User Management Guide

Overview

The Preparebuddy.com platform provides comprehensive user management capabilities for administrators to efficiently manage users, roles, and permissions across their organization.

Key Features

User Account Management

• Create User Accounts: Add new users individually or in bulk
• Edit User Profiles: Update user information, roles, and permissions
• Deactivate/Activate Users: Manage user account status
• Password Management: Reset passwords and enforce security policies

Role-Based Access Control

• Administrator: Full system access and management capabilities
• Examiner: Create and manage assessments and rubrics
• Teacher: Submit feedback and view analytics
• Student: Take assessments and view results

Adding New Users

Individual User Creation

1. Navigate to Admin Dashboard → Users → Add User
2. Fill in required information:
3. Username (unique identifier)
4. Email address
5. First and last name
6. Initial password
7. Assign appropriate role and permissions
8. Set organization membership
9. Click Save to create the account

Bulk User Import

1. Go to Admin Dashboard → Users → Bulk Import
2. Download the CSV template
3. Fill in user information following the template format
4. Upload the completed CSV file
5. Review and confirm the import
6. Users will receive welcome emails with login instructions

Managing User Roles

Assigning Roles

1. Select user from the user list
2. Click Edit → Roles & Permissions
3. Choose appropriate role from dropdown
4. Configure specific permissions if needed
5. Save changes

Role Permissions Matrix

Organization Management

Creating Organizations

1. Access Admin Dashboard → Organizations → Add New
2. Enter organization details:
3. Organization name
4. Primary contact information
5. Billing information
6. Domain settings
7. Configure organizational settings
8. Assign initial administrators

User-Organization Assignment

1. Select user account
2. Navigate to Organization Membership tab
3. Add or remove organization associations
4. Set role within each organization
5. Configure access permissions

Security and Compliance

Password Policies

• Minimum 8 characters
• Must include uppercase, lowercase, numbers
• Password history (cannot reuse last 5 passwords)
• Automatic expiration (90 days for admin accounts)

Account Security

• Two-factor authentication (recommended for admin accounts)
• Login attempt monitoring
• Automatic account lockout after failed attempts
• Session timeout configuration

Audit Logging

• All user management actions are logged
• Access logs available for compliance
• Export capabilities for external auditing

Troubleshooting Common Issues

User Cannot Login

1. Verify account is active
2. Check password hasn't expired
3. Confirm organization membership
4. Review role permissions
5. Check for account lockout

Missing Permissions

1. Verify role assignment
2. Check organization membership
3. Review custom permission settings
4. Confirm feature availability in license

Best Practices

Security

• Regularly review user accounts and remove inactive users
• Implement strong password policies
• Use two-factor authentication for admin accounts
• Monitor login patterns for suspicious activity

Organization

• Use consistent naming conventions
• Document role assignments and reasons
• Regularly audit user permissions
• Maintain up-to-date contact information

Support and Resources

For additional help with user management: - Contact technical support: support@Preparebuddy.com - View video tutorials in the help section - Access API documentation for automated user management