Add User

These instructions detail the steps to follow when adding a User (Assessors, IQAs, QAC, LSA, Workplace Manager, etc.) click here for instructions on adding a candidate.

1.    Select the "Users" tab.
2.    Using the 'Search' facility check that the User doesn't already have an account.

3.    Select the ’Add User’ button, left of the screen. You will now be able to enter in your User’s details:

4.    Personal Details

4.1    Enter the User's personal details, please note: All fields in bold are mandatory.
4.2    Email and Phone Number: Receive Notification Emails - set to 'Yes' (recommended), then the user can receive email notifications from Ecordia. The description field enables you to state the type of phone number i.e. Work or Home.

5.    Roles

Select the roles your User will perform. The screen will refresh and any additional information required will be added to the next section titled Role Information.  All fields in bold are mandatory. If you do not have the required information, insert the word ‘Unknown’ or ‘N/A’ in the space provided.  All dates must be entered in the following format DD/MM/YYYY.

See the role comparison table below to compare user roles and their access to your Centre.

6.    Role Information

Note: If adding an Internal Quality Assurer or Assessor you will need to indicate whether they are Centre or Workplace-based (i.e Centre staff or a Work-Based Assessor / IQA)

For qualified Assessors/IQAs please enter a date in the relevant qualification fields ie. D32/33/A1, or in the event they are trainees please select their Second Line Assessor/IQA.

IQAs Only: Allow Access to 'Set Targets' on IQA Matrix - if ticked, the user will be able to create, edit and delete targets for their candidates.

7.    Account Settings

7.1    User Name: You must enter the User's username here. The username must be unique, but is NOT case sensitive. On saving you will be warned if you have chosen a username which is already in use, you will need to change it before you can save.   For added security we recommend you include the name of the Training Centre when creating a username i.e. joe.bloggs@abc
7.2    Password: You must enter a password for the User here. Passwords ARE case sensitive, but on first login the User will be asked to change the password to something of their own choice.
7.3    Enabled: Ensure this box is ticked or the User will not be able to access their account even with the correct details.
7.4    User must change password: Ensure this is ticked so that the User is prompted to change their password when they login for the first time.
7.5    User cannot be messaged: Only tick this box if you do not want the User to be able to receive messages through Ecordia. If ticked no users will be able to message the user.
7.6    User work item forward to: Do not change this field, leave this set as ‘No forwarding’.

8.    User files (Optional)

New files: Once a User account has been created/saved, you can attach files to the User, such as pictures, video, documents etc, by clicking 'Upload Files'.  Multiple files can be uploaded from a folder at a time, and any files uploaded here can be accessed by the User via their My Account/Downloads page.  Users cannot remove any files you upload here, but they can remove any files they upload via their Downloads page..

Note: Once an account has been used it cannot be deleted.

9.    Storage of qualification certificates/CVs/CPD records

For Users who would like to upload their records on Ecordia, this can be done via the Users tab when you modify or add an account.  These can then be accessed by the User via "My Account" / "Downloads".

Note: Files can only be removed by the User who uploaded them.

User roles comparison table

If a users' role changes, you can add additional roles to their account via the Users tab, and clicking 'Modify' on the User account and then follow step 5 above.

Role

View Candidate

View Portfolio

Create Contact Logs

Create Unit or Portfolio Comments

Add/Modify Candidate

Modify ILP

Plans

View Evidence

Assess Evidence

Users

Reports

Resources

Add/Modify Resources

Manage Snippets

Assessor

*

CMS Course Administrator

Enquiry Admin

Expert Witness

if evidence shared

if evidence shared

if shared

External Verifier

if any aims matches the Awarding Body

if linked

IQA / Internal Verifier

*

Learning Support Administrator

*

Mentor

if evidence shared

if evidence shared

if evidence shared

if shared

Quality Assurer

for candidates on linked courses

for candidates on linked courses

* for candidates on linked courses

for candidates on linked courses

for candidates on linked courses

for candidates on linked courses

Training Manager

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

Tutor

Read only

Read only

Workplace Manager

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

Only with Mentor and/or Tutor role too

* Dependant on your Centre's creation permission settings

10. Issue the User with their login details.

Unlike candidates, the system does not send users their login details, so here is a template for you to copy and complete and email to the user when you are ready for them to login: