How to Create Users in the System

Article verified for Release 16.1 on October 16, 2026

This article provides an overview of the different methods available for creating user accounts in YouTestMe GetCertified, including manual user creation, bulk importing users through an Excel template, and self-registration.

Each method is designed to accommodate different organizational needs, from creating individual accounts to registering large numbers of users. The article also explains how to configure user account settings, including username requirements and registration options, to manage user access efficiently.

Manually Creating a User

Manual user creation allows administrators to create individual user accounts and configure their personal information, roles, group and workspace memberships, language preferences, and other account settings.

This method is particularly useful when creating a small number of accounts or when users require specific account configurations.

1. Select Users, then User Profiles.
2. Click the Create new user button.

You will be prompted with a form to configure the user’s information, including:

3. Add Personal Information: Enable this option to display additional personal information fields, including custom user properties.

4. Profile picture: Optionally upload a photo to be displayed in the user’s profile.
5. Username: Enter the username the user will use to log in.
6. Email: Enter the user’s email address. Note: Multiple user accounts can be associated with the same email address, provided that each account has a unique username. However, this practice is not recommended.
7. First name and Last name: Enter the user’s first and last name. Since these details are used when generating certificates, enter the user’s full official name rather than a nickname.
8. User Status: Select the user’s account status.
9. Role: Assign a predefined or custom role to the user. For more information, watch the Roles and Permissions video.
10. Time Zone: Select the user’s time zone. Assignment availability will be automatically converted to the time zone defined in the user’s profile.
11. Language in app: Select the preferred language for the application interface.
12. Language in tests: Select the preferred language for displaying test content, if translations are available.

13. External ID: An optional identifier used to cross-reference users with external systems.
14. Employee ID: An optional identifier typically assigned to employees within an organization.
15. User Groups: Assign the user to one or more user groups.
16. Workspace: Select the workspace to which the user will be added.
17. Optionally, enter additional personal information: Middle name, date of birth, gender, phone number, affiliation, address details, etc.
18. Click the Save button to create a profile.

Note: For security reasons, administrators cannot directly set or change passwords for other users under the default password management configuration. Newly created users can set their own passwords using the password reset link sent to their email address.

When email notifications are enabled, newly created users with an Active account status automatically receive an account creation email containing their username and a password reset link.

The email notification can be customized to include additional information and login instructions

For more information, refer to the How to Configure Email and Application Notifications article.

Bulk Uploading Users via Excel Template

The bulk import feature allows administrators to create multiple user accounts simultaneously using a predefined Excel template. This method is particularly useful for organizations that need to register large numbers of users without creating each account individually.

Administrators can populate the template with mandatory user information and optional details, including group assignments, language preferences, and custom user properties.

Note: The Excel import template does not include a Password column. When importing users, administrators can select the Send email to newly created users option to send an account creation notification containing a password reset link.

If the Excel file contains invalid information for even one user, the entire import operation will be canceled, and no users will be imported. Ensure that all information is valid before uploading the file.

For step-by-step instructions and Excel formatting guidelines, please refer to the following article: How to Bulk Import Users with an Excel Template

Self-Registration – Allow Users to Create Their Accounts

YouTestMe provides the option to enable self-registration, allowing users to create their accounts by completing a registration form defined by the administrator. Administrators can configure various registration settings, including the form structure and whether registrations require approval.

Based on these settings, users can either gain instant access to their accounts upon submitting the form or submit a registration request that an administrator or manager must approve.

This feature is ideal for scenarios where open access is required, such as publishing a publicly available assignment or course on a website, without the need for manual account creation for each participant.

To enable self-registration:

1. Navigate to System and select Settings and Customization.
2. Under System Preferences, select Additional Modules Setup.

Locate the Self-registration settings section and configure the following options:

• Self-registration module: Enables users to register through the application’s registration form.
• Instant self-registration: Allows users to access their accounts immediately after registration without waiting for approval.

If instant self-registration is disabled, registration requests must be approved before users can access their accounts.

Customizing the Registration Form

To customize the registration form:

1. Navigate to System → Settings and Customization.
2. Under System Preferences, select Registration Page Layout. Configure which fields will be displayed on the registration form to collect the required user information.

For detailed instructions on user registration and approving or rejecting registration requests, refer to the How to Register with Self-Registration Module Enabled or Disable article.

How to Customize User Account Settings

YouTestMe GetCertified allows administrators to configure user account settings to control how usernames are handled when new accounts are created.

1. Navigate to System → Settings and Customization.
2. Select the User Account Settings tab.
3. Configure one or both of the following options:
   • Username case-sensitive: When enabled, the system distinguishes between uppercase and lowercase letters in usernames. This allows accounts with usernames that differ only in capitalization to be created. For example, Andy.Connor123 and andy.connor123 can exist as separate accounts.
   • Email is used as the username: When enabled, the user’s email address is automatically used as the username for newly created accounts. In this case, each email address must be unique, meaning that multiple user accounts cannot use the same email address as their username.

Note: Whether a user can change their username after account creation depends on the permissions assigned to their role. By default, students cannot edit their usernames when logged in. Users with other roles may be able to edit their usernames if their assigned permissions allow them to modify the relevant profile information. Therefore, username editing availability may vary depending on the user’s role and permissions.

Conclusion

YouTestMe GetCertified provides several methods for creating user accounts, allowing administrators to choose the approach that best suits their organization’s needs.

Users can be created individually, imported in bulk using an Excel template, or registered independently through the self-registration process. Administrators can also configure user account settings and registration options to manage user access and streamline account creation.

For more details, refer to the following articles:

•  Roles and permissions.
• How to Create a User Group
• How to Create a Simple Test