User List: An Overview of the User List Section in KnowledgeCity LMS

Summary

A complete overview of User List features including searching, filtering, and managing users in the KnowledgeCity LMS.

Introduction

The User List is the central directory for all user accounts in KnowledgeCity LMS. From here, you can view all users, add new user, edit user profiles, manage course enrollments, and oversee learning progress. Use this tool to ensure the right people have the correct access and information.

Steps to Follow

Accessing the User List Section

1. Log in to your KnowledgeCity LMS administrator account.

2. Navigate to the "User List" section from the LMS left-side panel.

3. The User List section page will open including list of all the existing users.

Active Users

1. After accessing the User List section in the LMS.

2. Open the "Active" tab inside the User list page.

3. Opening the Active tab displays a table of all users with active accounts. For each user, you can see key information like their Username, Group, Email, License status, Course Progress, and the Date they were added. Also you will see the following controls to manage your users:

   • Search Bar: Just type a User's Name or User ID here and the table below will instantly update to show only matching results.

   • Groups Type-Filter: You can use this dropdown menu to filter the list to show only users belonging to specific group.

   • Subscriptions Type-Filter: You can use this dropdown menu to show only users enrolled in particular subscription plan.

   • Account Statuses Type-Filter: Use this filter users based on user’s access (e.g., Enabled, Disabled accounts).

   • Course Statuses Type-Filter: Show users based on their progress in a assigned course (e.g., Viewed, In Progress, Passed).

   • License Statuses Type-Filter: Filter users by the status of their assigned licenses (e.g., Activated, Assigned, Expired).

   • Table Sorting: You can also sort the user list by clicking on any column header User name, Full name, Employee ID, Email or Date user added to reorder the table alphabetically for easier navigation.

   • Generate Report: You can generate an Excel report of the filtered users or all the active users and their details by clicking on the Generate Report button.

   • Create User: Click Create User button to start creating a new user in LMS. (For more information, refer to: How to Create a New User in the KnowledgeCity LMS).

   • Edit User: To view or edit information for any user, simply click on their Username or Full Name in the list. This will open their individual User Profile. (For more information, refer to: How to Edit a User Profile in the KnowledgeCity LMS).

Managing Active Users: Individual and Bulk Actions

The User List provides two primary methods for taking action: an Actions menu for individual users and a Bulk Actions menu for managing multiple users at once. Select the corresponding checkboxes to enable the bulk action menu.

Individual Actions Menu

Click the Actions menu (•••) on any user's row to access the following options for that individual:

• Assign License: Grant a license to the user.

• Reset Login Info: Send a password reset link to the user's email.

• Send License Info: Email the user, details about their assigned license(s).

• Enable TNA: Turn on the Training Needs Analysis feature for the user.

• Download Certificate: Download a certificate of completion for the user.

• Disable User: Deactivate the user's account, preventing login while preserving data.

• Archive User: Move the user's profile to an archived state.

• Delete User: Permanently remove the user and their data from the LMS.

Bulk Actions Menu

To manage multiple users simultaneously:

1. Select the checkboxes of the desired users in the list.

2. A toolbar with the Bulk Actions menu will appear above the list.

The Bulk Actions menu provides the following options, which will apply to all selected users:

• Assign License: Grant licenses to all selected users.

• Copy Users: Copy the selected users to a different group.

• Move Users: Transfer the selected users to a different group.

• More Actions: A sub-menu containing additional bulk operations:

  • Reset Login Info

  • Send License Info

  • Disable TNA

  • Enable TNA

  • Download Certificate(s)

  • Disable User(s)

  • Enable User(s)

  • Archive User(s)

  • Delete User(s)

Archived Users

1. After accessing the User List section in the LMS.

2. Open the "Archived" tab inside the User list page.

3. Opening the Archived tab displays a dedicated table of all user accounts that have been archived. For each archived user, you can view key details such as their Username, Full Name, Employee ID, Email, License, and the Archived Date. The interface also provides the following controls to manage this list:

   • Search: Type a Username, Full Name, or Employee ID here to instantly filter the table and find specific archived users.

   • Table Sorting: You can sort the archived user list by clicking on any column header (e.g., Username, Full Name, Employee ID, Email, or Archived Date) to reorder the table alphabetically for easier navigation.

   • Generate Report: You can generate an Excel report of all currently filtered users or the entire archived list by clicking the Generate Report button.

   • Restore or Delete User(s): For an individual user, use the Actions menu on their row to either Restore their account to the Active list or Delete it permanently. To restore or delete multiple users simultaneously, select their checkboxes in the left column to enable bulk actions, then choose the desired option from the toolbar menu.

KnowledgeCity LMS: User Status Comparison Guide

*For non-rotational subscriptions, when archiving a user, licenses remain assigned unless manually removed first.

Conclusion

The User List is the central hub for administering your learning community in KnowledgeCity LMS. It enables you to add, edit, and manage user profiles; assign licenses and group memberships; and track learning progress. This feature provides administrators with the comprehensive oversight needed to support every user's journey and generate essential reports.