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 as a batch, please use the API. Via the user menu it's only possible to upload employees one by one.

If a user has not yet accepted an invitation, it is possible to resend the invitation from the settings tab of an individual user. 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 error message. 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.

If a 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 the merge icon. Within the dialog 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 employee, 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 option to remove the account of a user needs to be done from the individual user overview. This cannot be done in bulk. This is explained in more detail in 'Options to manage an individual employee' section below.

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.

Results
Displays an overview of all of the employee's results across all courses where they had a 'Learner' role in. Marks are colour-coded for quick reference, with green indicating a pass and red indicating a fail. If the result has not been reviewed, the chip ‘Result is not fully graded yet’ will be displayed.

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.

Log
Displays the changes that have been made to the employee account.

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
  If necessary, you can update the role of an employee account. After selecting the new role, it is updated immediately. The employee of which the role has been changed will need to refresh the page if they are already logged in to see the changed permissions.
  
  
• (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.
  
  
• Unlink account from SSO
  Unlinking SSO from an account, allows SSO login to be used for a different account in another institution.
  
  
• Block account
  Blocking an account can be used if an employee temporarily leaves your school. The advantage of blocking accounts compared with removing accounts is that you can unblock the account again. Ans will keep all data under the blocked account, nothing is removed. After unblocking the account, the connected courses and question banks will still be connected to the account. If a user with a blocked account tries to login, they will be informed that their account is blocked and they need to contact an administrator. 
  
  
• Remove account
  By removing an employee account, the associated review data and submitted feedback will be anonymised. Employees will remain in the Removed users tab at the school settings for 180 days. After this time, they will be permanently deleted. Administrators have the rights to restore removed accounts. Please note that all information is anonymised at this overview and removed users will only be displayed as 'Removed staff'.