As a System Admin, you can add and manage user accounts in your Atlas system. Users must be added to the system prior to assigning them to the courses they will Develop and/or Teach in the current year.
Watch: Manage Users
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Manage Users |
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Application
Add a New User
From Admin > Manage Users:
1. Click Add New User.
2. Complete the text fields. Those notated with an asterisk are required.
3. Check off the Send Invitation Email box to send the login credential email to the new user.
4. Click Save to create the new user.
If you forgot to click the “Send Invitation Email” box when adding a new user, simply share these instructions!
- Navigate to your Atlas URL: type in your school's Atlas URL, it should be something like ******.rubiconatlas.org
- Enter your email address
- When prompted, click “Yes. Email me.” to send yourself a verification email
- Check your email, click on the link, set a personal password for subsequent logins
- Bookmark your Atlas site after logging in
See Also: School Channel Messaging
Edit User Account
1. Use the Find Users: search field to locate the user account quickly. You can search by name or email address.
2. Click the pencil icon (edit) to update the user account profile.
Activate an Account
For security reasons, users who have not logged in to Atlas for 2 years, will show as inactive in Manage Users page.
As an admin, you have two options:
Option 1: Activate Account
- Click Activate Account link.
- Optional: Update the user's info.
- Optional: Check off Send Invitation Email box to send an invitation email to the user.
- Click Save to activate the account.
If you checked off Send Invitation Email box, users will receive an email with a link to login, and go through the normal Atlas invite process.
Option 2: Delete the Inactive Account
If the users no longer work at the school, you can delete the accounts and re-assign their courses, if available. Click here for details on how to delete an account.
Delete User Account
From Admin > Manage Users:
1. Use the Find Users search field to locate the user account quickly. You can search by name or email address.
2. Click the X icon to remove the user account.
3. If there are courses assigned to this user, the course will not be affected, but you will be presented with options to continue:
- Click the Delete this User. Atlas will Remove (User Name) from these courses. If you want to delete the user and re-assign the courses later.
- Click the Assign the Courses to a different User, and delete (User Name). option if you want to transfer those course assignments to different users before removing the user. When selecting this option, you will have the chance to type in an existing user or add a new user to the system who will be assigned to those maps.
View all the Courses for a Specific User
From Admin > Manage Users:
1. Click the arrow associated with the user whose course you wish to view.
2. then select View All Courses. You will be directed to the User's course list in Manage Courses > Courses By User.
Special Editing Privileges
By default, all users in Atlas can view all curriculum developed in your system. Only Curriculum Developer assigned to courses by admins in Manage Courses has the rights to edit assigned courses. As a System Admin, you can grant selected users special editing privileges. These special editing privileges are considered "behind-the-scenes," as this user’s name will not appear anywhere on the map as an editor, but will be able to edit. This option is typically reserved for school administrators, curriculum coordinators, or department heads whose roles include writing or modifying the school curriculum, but not teaching the course.
Special Editing Privileges is not for setting up collaborative courses; you can set up collaborative courses in Manage Courses.
From Admin > Manage Users:
1. Click the arrow next to the user whose privileges you wish to edit.
2. Select Special Editing Privileges.
3. Check the level of access based on their role at your school.
- No special editing privileges (default): Users, by default, may edit only the individual or collaborative courses to which they are assigned.
- School-level editing privileges: Provides editing privileges to all courses assigned to a particular school(s).
- Subject-level editing privileges: Provides editing privileges to all courses assigned to a particular subject(s).
- User-level editing privileges: Provides editing privileges to courses assigned to selected user(s).
- All-level editing privileges: Provides editing privileges to all courses within your Atlas system.
4. Click Save to apply these privileges.
Reset a User's Password
In the login page, users can reset a password via the "Reset Password?" link. This will send an email with a link to reset their password. If a user doesn't receive the password reset email or unable to access their email, you can set a password to your temporary default. This will NOT generate an email to the user, so you must tell them the default password. Please note that you can only reset passwords for users whose email address uses the school's email domain.
In the Admin > Admin Dashboard page, click Reset Password.
1. Type in the user name. Then click the Reset Passwords button to reset the user's password. NO automated email notification will be sent to the User. You need to share the default password with them. The default password is located right under the Reset Password button.
NO automated email notification will be sent to the User. You need to share the default password with them.
2. After resetting the password, your user will be asked to change his password via the following screen. Instruct your user to use your Atlas default password (for example, it's spartans in the screenshot above) in the Temporary Password Provided by the Admin field.
If the user is not using the school's domain, we recommend you change the user's email to the school's email, click here for instructions on how to edit a user account. If the user is not from school, contact us.
Import a List of New Users
System Admins can import a large number of users from a list or spreadsheet into the Atlas system. Requirements for bulk-importing are:
- The file containing your list of Users must be in a Comma Separated Value (.csv) format. Click here to learn how to convert your Excel to .csv format.
- The spreadsheet or list must include the first name, last name, and email address for each user.
From Admin > Manage Users:
1. Click Import User.
2. Click Choose File to locate the .CSV file on your network or hard drive. Then click Open.
3. Click Submit. You will be allowed to verify the data in the next step.
4. Select from the drop-down menus the name of the column headers from your list that correlate to the data shown in the table below.
You must have a column that identifies the Last Name, First Name, and Email address. If your list contains additional columns, select Not Relevant from the drop-down menus.
5.Optional: If you have a header row in your document, check the Ignore first row (header row) box.
6. Click Validate Data >>. You will have a chance to review the data at the last and final step.
The table resulted contains the user data that will be imported to your Atlas system. Rows that may require attention have been flagged:
- The red icon means the data in this row will not be imported unless a correction is made. A field has been left blank, or the email address is not valid. All email addresses must include an “@” symbol and .com, .net, .edu, etc.
- The yellow icon means the data in this row will be imported; however, it may be a duplicate entry. Review the details for this User to ensure that they will not be entered more than once.
7. When you have finished reviewing the data, select Import at the bottom of the page to upload the new Users to your Atlas system.
When the import is complete, you will have the option to send the new users an invitation email or not.
How to Convert Excel Spreadsheet to .csv
1. Open MS Excel and locate your existing spreadsheet containing the data to be imported.
2. From the MS Excel File menu, click Save As.
3. Select CSV (Comma delimited) (*.csv) from the Save as Type drop-down menu and complete the File Name text box.
4. Click Save to save the .csv file in the same location as your original file.
Export List of All Users
The Export feature allows you to export all Users, emails, and attributes in your system to an external format for further analysis.
From Admin > Manage Users:
- Click the excel sheet icon to export the list to an Excel file.
- Click the document icon to export the list to a Text file.
Re-send invitation Email
Admins can re-send invitation emails to users in Atlas after creating their accounts. Please instruct your users to check the Spam/Junk inbox if they're not seeing the invitation email. If they're still unable to receive it, email us at support@onatlas.com.
From Admin > Manage Users:
- Search for the user using the Find Users: field, then click Search.
- Click the arrow next to the user account, and select Re-send Email Invite.
