When setting up Smart Arena for the first time, it’s essential to configure user accounts correctly to ensure seamless access and role-based functionality. Below are instructions and use cases for each step of the process.
General about user accounts
User accounts are the foundation of your Smart Arena platform. Each account represents an individual with access to the system, whether as a basic user, HR manager or content developer. If you’re rolling out training for 500 employees, you’ll need individual accounts to track their progress, assign courses, and ensure personalized experiences. Users can use the platform according to the permissions and roles that are assigned to them, so the structure of the organization is reflected in learning activities.
Adding a new user
When adding a new user their basic information is needed to successfully set up their account. To find instructions see Add new user.
Users with a valid email address
Users with valid email addresses can receive a system-generated link to set their password and log in. Ideal for employees who actively use company or personal email addresses.
Process:
Add the user to the system and input name, last name and their email address. You can do that either individually in Smart Arena or you can prepare an Excel file with all users you want to import and use the Bulk import feature. More on that below.
The platform will send an email with a login link.
Users set their password via the link provided.
Users without email addresses
For users who don’t have valid (work or personal) email addresses, the process is a bit different:
Fake Email: When adding a new user fill in a fake email (e.g., [email protected]) to complete the system's required fields, since you can not create a new user without an email.
Manual Password Setup: Since users cannot set their password through the link that is sent to the filled-in email, you must manually assign a password during account creation.
Fill in a username: This is useful for users, so they can log into Smart Arena without an email.
Process:
Create the user account and input a fake email.
Assign a password manually and share it securely with the user.
Ensure the user has access to the system and is ready to start their first course.
Important!
Users with fictitious email addresses will not be able to access system notifications that will be sent to them.
When an email is used for a user, it can not be reused again.
Registration email
You can decide when users receive the first "registration" email. Options are:
The registration email is sent right away when the user account is created.
The registration email is not sent if you fill in the password. It is your responsibility to send the login data (username and password) to the user.
The registration email can be set to send when the user is enrolled in their first course, to avoid users first logging into an empty system with no courses available.
2. Bulk user import
When importing multiple account details at once, it’s important to consider how users will access the system:
Personal Passwords: The same process applies for importing multiple users, they can set up their password via the registration link sent to their email.
Specific Passwords: Alternatively, assign specific passwords (already used computer or other account password etc.) during bulk import, ensuring each user has immediate access. Don't forget to send them their login info (username and password) after their accounts are created.
To find instructions on importing users see Bulk user import.
3. Assign user roles and permissions
In Smart Arena, user roles are designed to define specific permissions and access levels within the platform. Assign them when setting up a user account by checking their box, or later change them in their user profile.
Organization administrator: Has full access to all features and settings, including user management, content creation, and system configurations.
HR manager: Has access to user, content and course management.
Basic user: Primarily accesses assigned courses and training materials, with limited permissions beyond personal learning activities.
Content developer: Can create content for courses.
Content administrator: Oversees the content creation process.
Org. unit manager: Has access to organization content and reports for their unit's users.
Statement Approver: Has full access to course management.
These roles ensure that users have appropriate access aligned with their responsibilities, maintaining a secure and organized e-learning environment. For more information see User Roles and Permissions.
5. Enabling SSO login
Smart Arena supports Single Sign-On (SSO) to simplify login processes and enhance security. To enable SSO login, please contact our technical team, who will provide you with the necessary instructions and guide you through the entire setup process. See SSO Login.