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Manage external users

Puck
  • Updated

error_outline Only administrators can perform these actions

In Ans, you have the possibility to manage accounts of external users in the platform. External users are users who are not part of your school's own domain but who have been invited to access courses or question banks. Below you can find different actions for external users explained step-by-step. Certain actions can be done via the Users menu and certain actions can be done from the settings menu of a specific user. In this article we will explain the options per menu. 

Options to manage external users via the user menu

To navigate to the external users menu, follow the steps below.

  1. Click the domain School name in the menu on the left.
  2. Click person Users in the menu at the top.
  3. Click on the External users tab.
External users overview

This overview displays all external users connected to your school. By default, 100 users are displayed at one time. You can use the search bar to search on name or email address. On the left side below the search bar you have a filter for roles.

Add a new external user

Add a new external user

External users can be added via an invitation link or directly through the External users tab. When an external user is invited, Ans automatically creates an account for them within your school. This ensures administrators have full visibility of who has access. External users will be labeled with an External chip, visible in courses and question banks.

To add a new external user manually:

  1. Click New external user in the top right corner.
  2. Fill in the name, email address, and role (such as Guest).
  3. Click Create. Ans will send an invitation email unless your school has Enforce SSO enabled.

If the Only administrators option is enabled in Authentication settings, external users can only be invited manually by administrators and the invitation link will no longer work for them. Please note that this option is only available if your school uses the Campus feature. 

Switch school accounts

Switch school accounts

An external user can switch school accounts via the home page. This allows them to access the other school environment they are added to. They can switch their account by clicking on the arrow_drop_down -icon next to the school name.

The home page shows the question banks of all accounts. For users with multiple accounts, question banks display the school name before the question bank name to indicate which school it belongs to. 

When opening a question bank from a different account, Ans automatically switches to that account. If two-factor-authentication (2FA) is required in the school they switch to, the user is asked to enter their code when navigating to a different page in the school.

Options to manage an individual external user

To navigate to the menu of an individual external user, follow the steps below.

  1. Click the domain School name in the menu on the left.
  2. Click Users in the menu at the top.
  3. Click the External users tab.
  4. Use the search bar if necessary to find the user.
  5. Click on the name or email address of the user.

On the left side of the external user menu, you will see their name, email address, and their role. On the right side, you will see tabs displaying their connected courses, question banks, login history, email activity, log and account settings.

Manage settings of an external user

Manage settings of an external user

  • Change the name – Edit the user's name and click Rename to save.
  • Change the email address – Edit the email and click Update.
  • Change the role – Assign a different role to change permissions.
  • (Re)send an invitation – Send a new invitation email if needed (once per 24 hours).
  • Reset password – Send an email requesting the user to set a new password (not available if Enforce SSO is enabled).

Additional actions available in the danger zone:

  • Change student number - Update the student number (only available if the external user has a student role).
  • Convert to a student - Convert the external user to a student account. The account will remain under the 'External users' tab, but the user will have a student role. (Only available if the external user has a non-student role).
  • Convert to an employee - Convert the external user to an employee account. The account will remain under the 'External users' tab, but the user will receive a Staff role after converting. (Only available if the external user has a student role).
  • Block account – Prevent the user from accessing your school temporarily without removing their data.
  • Remove account – Permanently delete the account after 180 days; until then, it will appear in the Removed users tab.

Please note that it is not possible to assume the account of an external user as an administrator, while this is available for internal users. This is to prevent administrators from accessing the external user's original school.

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