How to Manually Create a User

This article outlines the steps for manually adding a new user, customizing the account settings, and communicating the account creation to them.

YouTestMe provides flexibility in user account management, offering the choice to either manually create accounts, perform bulk imports using the YouTestMe Excel template, or allow users to self-register.

Creating new user #

To create a new user, navigate to the Users module, and select the User Profiles tab.

Users-User profiles

Navigate to the “Create new user” tab. Within this tab, you will be required to enter both the user’s account information and personal details.

When selecting the “Basic info only” option, you’ll need to provide essential information about the user, including their username, password (along with its expiration date), role, status, time zone, name, and email.

If you deactivate this option, additional fields will become visible, which include:

  • External ID
  • Employee ID
  • Groups (In case you need to assign the user to a user group)
  • Employment type

User profiles - Create a new user

  1. Enter the username that will be unique for each user and cannot be changed.
  2. Choose the desired option. Generated – The user receives a generated password or Manually inserted– You create a password.
  3. Enter a password. (If you choose the Manually inserted option).
  4. Confirm the entered password. (If you choose the Manually inserted option).
  5. Set the expiration date for the password. The system will remind the user when to change the password.
  6. Set the user’s role in the system. You can choose between the predefined roles or make your own. For more information, see the roles and permissions video.
  7. Select the user’s account status:
    1. Active – for all users who can log into the system with their username and password.
    2. Suspended – for all users who are prohibited from entering the system by an administrator.
    3. Locked – for all users who cannot enter the system because they have typed in the wrong password several times.

    The administrator can change the user status anytime and view user details regardless of the current user status.

  8. Set the Time zone according to the user’s current place of residence.
  9. Enter the first name.
  10. Enter the last name.
  11. Enter the user’s email address.
  12. Add a profile picture optionally.
  13. Click the Save button to create a profile.

An automated email notification will be sent to the email address you provide to inform the user of their newly created account and provide them with the necessary credentials for access.

This email notification is fully customizable, giving you the option to include login instructions and a direct link to the user’s profile. The direct link will enable them to access their account and set a new password at their convenience.

Please check this article to learn more about email and notification configuration.

How to Customize User Account Settings #

You have the ability to tailor the user account settings to match your preferences. You can choose to make usernames case-sensitive, use email addresses as usernames, and require email verification for new accounts.

To customize the user account settings, follow these steps:

  1. From the main menu, select “System” and choose “Settings and Customization.”
  2. Navigate to the “System Preferences” tab.
  3. Select “User Account Settings.”

User account settings

To make the username field case-sensitive, follow these steps:

  1. Check the box next to the “Username case-sensitive” option.
  2. Click the “Confirm” button.

Enabling this option will ensure that the system recognizes usernames with uppercase and lowercase letters as distinct usernames.

Username case sensitive

To enable using the email as the username, follow these simple steps:

  1. Check the box next to the “Email is used as the username” option.
  2. Click the “Confirm” button.

Enabling this option means that the email address will serve as the username for all new user accounts. In other words, the username will be identical to the email for all new accounts. During the account creation process, only the email will be requested.

To require email verification during account creation, please follow these steps:

  1. Check the box next to the “Email Verification Required” option.
  2. Enter the email verification link validity period in minutes. After this specified time, the link will expire, and users will need to request a new verification link if they haven’t verified their email within that timeframe.
  3. Click the “Confirm” button.

email verification

Enabling this option means that all new users must verify their emails before they can log in. The email verification link is sent to users as part of the account creation notification.

Please be aware that you should include the “$emailVerificationLink$” parameter in the “New user profile created” email notification template to ensure that the verification link is included in the notification.

How to Customize Account Creation Notification #

To tailor the account creation notification sent to users, please follow these steps:

  1. From the main menu, navigate to “System“, then select “Settings and Customization“.
  2. Access the “Notifications” tab.
  3. Locate the “New user profile created” notification and click the “Edit” button in the email notification column to modify the template.

Notification - New user profile created

You have the option to select the email language, specify the subject line, and personalize the email text by utilizing the variables provided in the “list of all variables“. These variables will be automatically replaced with the relevant account information.

For convenient access to the user profile, you can incorporate the variable “$profileDirectLink$“. This will generate a link to the user’s profile, which will be automatically included in the email.

Edit email template

The following images illustrate the user’s email notification, both with and without a direct link to their profile:

Email notification simples

When the email verification option is enabled, the variable “$emailVerificationLink$” should be added the email notification template. This will generate a link that users should use to verify their email address to be able to log in.

email verification notification

You can also watch the following video for step-by-step instructions.

Powered by BetterDocs