Edit user details

The Users tab in the Admin App allows you to manage multiple users and view details about individuals. With advanced filtering options, you can quickly find the users you're looking for and make changes. You can also update a user's information or select a set of users and edit their details in bulk.

See how it looks

Key features

• Filter and sort users
• Bulk edit users

You need this to succeed

The quick way

1. Navigate to Users.
2. Filter or search to find the users that need to be updated and select them.
3. Make the necessary changes and click Save changes.

Do this step by step

• Filter and search for users
• Bulk edit users
• Edit a single user
• Export users

Filter and search for users

Search, sort, and filter to find the user(s) you want to edit. The Users tab contains various filters to sort and filter your users, which can be helpful when managing large groups.

1. On the Users tab, click All Users in the left menu to view a list of all users in your organization. This list is organized into columns.
2. To reveal and rearrange columns in the Users library, click the column icon in the top right of the list. Select the information you want to add to the library view or unselect the columns you want to hide. From here, you can also rearrange the columns’ order by dragging and dropping them in the desired order. Click Save once ready.
3. From the Users library view, scroll right to view the available columns.

4. Sort the users by clicking on a column header. You can sort the library by Name, Role, Last login, Added, and Last update. 
   The available user information is as follows:

   Column	Description
   Name	The user's name and email address. An icon indicates users created through external provisioning.
   Role	The user's Showpad access role: Administrator, Manager, or User.
   Status	The user's Showpad access status: Active or Deactivated.
   Last login	The date the user last logged in to Showpad. Note: This isn’t a reliable indicator of usage activity, as users may remain logged in indefinitely depending on the app they use and the session duration set by the admin. To see user activity, use the User Engagement reports.
   Added	The date the user was created.
   Last update	The date when any user details were last updated.
   Language	The language set for the user by an admin.
   Time zone	The user's time zone.

5. Use the search bar to find a particular user quickly.
6. Filter the user list by the available filters. To change which filters are visible, click View Filters and select the filters you want to display. From here, you can also rearrange the filter order by clicking the dots to the right of the filter name and then dragging and dropping them in the desired order. Click Save.

7. Depending on your package, you will have the option to filter your users by:

   Filter	Description
   Role	Choose to filter by User, Administrator, and/or Manager
   Properties	Select to view users who are unable to receive push notifications, have pending invitations, have not received an invitation, have not logged in, and/or are promoted in a Library.
   Licenses	Select Content (Direct), Content (Partner), Coach (Direct), or Coach (Partner).
   Groups	Select one or more User Groups.
   Libraries	Select one or more Libraries.
   Experience	Filter by one or more Experiences to which the users are assigned.
   Status	Select Active or Deactivated users. By default, all statuses will be shown.
   Direct Manager	Filter by users reporting to a Direct Manager.

8. After filters are applied, you can remove them by clicking the X next to each filter.

Bulk edit users

1. To edit your users in bulk, navigate to Users.
2. In the Users page, use the filters to find the users you want to bulk edit (optional).
3. Check the boxes next to the users you want to edit. To edit all the users on the page, click the checkbox to the left of the Name column.
4. Click Edit.
5. Groups: To change the selected users' assigned groups, choose an option from the User groups dropdown. Select: 
   Keep as: Make no changes to the user groups. 
   Replace all: Choose a group from the Select groups drop down that will replace all the current user group assignments.  
   Add new: Choose a group from the Select groups drop down that will add additional groups to the users' group assignments.  
   Find and remove: Choose group(s) from the Select groups down down that will be removed from the selected users' group assignments.  
   Remove all: This will remove all current user group assignments. 
6. User role: To edit the User roles, select Replace all. Choose Administrator, Manager, or User from the drop-down menu. Administrators require a Direct license. Managers require either a Direct or Partner license. Users can have any license type. 
   Before proceeding, ensure you understand the impact of changing users' roles.
7. Direct manager: To edit the Direct manager, select Replace all. Select a user from the dropdown menu that will replace the Direct manager for all selected users. 
8. Company: To edit the Company, select Replace all. Enter or update the Company name.
9. Position: To edit the Position, select Replace all. Enter or update the users' position.
10. Status: To edit the Status of the selected users, choose Replace all and toggle the Active or Deactivated option.

11. Product license: To change the Product license type for the selected users, choose Replace all and select the desired license type. Choose Content and/or Coach, and select Direct or Partner from the license type dropdown. Before proceeding, ensure you understand the impact of changing users' licenses.

    Note: If you have an administrator in your user selection, you won't be able to edit the license as they require a direct license.

12. Locale: In the Locale section, you can edit the language, country or territory, and Time zone for the selected users.
    • Language: To change the Language, select Replace all and choose a language from the dropdown menu to filter content with.
    • Countries or territories: To change the Countries or territories, select Replace all and choose countries or territories from the dropdown menu to filter content with.
    • Time zone: To change the Time zone, select Replace all and choose a Time zone from the dropdown menu for the selected users.
13. Back at the top, click Save changes. 

Edit a single user

1. Select the user you'd like to edit. Their detail panel will appear on the right side.
2. Hover over any field you'd like to edit and click it to begin editing. Use the various fields to edit the user's Name, Email, Phone number, External ID, Company, Position, Language, Countries or territories, and/or Time Zone. Click Save changes when done.

3. In the User administration section, hover over any field you'd like to edit and click it to begin editing. Use the various fields to edit the user's Direct Manager, Status, and/or User role. Click Save changes when done.

   Note: You may need to change a user's license type before you can change their role. Administrators require a Direct license. Managers require either a Direct or Partner license. Users can have any license type.

4. In the Organized in section, hover over the User group field and click it to begin editing. Click Save changes when done.
5. If the user has the role of Manager, in the Managed groups section, hover over the User group field and click it to begin editing. Click Save changes when done.

6. In the Product license section, hover over the available product licenses (Content or Coach) and click them to toggle them on or off for the user. Click the License type dropdown menu to update the user's license type (Direct or Partner). Click Save changes when done.

   Note: The user's confirmation is not required to edit their information.

7. Below the editable details, you will see more information about the user.
   • Within the Organized in section, you will see the user groups the user is assigned to.
   • In the Promoted in section, you will see which Divisions a user is promoted in (if any).

   • The Assigned Experiences section is broken down into Experiences the user has been assigned to individually and Experiences they've been assigned to via groups.

     Tip: To edit the Experiences assigned to users or groups, navigate to the Experiences section of the Libraries tab.

   • In the Last used device section, you will see information about the user's devices, including whether they can receive notifications, their device model, operating system, and app version. If the user only logs in via the Web App, you won't see any device info listed.

Export users

If you want to export a file with a list of selected users, click the gear icon in the bottom right, then select Export to CSV or Export to XLS. The user list will download to your device.

Note:  Exporting to a spreadsheet gives you a license overview.