Users and Profiles
Add people, set roles and app access, and manage profile tools.
What This Is For
A user is one Skillhabit account. There are no separate systems for learners, creators, managers, or administrators—roles and App access decide which apps open. An administrator can still take courses like anyone else.
This page covers creating and editing people inside Users & Groups. When a directory or API should own joiners and leavers, use User Provisioning instead (or as well).
Who This Is For
Workspace administrators. Managers see group members but do not open full profiles—see Managers.
Mental Model: Roles vs App Access
| Control | What it means |
|---|---|
| Admin | Access to everything in the workspace (app toggles are hidden while Admin is on) |
| Manager | Oversees assigned groups in Users & Groups; optionally sees those people in Analyze |
| App access | Per-app cards (Home, Learn, Create, Analyze, Certificates, Follow Up, Users & Groups, Configure, Academy, and others your workspace offers) for people who are not Admin |
Turn Manager on from the profile, then assign the person as a manager on each group (with permissions). You cannot turn Manager off while they are still listed as a manager of any group—remove them from those groups’ manager lists first.
Browse and Filter Users
On the Users tab you can:
- Search by name or email
- Filter with cards: Administrators, Managers, Standard users, Archived
People provisioned from Entra, SCIM, OpenID Connect, or similar show an external marker (“This user was provisioned externally”). Lifecycle rules for those accounts: Bulk Actions and Email.
Add Users
- Open Users & Groups → Add → Add Users (or the plus control that opens the same menu).
- Enter Email addresses (spaces or commas), or Import CSV. Valid addresses are kept; invalid values and duplicates are skipped; extra CSV columns are ignored.
- Optionally:
- Add people to groups
- Set Attributes (workspace custom attribute fields)
- Set an Archive date for a planned end date
- Send a welcome email with a login link (needs a real mailbox—not
@noemail.skillhabit.com)
- Confirm to create the accounts.
For ongoing directory sync, SCIM, or API creates, see User Provisioning.
Send Content Invitations
From More actions → Send Content Invitations, invite individuals or groups to courses. That sends an invitation email (similar in tone to a mandatory assignment notice)—even if a mandatory assignment email may follow later.
User Profiles
Open a user from the list. The profile shows name, email, custom fields, metadata, and Last active at. You can see group membership and add or remove the person from manual groups (smart and external membership follows rules or the directory).
App Access
On the profile, App access is where you set Manager, Admin, and per-app cards. Details above under Mental Model: Roles vs App Access.
Managed Content
Managed Content lists content the user is linked to as a Creator or Collaborator:
- Search and open the list; click an item to edit it in Create
- Creators and collaborators with Analyze access can see results for that content in Analyze
Certificates
Administrators can view current certificates, issue new ones with results, and renew or delete existing certificates.
Sessions
Administrators can open the Sessions tab on a user’s profile to audit and revoke sign-ins:
- See active sessions (created, last used, expiry, and device hints when available)
- Revoke session for one device, or Revoke all sessions
- Review Session history for signed-out and expired sessions
Revocation forces that person to sign in again; it can take about 15 seconds to take effect. People can also manage their own devices under Profile → Active sessions—see SSO and Authentication.
How long new sessions last: Login Session Duration.
Content Attempts
Under Content Attempts, see courses with attempt limits that the user has tried. Reset the attempt count so they can start again.
Licenses
Administrators can Add license on the profile—for example after an external payment or to fix access. Issuing a license also applies individual visibility, so the product appears in that user’s Learn library.
To see every issued license for a catalog item, edit that content’s visibility and access in Academy and open Manage licenses. Licenses from Academy sales are issued when the order completes. See Content Licenses.
Archive and Delete
For users who are not externally provisioned, use More actions on the profile or user list:
| Action | When to use it |
|---|---|
| Archive now | Stop login immediately; data is kept so you can restore later |
| Set archive date / Change archive date | Plan an end date (for example contractors) |
| Cancel scheduled archival | Clear a planned archive date |
| Unarchive | Restore login before permanent deletion |
| Delete User | Permanent removal of data, progress, and history—prefer archive when you might need the account again |
Workspace Admin accounts have a reduced menu toward other users (no archive or delete on normal accounts). Reactivate email can still appear when delivery is inactive—see Bulk Actions and Email.
Externally provisioned users follow different rules on that same page (no manual archive or delete; directory owns lifecycle).
