How to Add a User
Problem
You need to create a new staff user in GoLearn, set their login details and CoachPortal PIN, assign a Global Group, and control which regions, centres and courses they can access.
Resolution
Open Users & Groups
- Click Settings in the left-hand menu, then Users & Groups.
- Click Add User.
Enter the user's details
- Enter the user's First Name and Last Name.
- Enter the user's Email Address (optional). An email address is required if you are sending the user a password reset email. If you are creating their password for them, you don't need to enter an email address.
Choose how the password is set
- Automatic Password?: if you wish to send the user a password reset email, make sure this setting is ticked. This emails the user a random password, which they must change on login.
- If it is unticked, you need to set their password manually.
Enter the login details
- Type in their Username.
- Enter their Password. The password must include at least 1 number, 1 lowercase letter, 1 uppercase letter and 1 special character.
- Re-enter the password in Confirm Password.
Set the CoachPortal PIN
- Enter their CoachPortal Pin Code. This PIN allows the user to access CoachPortal (minimum 4 digits, maximum 10 digits).
Assign a Global Group
- Select the Global Group the user needs to be assigned to from the dropdown (for example, No Group, Administrators, Front of House, Receptionists, Supervisors or Teachers; the list shows the permission groups configured on your system).
Review the Centres settings
- Tick any that are required:
- Super User: makes the user a member of ALL centres, with permissions for EVERYTHING. Intended for IT management and all-site managers.
- Member of All Regions & Centres: gives the user access to every region and centre you have within GoLearn (past, present and future).
- Member of All Courses: gives the user access to every course you run within GoLearn (past, present and future).
- Home Centre: select the user's home centre. The user needs access to a centre or region before you can set the home centre.
- Tick any that are required:
Limit visibility (if applicable)
- If the user should have limited visibility of locations and courses, specify this in the Permissions section towards the bottom of the page. You can override permissions for:
- A specific region: click + Add Region.
- A specific centre or centres: click + Add Centre.
- A specific course or courses: click + Add Course.
- A specific course at a specific centre: click + Add Centre Course.
- If the user should have limited visibility of locations and courses, specify this in the Permissions section towards the bottom of the page. You can override permissions for:
Save the user
- Click the green Save User button.
Notes
- Global permissions apply regardless of the user's current centre (unless overridden), and each permission can be set to Grant, Allow, Deny or Inherit.
- Related: Permissions for Replacement Sessions and Planned Absences; Which Permission Enables the Switch User Functionality in CoachPortal.