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Each user connected to your account has a profile that gives you access to review or edit the information associated with that person. Accessing a user profile lets you view or edit a user’s enrollments, external credits, and properties.

This article outlines the user profile elements and introduces you to standard user properties in the platform.

View a user profile

User profiles are accessed via the Users icon in the admin navigation.

Accessing a user profile in the platform.
  1. Navigate to Users.

  2. Use the filter tool on the Users page to narrow the user list or use Search to locate a specific user profile.

  3. Select a user from the list.

  4. Click the Edit button.

User profile information is broken down across three elements:


  • Review and manage the record of a user's engagement with the content in the platform. An enrollment is created when a user accesses content or when an admin - and/or manager - assigns content to a user.

External credits

  • Keep track of any learning completed, or achievements earned, outside of the platform.


  • Access all data about a user, including account, general platform, and contact information. If you’ve set up custom user fields, you’ll find those those values reflected in Properties. An asterisk denotes a required field.

User profile | Properties

Data in the User Properties fields are populated by a user creating a new account, when an admin manually, or by import, creates new accounts, or through an integration with a platform containing existing user data.

Profile picture

If a profile photo has been added for the user, you’ll see it reflected here. Profile pictures can be synced via an integration or uploaded to a profile by an admin or the user.

ACCOUNT | fields

Account fields reflect a user’s current account status, displays the login credentials she uses for access, and can include her Bio.

The Account fields on the User Properties page.


Tells you if a user account is currently active in the platform. If unchecked, the user is made inactive and the user will not be able to log in.


Also known as username, login is unique to each user and can be created through an integration, self-registration by a user, or authentication through a Google account.

Password: A user’s password is not visible, but can be changed by an administrator.

Require Reset: enable this property to force a user to create a new password when they next log in.

Bio: The information added to this field displays on a user’s profile in the platform.

GENERAL | fields

The General fields includes details about the user that place her into the appropriate learning audience, and settings that control her experience and access in the platform.

First/Last Name: These fields are required and are utilized in user profiles, enrollments, and communications.


Defines a user's current time zone and ensures that all date/time information shared in the platform is reflected in the user's time.

Preferred language:

Also referred to as locale, this field defines a language for a user based on her location. This field controls the language of the text used in the user interface, and can also control the content a user finds in Browse. Preferred language can be updated by a user via a menu in the footer in Learner view.

Email: The user's contact email address. Your account can be set up to force a unique email address for each user. Intellum uses this email address for all platform-generated communications, like Letters and admin notifications.

Company: Track the name of the company a user is associated with.

Profile URL: If public profiles are enabled on your account, and a user has made her profile public, this field will carry the unique URL extension of that profile. (https://**ProfileURL**)


The Code field assigns a unique identifier to a user that can be used to map user data, via single-sign on or integration with an internal system to the Intellum platform. The platform can be set up to auto-generate a code for users, or you can choose to create custom codes that are added manually or via an integration.

User authority:

Determines the level of platform access and control available to a user. A Student  has access to browse for, enroll in, and interact with content.
A Restricted Admin has access to admin options as defined by the custom permissions set on their account.
An Unrestricted Admin has access to all admin options, account information, and platform settings.

Hired On: Keep track of a user's start date.

Rehired On: Track a user's rehire date - if applicable.

Position: If you utilize Positions in the platform, you'll see your position options ready to be assigned to a user. Once defined, positions can be used to filter or report on users in the platform.

Manager: Build in oversight by connecting a user to a manager or supervisor. Managers are granted access to the Manage tab in learner view to review and edit a user's Plan, or evaluate the user in a specific topic area.


Control a user's experience in the platform by assigning her to the organization designed specifically for users like her. You will find all existing organizations available in the dropdown menu.

CUSTOM | fields

If Custom User Fields are set up for your account, you will see those fields reflected in user Properties. Custom fields can be used to track specific data or for integrations related to your users. Once created, custom fields are immediately added to the appropriate Properties page and made available in the filter and reporting tools.

Custom fields are created in account Settings and defined through the following elements:

  • Field Type:
    • Controls how the field collects data - via Text Field, Checkbox, Dropdown, or Radio Buttons
  • Field Name:
    • Creates a label for the data are you collecting
  • Field Values:
    • Outlines the selectable options for variable data fields

Contact | fields

Contact fields are used to record the phone numbers or physical address associated for a user. Each contact field is descriptive of the information it should contain. Information added in the contact fields can be used to filter users or pull reports on particular segments of users.

Maintenance | options

There can be up to two options displayed in the Maintenance section of a user profile - visibility is based on your user authority:

  • Letter Log History: Unrestricted and Restricted Admin can use this option to access a log of all platform Letters, or email notifications, sent to a user.
  • Log in as this user: Unrestricted Admin will find this option available in Restricted Admin and Student user profiles. This option will log you in to the account as the selected user. Using this option will log you out of your admin account.

User permissions

The User Permission section reflects a user's current Group memberships and gives unrestricted admin access to add or edit those memberships.


To add a new Group Membership, follow these steps:

  1. Click Add a Group Membership.
  2. Select a group from the dropdown menu that appears.
  3. Click the Add button.

Click the trashcan icon to remove existing Group Memberships.

Restricted admin permissions

If a user is made a Restricted Admin in the platform, Unrestricted Admin will find Restricted Admin Permissions available in the user's profile. Restricted Admin Permissions control the user's ability to access, create, and/or edit:


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