────────┘     └─────────────┘
                           │                    │
                           v                    v
                    ┌─────────────┐     ┌─────────────┐
                    │  Rejected   │     │  Completed  │
                    └─────────────┘     └─────────────┘

Data Retention Policies

Configure at: Site Administration > Users > Privacy and policies > Retention periods

Context Default Retention Configurable
User accounts Indefinite Yes
Course enrollments Indefinite Yes
Assignment submissions Indefinite Yes
Quiz attempts Indefinite Yes
Logs 1 year Yes
Messages Indefinite Yes

Best Practices

User Management Best Practices

Account Creation

  1. Standardize usernames: Use consistent format (e.g., firstname.lastname)
  2. Validate email addresses: Require confirmation for all emails
  3. Use strong passwords: Enforce complexity requirements
  4. Enable MFA: Require for privileged accounts
  5. Set appropriate defaults: Configure sensible default settings

Ongoing Management

  1. Regular audits: Review user accounts quarterly
  2. Inactive user cleanup: Suspend accounts inactive for 6+ months
  3. Role review: Verify users have appropriate permissions
  4. Profile updates: Encourage users to maintain current information
  5. Documentation: Maintain records of all administrative actions

Security

  1. Principle of least privilege: Grant minimum necessary permissions
  2. Separation of duties: Distribute administrative responsibilities
  3. Audit logging: Enable and review security logs
  4. Access reviews: Regularly review who has administrative access
  5. Incident response: Have procedures for compromised accounts

Common Mistakes to Avoid

Mistake Impact Prevention
Shared accounts Security/audit issues Create individual accounts
Generic passwords Security vulnerability Enforce password policies
Orphaned accounts Security risk Regular cleanup
Excessive permissions Data breach risk Role audits
Missing backups Data loss Regular backup schedule
No documentation Knowledge loss Document all procedures

Troubleshooting

Common User Issues

Login Problems

Issue Possible Causes Solutions
Can't login Wrong password, suspended, deleted Reset password, check status
Password not working Caps lock, keyboard layout Try password reset
Account locked Too many failed attempts Wait for lockout to expire or admin unlock
"Account not confirmed" Email not verified Resend confirmation email
SSO failure Identity provider issue Check SSO configuration

Profile Issues

Issue Possible Causes Solutions
Can't update profile Field locked Admin unlock field
Email change fails Confirmation not received Check spam, resend
Picture not saving File too large, wrong format Resize image, check format
Custom fields missing Not assigned to user Admin assign field

Access Issues

Issue Possible Causes Solutions
Can't see course Not enrolled, hidden Check enrollment
Missing permissions Wrong role Review role assignments
Feature unavailable Capability not granted Check role capabilities

Administrative Troubleshooting

Bulk Upload Failures

Troubleshooting Bulk Upload:
┌────────────────────────────────────────────────────────────────┐
│ 1. Check CSV encoding (must be UTF-8)                          │
│ 2. Verify column headers match exactly                         │
│ 3. Look for hidden characters in data                          │
│ 4. Check for duplicate usernames/emails                        │
│ 5. Verify required fields are present                          │
│ 6. Review server error logs                                    │
│ 7. Try smaller batch to isolate issues                         │
└────────────────────────────────────────────────────────────────┘

Authentication Debugging

  1. Enable debugging: Site Administration > Development > Debugging
  2. Check authentication logs in server error log
  3. Verify external system connectivity (LDAP, OAuth)
  4. Test with a known-working account
  5. Check time synchronization for TOTP issues

Performance Issues

Symptom Possible Cause Solution
Slow user search Large user base Enable search indexing
Slow bulk operations Server resources Schedule off-peak
Slow profile loads Many custom fields Optimize field queries

Getting Help

For issues not covered in this guide:

  1. Check the PulseLMS knowledge base
  2. Review system documentation
  3. Contact your system administrator
  4. Submit a support ticket

Appendix: Quick Reference Tables

User Status Reference

Status Can Login Visible Data Retained Reversible
Active Yes Yes Yes N/A
Suspended No Limited Yes Yes
Deleted No No Anonymized Partial
Purged No No No No

Role Capabilities Quick Reference

Capability Student Teacher Manager Admin
View own profile Yes Yes Yes Yes
Edit own profile Yes Yes Yes Yes
View others' profiles Course Course All All
Edit others' profiles No No Limited Yes
Create users No No Yes Yes
Delete users No No No Yes
Suspend users No No Yes Yes
Login as other No No Limited Yes

CSV Column Reference

Column Required Type Example
username Yes String jsmith
firstname Yes String John
lastname Yes String Smith
email Yes Email [email protected]
password Conditional String SecurePass123!
auth No String manual
suspended No Boolean 0 or 1
deleted No Boolean 0 or 1
cohort1 No String Cohort ID
course1 No String Course shortname
role1 No String student
group1 No String Group name
profile_field_* No Varies Custom field value

Keyboard Shortcuts

Shortcut Action
/ Open search
g then u Go to Users
g then p Go to Profile
n Next user (in list)
p Previous user (in list)
e Edit current user

Document History

Version Date Author Changes
1.0 2024-01-15 Admin Team Initial document
1.5 2024-06-01 Admin Team Added MFA section
2.0 2026-01-03 Admin Team Major update, added privacy features

This document is part of the PulseLMS Administrator Documentation Series.

For the latest version, visit: Site Administration > Documentation

Copyright 2024-2026 PulseLMS. All rights reserved.