Add User

Add a User

This guide explains how to add a user, such as an Assessor, IQA, QAC, LSA or Workplace Manager. To add a candidate instead, see AddAdd Candidateing a Candidate.

1. Check the user doesn't already exist

1. Select the Users tab.
2. Use the Search facility to check the user doesn't already have an account.
3. If they don't, select Add User on the left of the screen.

2. Personal Details

Enter the user's personal details. Fields in bold are mandatory.

• Email: Set Receive Notification Emails to Yes (recommended) so the user receives email notifications from Ecordia.
• Phone Number: Use the Description field to say what type of number it is, e.g. Work or Home.

3. Roles

Select the role(s) the user will perform. The screen will refresh and add any extra fields needed to the Role Information section.

See the role comparison table below to compare each role's access to your centre.

4. Role Information

Fields in bold are mandatory. If you don't have the information, enter Unknown or N/A. Enter all dates as DD/MM/YYYY.

• Assessors and IQAs: Indicate whether they are Centre-based (centre staff) or Workplace-based (a work-based Assessor or IQA).
• Qualified Assessors and IQAs: Enter the date they achieved their qualification in the relevant field, e.g. D32/33 or A1.
• Trainee Assessors and IQAs: Select their Second Line Assessor or IQA.
• IQAs only: Tick Allow Access to 'Set Targets' on IQA Matrix if the user should be able to create, edit and delete targets for their candidates.

5. Account Settings

• User Name (required): Must be unique but is not case-sensitive. If the username is already taken, you'll be warned on saving and will need to choose another. For added security, we recommend including your centre's name, e.g. joe.bloggs@abc.
• Password (required): Passwords are case-sensitive. The user will be asked to choose their own password when they first log in.
• Enabled: Make sure this is ticked, otherwise the user won't be able to log in, even with the correct details.
• User must change password: Make sure this is ticked so the user is prompted to set a new password on first login.
• User cannot be messaged: Only tick this if the user should not receive messages in Ecordia. When ticked, no one will be able to message them.
• User work item forward to: Leave this set to No forwarding.

Select Save to create the account.

6. User Files (optional)

Once the account has been saved, you can attach files to it, such as qualification certificates, CVs, CPD records, images, videos or documents.

1. Open the user's account from the Users tab.
2. Select Upload Files. You can upload several files from a folder at once.

The user can view these files under My Account > Downloads. Users can also upload their own files there.

Note: Files can only be removed by the person who uploaded them. Users cannot remove files you upload, but they can remove their own.

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

Storing qualification certificates, CVs and CPD records

You can store a user's records, such as qualification certificates, CVs and CPD records, on Ecordia.

1. Select the Users tab.
2. Add a new user or open an existing user's account.
3. Select Upload Files and choose the files to upload.

The user can then view these files under 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: