Summary
A step-by-step guide on how to manage access requests in KnowledgeCity LMS, including approving new users, rejecting requests, handling rejected records, and generating reports.
Introduction
The Access Requests feature in KnowledgeCity LMS allows people who aren't yet users to request access to your learning portal. New users simply fill out the access request form, and administrators has to decide who gets access to learning portal. The Access Requests section is where you'll handle these requests, with a badge on the menu showing how many are waiting for your attention.
Requirements
LMS Administrator access: You need administrator privileges to view and manage access requests.
Portal access requests enabled: The option "Allow users to request access to portal" must be turned on in LMS Portal Settings under Access settings.
Request Access form is configured: Users can only submit requests if the form is set up in your KnowledgeCity LMS.
Steps to Follow
Accessing Access Requests
Log in to your KnowledgeCity LMS as an administrator.
Locate Access Requests in the left-side panel of the LMS interface. A badge next to it shows the current number of pending requests.
Click Access Requests to open the main page.
The Access Requests page is organized into two main tabs that serve different purposes:
Pending Requests Tab: View and manage all new access requests awaiting admin’s approval or rejection.
Rejected Users Tab: Access a complete history of previously rejected requests for record-keeping and cleanup.
Pending Requests Tab: Controls and Listing
The Pending requests tab displays a table of all new access requests waiting for admin’s decision. For each request, you can see the Full name, Email, Position, Username, and Date submitted. Use the Search field to find requests by user name or email, or apply the Select group dropdown to filter by specific user groups. Click Generate report to create a downloadable report based on your current filters.
Full name: The name of the person requesting access.
Email: The email address provided in the request.
Position: The job title or position entered by the requester.
Username: The system generated username for a new user.
Date: When the request was submitted.
Expand Button: Click to expand any request and view full details, including Company, Department, Employee ID Number, and any custom fields from your Request Access form.
Reject Button: Click to reject the request. A pop-up window appears where you can specify the reason and add comments before confirming. If the user provided an email, they will receive your comments along with the rejection notification.
Approve Button: Click to approve the request. A pop-up window appears where you select the group to add the user to and choose a license from the dropdown list. Once confirmed, the user is created, added to the group, assigned a license, and notified.
Bulk Actions: Use the checkboxes on the left side to select multiple requests and perform bulk Approve or Reject actions simultaneously.
Rejected Users Tab: Controls and Listing
The Rejected users tab provides a complete history of all rejected access requests along with their details. Use the Search field to find rejected requests by user name or email, or apply the Select group dropdown to filter by specific user groups. Click Generate report to create a downloadable report based on your current filters.
Full name: The name of the rejected requester.
Email: The email address associated with the rejected request.
Position: The job title or position from the request.
Username: The system generated username for a new user.
Date: When the request was originally submitted.
Expand Button: Click to expand any request and view full details, including Company, Department, Employee ID Number, and any custom fields from your Request Access form.
Remove Button: Click to permanently delete the rejected request from the list. A confirmation pop-up will appear before removal.
Bulk Actions: Use the checkboxes on the left side to select multiple rejected requests and perform bulk Remove actions simultaneously.
Generating Reports
Both tabs offer the ability to generate detailed reports:
Apply your desired filters using Search for user or Select group if required.
Click Generate report at the top of the page.
A confirmation message appears. Click Go to reports to navigate to the Reports section.
In the Reports section, find and select the requested report in the top of list.
Click Download to export the report for further analysis.
Conclusion
The Access Requests feature in KnowledgeCity LMS provides administrators with a centralized hub for managing all user access requests. By understanding the distinction between the Pending requests and Rejected users tabs, you can efficiently approve new learners, track past rejections, and maintain a clean user management process. The robust filtering options, bulk actions, and report generation capabilities give you full control over who gains access to your training content.