Users

The Users page allows administrators to manage all user accounts within their institution, including students, preceptors, and admins. This page provides comprehensive user management tools including creation, editing, compliance tracking, and bulk operations.

Overview

The Users page is the central hub for managing all user accounts in your institution. It displays license utilization, provides powerful filtering and search capabilities, and enables both individual and bulk user operations.

License Status Dashboard

At the top of the page, you'll see your current license utilization:

License Metrics:

• Used Seats: Number of licenses currently assigned to active users
• Available Seats: Number of unused licenses available for new users
• Total Licenses: Total number of licenses purchased for your institution
• Utilization Percentage: Percentage of licenses currently in use

Status Indicators:

• Blue: Normal utilization (under 80%)
• Yellow: High utilization (80% or more) - consider purchasing additional licenses
• Red: No available seats (100% utilized) - immediate action needed

Quick Actions:

• Purchase More Seats: Navigate to billing page to purchase additional licenses
• Contact Sales: Available when utilization is high

Viewing and Filtering Users

User Table

The main user table displays:

• Name: First and last name with avatar
• Email: User email address
• Cohort: Cohort code (for students)
• Role: User role with color-coded badge
  • Student (purple)
  • Preceptor (green)
  • Admin (blue)
• Compliance: Overall compliance status badge
  • Compliant (green)
  • Not Compliant (red)
  • Not Set (gray)
• Requirement: Assigned compliance template name
• Classrooms: List of classrooms the user belongs to (clickable to navigate)
• Actions: Dropdown menu for user-specific actions

Search

Search Functionality:

• Search by first name, last name, or email
• Full name search: Enter "First Last" to search both fields
• Real-time search with debouncing for performance
• Clear search button appears when search is active

Filters

Role Filter:

• Filter by: All Roles, Students, Preceptors, Admins
• Accessible via filter icon in Role column header

Archive Status Filter:

• All Users: Show all users regardless of archive status
• Active Users: Show only active (non-archived) users
• Archived Users: Show only archived users

Compliance Filter:

• All Users: Show all users regardless of compliance status
• Not Set: Users with no compliance data configured
• Compliant: Users who are fully compliant
• Not Compliant: Users who are not compliant
• Accessible via filter icon in Compliance column header

Classroom Filter:

• Filter users by classroom membership
• Select multiple classrooms
• Search classrooms by name
• Clear all classroom filters option
• Accessible via filter icon in Classrooms column header

Sorting

Sortable Columns:

• Name: Sort alphabetically by first name (ascending/descending)
• Click column headers to toggle sort direction

Pagination

• 20 users per page
• Navigate between pages
• Shows current page and total pages
• Ellipsis for large page counts

Creating Users

Individual User Creation

1. Click the "Add User" button (desktop) or floating action button (mobile)
2. Fill in required information:
   • First Name (required)
   • Last Name (required)
   • Email (required)
   • Role (required): Student, Preceptor, or Admin
3. For Students Only:
   • Cohort Code (required): Enter cohort identifier (e.g., "1", "2", "3")
   • Student Self-Pay (optional): Check this box if the student will purchase their own license
     • Self-pay students don't consume institution license seats
     • They must purchase access upon first login
4. Click "Send Invitation"
5. User receives invitation email to set their password

Bulk User Import

Import Process:

1. Click "Import" button
2. Select "Import users (.xlsx, .xls, .csv)"
3. Choose your file

File Format: Required columns:

• email: User email address
• first_name: First name
• last_name: Last name
• role: User role (student, preceptor, admin)
• is_self_pay: Boolean (true/false) - optional, for students only
• cohort_code: String - required for students, optional for others

Template Download:

• Click "Download template (.xlsx)" to get a sample file with correct format
• Template includes example rows showing proper formatting

Processing:

• Files are processed in chunks to handle large uploads
• Processing happens in the background
• You can navigate away from the page (but don't close the browser tab)
• You'll be notified when processing completes
• Users receive invitation emails automatically

Notes:

• Students require cohort codes
• Invalid rows are skipped with error reporting
• Duplicate emails are handled gracefully

Managing Individual Users

User Actions Menu

Click the three-dot menu (⋮) for each user to access:

Compliance:

• Open compliance drawer for detailed compliance management
• View and manage all compliance requirements
• Upload and review compliance documents
• See AI document verification results

Edit:

• Modify user information:
  • First name
  • Last name
  • Email address
  • Role
  • Cohort code (for students)
  • Self-pay status (for students)
• Email changes may require password reset

Archive/Unarchive:

• Archive: Disable user account (user cannot log in)
• Unarchive: Restore archived user account
• Archived users are filtered out by default

Compliance Management

Compliance Status:

• Each user displays overall compliance status
• Click on compliance badge or user row to open compliance drawer
• Status is calculated based on all requirements

Compliance Templates:

• Users can be assigned to compliance templates
• Standard Template: Uses institution default requirements
• Custom Templates: Institution-specific requirement sets
• Assign templates via dropdown in "Requirement" column
• Templates determine which compliance items are required

Compliance Drawer:

• Detailed view of all compliance requirements
• Upload documents for each requirement
• Set expiration dates
• Approve/reject documents
• View AI document verification analysis
• Track document history
• See compliance completion progress

Classroom Memberships

Viewing Classrooms:

• User table shows all classrooms each user belongs to
• Classroom badges are clickable to navigate to classroom page
• Truncated names for long classroom names

Adding to Classrooms:

• Use bulk operations (see below) to add multiple users
• Individual classroom assignment done from Classrooms page

Bulk Operations

Multi-Selection

Selecting Users:

• Checkbox in first column for each user
• Select All: Checkbox in header selects all users on current page
• Select All Pages: Button to select all users matching current filters
• Select Current Page: Switch from all pages to current page selection

