Manage employee accounts

Within Ans there are four different base roles for employees. This includes administrator, department administrator, instructor and repro. When you invite a new employee to your school, you can automatically assign them one of these roles. It is also possible to create customised roles within your institution with custom roles.

To invite a new employee to your school, click on the button New employee in the top right corner. You will be required to fill in the employee name, email address and assigned role. After you click on Create, Ans will send an invitation to the user which allows them to set a password. We will not send an invitation if your school has enabled the option 'Enforce SSO', as users are required to login via Single Sign-On. If you want to upload employees add batch, please use our API. Via the user menu it's only possible to upload employees one by one.

Once an invitation has been sent to a user, you have the option to revoke it if necessary. This option can be found at the settings of the user. The button 'Revoke' becomes visible when an invitation has been sent to a user and it has not yet been accepted. Should the invitee accept the invitation, the 'Revoke' button will no longer be visible. 

If a user has not yet accepted an invitation, it is possible to resend the invitation. An invitation can be sent once per day. Clicking the button 'Invite' on the same day (after an invitation has already been sent) will result in an alert message in the lower left corner.

If it is necessary to resend the invitation on the same day, the previous invitation will need to be revoked. Only then will a new invitation be able to be sent. The button 'Invite' becomes inactive (greyed out) when the user accepts their invitation and logs in to Ans, or when your school has the option 'Enforce SSO' enabled in their security settings.

Currently only a select number of roles can send/revoke invitations in the aforementioned manner:

• Administrators
• Department administrators of the department to which the invitee belongs
• Instructors of the course to which the invitee belongs

You can change the role of one or more employees at the same time. You can do this by using the search bar to find the specific employee(s). Select the employee(s) by using the checking the boxes on the left side of their name. If you have selected the employees, click on the button Change role. A dialogue will open where you can select the new role. After clicking Save, the new role is updated immediately. The employees of which the role has been changed will need to refresh the page if they are already logged in to see the changed permissions.

If you want to (temporarily) disable access to an account, you can deactivate user accounts. This can be applicable if an employee temporarily leaves your school. The advantage of deactivating accounts compared with deleting accounts is that you can activate the account again if you have chosen to deactivate it. Ans will keep all data under the deactivated account, nothing is removed. After activating the account, the connected courses and question banks will still be connected to the account. To deactivate or activate accounts, you can use the search bar to find the right employee(s) and to select the employee(s) by using the checkboxes on the left side of the name of the account. Click on More and in the dropdown menu click either. Activate or Deactivate. If a user with a deactivated account tries to login, the following screen will appear:

If an employee has two different accounts connected to Ans, you can merge them into one account. This option will only work if you have selected exactly two accounts by making use of the checkboxes on the left side of the account. After selecting two accounts which you would like to merge, you can click More and after that click Merge in the dropdown menu. Within the menu that appears, you will see the name, email address and role of the two accounts. You can fill in the desired input. To fill the input fields with the details of the other user, you can click on the arrow next to the Save button and click on Switch users. If the user information is correct, you can click Save. The accounts are merged. The courses and question banks of both old accounts will all be added to the merged account.

The last option in the employee overview menu of your school is to delete the account of an employee. You can select the account(s) you want to delete by making use of the checkboxes on the left side of the account. Click on More and after that click on Delete. In the menu that appears, you have to insert a text to confirm you want to delete the accounts. 

When necessary, administrators have the rights to restore deleted accounts. Deleted accounts can still be found in the Removed users tab at the school settings. Please note that all information is anonymized at this overview and deleted employees will only be displayed as 'Removed staff'.

Schedule
Displays the overview of all live and scheduled assignment of the courses to which the employee is connected to

Courses
Displays all courses to which the employee is a member of

Question banks
Displays all question banks to which the employee is a member of 

Classes
All classes which have been added by the employee are visible here

Login history
Displays the history of login attempts of the employee

Email activity
Displays the emails sent by Ans to the employee, for example the invitation emails

Settings
At the settings tab, you have the ability to edit multiple attributes of the employee's account. It is also possible to perform certain actions. Below you can find an overview of all actions which can be executed.

• Change the name
  At the top of the menu you can change the name. Click Rename to confirm the changes.
  
  
• Change the email address
  In the email address field you can set a different email address. Click Update to confirm the change.
  
  
• Change the role
  Via the employee overview menu it is possible to change the role of multiple employees in batch. It is also possible to change this setting from the employee menu. After selecting another role the new role is activated directly.
  
  
• (Re)send an invitation
  If an employee is invited for Ans, they will receive an email which allows them to create an account. If the URL in this email is no longer valid, this option will resend the invitation. The invitation can be sent once per 24 hours. If it was triggered before, the button will be greyed out.
  
  
• Reset password
  Clicking this option will send an email to the employee with the request to set a new password. This option will have no effect if the 'Enforce SSO' option is enabled in the school settings. If 'Enforce SSO' is enabled, users will not be able to log in with a username and password.

In the danger zone section of the settings menu, additional actions can be executed.

• Assume identity
  As an administrator, you have the option to take over the account of an employee by assuming the identity of that user. This can be useful to help employees with issues that they are unable to resolve on their own. When assuming the identity of a user, a red bar will display at the top of the page at all times. Any action performed while taking over a user's account will persist.
• Convert to a student
  If you want to convert an employee to a student, it is possible to convert the account into an account with the student role by clicking this option. Please note, it is possible to add employees to courses as a learners. We suggest this in cases where an employee only needs to be added to a few courses as a learner. If you convert an employee to a student, you will be asked to set a student number.
  
• Activate / deactivate account
  Via the employee overview menu you can activate or deactivate accounts in batch for multiple employees. It is also possible to change this setting from the employee menu. The result will be the same. If you want to (temporarily) disable access to an account, you can deactivate employee accounts. This can be applicable if an employee temporarily leaves your school. The advantage of deactivating accounts compared with deleting accounts is that you can activate the account again if you have chosen to deactivate it. Ans will keep all data under the deactivated account, nothing is removed. After activating the account, the connected courses and question banks will still be connected to the account. If an employee with a deactivated account tries to login, the following screen appears:
  
• Delete account
  Via the employee overview menu you can delete accounts in batch for multiple employees. It is also possible to delete an account from the employee menu. After clicking Delete, a dialogue appears where you will need to explicitly confirm that you want to delete the account.
  
  When necessary, administrators have the rights to restore deleted accounts. Deleted accounts can still be found in the Removed users tab at the school settings. Please note that all information is anonymised at this overview and removed users will only be displayed as 'Removed staff'.