This article will help you manage Users and User filters in your SimCapture organization. See SP Bulk User Import/Update for information on how to quickly bulk upload SPs in SimCapture Cloud.

Things to know before you begin

Administrative users can filter users by Organization and user role, and sort them by creation date. The user list allows you to:

• View and filter users
  • Export the filtered user list to Excel
  • Select and batch edit, archive, or delete users
  • Batch email users from SimCapture
• Add individual users
• Import users using Excel
• Download users

Viewing and filtering users

Administrative Users can log in to their organization and click Users in the menu bar to view all users associated with that organization. Users can be filtered by Roles (System Administrator, Administrator, Participant), Organization, and by Active Users and/or Selected Users.

Note: Selecting multiple organizations for filtering will display users from all chosen Organizations.

Exporting the filtered list of users to Excel

To export a list of filtered users, check the box next to one or more user names, then select Download from the More dropdown menu. This will immediately download an Excel spreadsheet with the selected users.

Selecting and batch editing/archiving/deleting users

Batch editing, archiving, and deleting users can streamline updates to your User list. To do this, check the box next to the names of the users you wish to edit, archive, or delete. To select multiple users at once, use the Click-Shift method: click the first username, scroll to the last user you want to select, hold down the Shift key, and click the checkbox next to the last user on your list.

Once you have selected your users, go to the More dropdown menu where you can proceed to edit, archive, or delete them.

Edit users

To edit users, click the Edit button. You can change the user's role, add or remove Organizations, and preserve or reset passwords. Click Save when you are finished.

Archive users

Archiving users allows them to remain in the system for reporting, previous sessions, completed evaluations, etc. However, archived users cannot log in or be added to future items.

Only users with System Admin or Admin permissions can undo the archiving of a user.

To archive the selected users, click Archive from the More dropdown menu. A pop-up will appear, allowing you to confirm or cancel the archiving process.

Delete users

Deleting users will permanently remove them from the organization, and they will no longer be able to log in. Note: Users with associated data will not be deleted; they will be archived instead.

To delete the selected users, click Delete from the More dropdown menu. A pop-up will appear, allowing you to confirm or cancel the deletion process.

Add users to multiple organizations

You can add users to multiple organizations. To do this, select the usernames, click Edit, then click Organization. Place your cursor in the Organization box, add the desired organizations, and click Save.

If you add only one additional organization, both organization names will appear in the organization column. If you add multiple organizations, it will display as +2, +3, etc.

Selecting and batch emailing users from SimCapture

To email multiple users at once, select the users you wish to notify (you can use the Click-Shift method for longer lists) and click Notify from the More dropdown menu.

Next, enter your message and add any additional users if necessary, then click Send. Note: The sender's email address will be visible to the recipients.

Adding individual users

An Administrative user can add an individual by going to the User tab, clicking Add User, and selecting Enable SP Status to make them an SP user. The Administrative user will then fill out and save the required Contact and Details information. If future changes are needed, the Administrative user can click the user's name and then click the pencil icon to edit the Contact and Details information.

User associations with sessions and courses (Enterprise and Pro)

SimCapture Cloud Pro

SimCapture Cloud Enterprise

In SimCapture Pro, Admin users can click on a username to view the Sessions associated with that user, along with the assigned role for each Session. In SimCapture Cloud Enterprise, Admin users can click a username to see the Courses the user is linked to and the role assigned for each Course.

Importing users via Excel

Important

In order to see the demographics fields when creating or importing a new user, you must fill in the following fields and make sure to select the Enable SP Status checkbox.

• First name
• Last name
• Username
• Email
• Password
• Role - not selecting a role results in the user being assigned a Participant value.
• Organization

An Administrative user with the proper permissions can import up to 100 users at once using an Excel spreadsheet. To do this, navigate to the User tab in the menu bar, click the More dropdown menu, and select Import to access the Import Users page. 

SimCapture Pro

SimCapture Enterprise

Administrators can also download a template for adding new users, which includes all necessary columns and formatting for bulk import, and upload a completed spreadsheet. The required fields for a successful import are First Name, Last Name, User Name, Email, and Password.

After selecting the file for import, the Administrator will receive a confirmation dialog box showing the number of users to be imported, along with a confirmation once the import is complete.

Note: The import feature now allows you to update existing users. If your spreadsheet contains duplicate emails, it will link those emails to the corresponding users in the database, enabling you to make updates to their existing records.

Once the import is complete, the Administrator will be directed to a list of the imported users along with their details. Note: If the spreadsheet upload fails, check for extra spaces in the upload spreadsheet, especially in email addresses.

Download users

If an Admin user wants to download the entire user list, they can click Download under the More dropdown menu, and an Excel spreadsheet will be generated. To download individual users, check the names of the users you wish to download and then click Download under the More dropdown menu.