Selection Display:

• Shows count of selected users
• Indicates if "all pages" or "current page" is selected
• Bulk action buttons appear when users are selected

Bulk Archive

1. Select one or more users
2. Click "Bulk Archive" button
3. Confirm action
4. Selected users are archived immediately
5. Archived users cannot log in but data is preserved

Bulk Add to Classrooms

1. Select one or more users
2. Click "Add to Classrooms" button
3. Select one or more classrooms from dropdown
4. Search classrooms by name if needed
5. Click "Add to Classrooms"
6. Users are added with appropriate roles:
   • Students → student role in classroom
   • Preceptors → preceptor role in classroom
   • Admins → preceptor role in classroom

Notes:

• Users already in selected classrooms are skipped
• Operation continues even if some classrooms fail
• Success message shows total members added

Bulk Assign Compliance Template

1. Select one or more users
2. Click "Assign Compliance Template" button
3. Choose template:
   • Standard Template: Institution default
   • Custom Template: Select from available templates
4. Click "Assign Compliance Template"
5. Selected users receive the template's compliance requirements

Bulk Set Cohort

1. Select one or more users
2. Click "Set Cohort" button
3. Enter cohort code (e.g., "1", "2", "3")
4. Click "Apply Cohort"
5. Cohort code is applied to all selected users

Note: Cohort codes are primarily used for students but can be set for any user.

User Roles

Student:

• Can create clinical logs
• View and complete evaluations
• Manage personal compliance documents
• View assigned classrooms
• Requires cohort code
• Can be marked as self-pay (doesn't use license seat)

Preceptor:

• Can review student clinical logs
• Assign and complete evaluations
• View student progress
• Manage compliance documents
• Can be assigned to classrooms as preceptors

Admin:

• Full access to all administrative features
• Manage users, classrooms, locations, templates
• Access reports and analytics
• Manage billing (if institution admin)
• Can be assigned to classrooms as preceptors
• Can manage institution settings (if institution admin)

Student Self-Pay

Self-Pay Option:

• Available only for students
• Checkbox when creating or editing student users
• Self-pay students don't consume institution license seats
• Students must purchase their own license upon first login
• Useful for institutions that allow students to pay for their own access

How It Works:

1. Admin marks student as self-pay during creation
2. Student receives invitation email
3. Upon first login, student is prompted to purchase license
4. Student completes payment through Stripe checkout
5. Student gains full access after payment
6. License is tracked separately but contributes to institution's license pool

Compliance Management

Compliance Status

Status Types:

• Compliant: All requirements met and approved
• Not Compliant: One or more requirements missing or rejected
• Not Set: No compliance data configured for user

Status Calculation:

• Based on all requirements in assigned template
• Considers document approval status
• Checks expiration dates
• Updates automatically when requirements change

Compliance Templates

Template Assignment:

• Each user has one assigned template
• Templates define which compliance items are required
• Can assign Standard Template or custom templates
• Assign via dropdown in user table or bulk operations

Template Types:

• Standard Template: Institution default requirements
• Custom Templates: Created by institution admins
• Templates can have different requirement sets

Compliance Requirements

Common Requirements:

• Annual Flu Vaccine
• COVID-19 Vaccination
• Hepatitis B Vaccination
• MMR (Measles, Mumps, Rubella)
• Varicella (Chickenpox)
• Tdap (Tetanus, Diphtheria, Pertussis)
• TB Skin Test/QuantiFERON
• Annual Physical Exam
• CPR/BLS Certification
• ACLS Certification
• Background Check
• Drug Screening
• Student Health Insurance
• Professional Liability Insurance

Requirement Management:

• Upload documents for each requirement
• Set expiration dates
• Approve or reject documents
• View document history
• AI-powered document verification available (Pro plan)

Archive Management

Archiving Users

When to Archive:

• Users who have left the institution
• Inactive users
• Users who should not have access but data should be preserved

Archive Effects:

• User cannot log in
• User data is preserved
• User appears in "Archived Users" filter
• Can be unarchived at any time

Unarchiving Users

Restore Access:

• Find user in "Archived Users" filter
• Click actions menu → "Unarchive"
• User can immediately log in again
• All data and settings are restored

Best Practices

1. Monitor License Utilization: Check license status regularly to avoid running out of seats
2. Use Bulk Operations: Import users in bulk for efficiency
3. Set Cohort Codes: Always assign cohort codes to students for organization
4. Compliance Templates: Use templates to standardize compliance requirements
5. Archive Inactive Users: Keep user list clean by archiving inactive users
6. Classroom Organization: Add users to classrooms for better organization
7. Self-Pay Students: Mark students as self-pay if they purchase their own licenses
8. Regular Compliance Checks: Monitor compliance status regularly
9. Search and Filters: Use filters to quickly find specific users
10. Bulk Actions: Use bulk operations for efficiency when managing multiple users

Troubleshooting

Cannot Add User:

• Check license seat availability
• Ensure all required fields are filled
• Verify email is not already in use
• For students, cohort code is required

Bulk Import Fails:

• Check file format matches template
• Ensure required columns are present
• Verify email addresses are valid
• Check for duplicate emails
• Students must have cohort codes

User Cannot Log In:

• Check if user is archived
• Verify user received invitation email
• Check license seat availability (unless self-pay)
• Contact support if issues persist

Compliance Status Incorrect:

• Check assigned compliance template
• Verify all requirements are completed
• Check document approval status
• Review expiration dates

Related Features

• Billing: Purchase additional licenses when seats are low
• Classrooms: Organize users into classrooms for better management
• Compliance: Detailed compliance management in compliance drawer
• Reports: Generate reports on user activity and compliance