*User Settings

All licensed users in your account are listed under Application > Users.  

The Primary System Administrator, signified with an asterisk, has full, non-restricted access to the  account.  While Login ID, Password and general preferences may be modified for this user, no restrictions may be placed on this account.  Any user with “System Administrator” security level, can create/modify  additional user accounts if the organization has purchased them. 

Primary User (support included)

Organizations that have purchased multiple user accounts may see a checkbox designation for “Primary User”.  (*Note - If this checkbox is not visible, that means all user accounts receive support).  User accounts designated as Primary may be given full system access and are able to request help from our support team. Users not designated as “Primary” can only be given Event Manager level security, and may not request assistance from the support team. Check the Primary User box if the user should be able to request support and submit tickets. Our support team can answer any questions that you have regarding this setting.

Security Levels

System Administrator

This user has full access to all functions within an account including the Interface and Application tabs.

Event Manager - All Events and Administration

A user at this level has access to all events. However, limits may be set on the function access within the events, and access restriction to certain Categories and Divisions is also possible. For example, a user at this level may be granted access to reports for all events but may not be able to create new events or manage registrations.

This user level has no access to the Interface and Application menus.  Admin and Database menu access can be provided to Event Manager level users.

Function Access

• Create New Events: Can create new events and have full access to the events created.
• Event Setup:  Provides access to Event Setup, Event Page, Registration form, Instructors, Evaluation Form, and Preview Event. 
• Event Administration/Setup: Access to Registrations and Preview Event. Can add new registrations, transfer registrations, and resend confirmations.
• Notifications: Access to Message Center (Custom, Pending, Sent). Create and copy Custom Notifications.
• Attendance:  Can mark attendees and send evaluations, if applicable.
• Payment Administration:  Access to Financial functionality.
• Event Reports:  Access to all reports at the event level.
• Invitations: Access to the Invitation module and all its functions.
• Registrant Database Access: Access to the Database and all registrant information within the Database.
• Administration Access: Access to all applicable Administration functions, including Email Marketing/Bulk Email, Credit Accounts, Global Discount Codes,  Learning Plans, Media Management, Test Management, Digital Signature Documents.

Event Manager - Owned/Assigned Events

Users at this level have access only to events assigned to them or that they “own”.  Ownership and assignments are determined at Event Setup > General > Event Owner.

This user level has no access to Interface and Application. Administration access can be provided by the System Administrator.

This user will have access to all events they create, assuming they have been given event creation rights.  Access can also be provided to previously-created events via the Event Owner dropdown list under Event Setup > General.  Event Managers of this level will not see this dropdown list, but they are able to assign other event managers of the same level to their own events.

Function Access

• Create New Events:  Can create new events and then have full access to the events created.
• Registrant Database Access:  Has access to the Database.
• Administration Access:  Gives access to all applicable Administration functions, including Email Marketing/Bulk Email, Credit Accounts, Global Discount Codes, Learning Plans, Media Management, Test Management, and Digital Signature Documents.  
• System Reports Access – Access to all System level reports.  Report filters may be limited by Category Security and Division Security, if applicable
• Test Tracking Access: Access to view and record Test Scores, if applicable

Additional Security Settings

Enable Category Security - Restrict user access to events and reports results within specific Categories. If the category security access box is un-checked, the user may have access to all events.  The combination of this setting and their Security Level will determine which events they can access. To enforce Category Security, select the checkbox, then “Click here to select category access”.  Select the Categories the user is allowed to access.

Enable Division Security - (Appears only if you have Account Divisions activated) 

Restrict user access to events and reports results within specific Divisions. If the Division security access box is un-checked, the user may have access to all events.  The combination of this setting, their Category Security, and their Security Level will determine which events they can access. To enforce Division Security, select the checkbox, then “Click here to select division access”.  Select the Divisions the user is allowed to access.

Can Create Database Registrants (Appears only if you are using the Database feature)

• At Account Level - When deselected the "New Registrant" button will be hidden for that user when viewing the Registrant Database list.
• When Creating an Event Registration - When deselected the "Create New Registrant" button will be hidden for that user when adding a registration to an event.

Send Password Change Email Notification - Check the box for sending a password change email.  This will send a link to the user to change their password.

Login ID:  Login id must be at least 8 characters/numbers.

Password:  Password must be at least eight characters/numbers, must contain at least 1 letter, and may not contain the word 'Password'.

Outgoing Email Account for Owned Events - If you have more than one sending email address set up, an address can be assigned to a user. Select the desired outgoing email address.

User’s Email Address – provide email address that can be accessed by user to receive password reset emails and other event specific communication.

Security Filter - Choose a security filter, designated by a range of IP addresses created under Application > Integration > Security Filters, to limit administrative users to particular IP addresses, such as only when they're using work computers.

Default Login Landing Page - Select between the Dashboard or the Events list as the default page upon login

Default Event List Category - Select a default category of events to view upon login. Otherwise, all events the admin has access to will appear.  

Default Event List Sort Order - Select preferred order of events upon login - events listing by name or date.

Default Event List Status - Select preferred status of events upon login – Posted/Current or Not Posted

Pop-Up Help - If the feature is enabled in the account, an administrator can choose to turn on/off the onscreen help guide. Pop-Up Help offers on-screen help guides for common settings.

Activity Log

View log-in and registrant-related activities by each user. An activity
log has been added to each user's information page. This includes log-in dates and
times, as well as activity related to registrants. For example, the log will display
registrations added internally or internally-processed payments. 

Password Reset

Non-Admins: Contact your System Administrator (the primary user within
your account).  Only a System Administrator can change or provide a password.

Admins: A system administrator can check the Send Password Change Email Notification box. This
will send a link to the user to change their password.

User Limit Reached

Once your User Limit has been reached based on your contract, the 'Add New User' option will disappear. If you would like to add more users, please contact Support.

Two-Factor Authentication Available for Added Security 

Learning Stream’s Two-Factor Authentication module enacts a two-step verification process to provide you with an extra layer of account and user security. The regular login procedure entails a single authentication factor by entering a correct combination of Account ID, Username, and Password. When the two-factor authentication module is enabled, an additional authentication factor is required before account access is granted. This second factor involves sending a SMS verification code (via text) to the phone number associated with the User’s account.

Contact your Learning Stream support representative to learn more about this feature.