Managing Users

Managing Users

The Users section in Workspace Admin gives authorized administrators the ability to view, add, filter, update, and bulk-manage user accounts. This article explains each user role and how to manage users effectively.

1. User Roles Explained

Understanding roles is important before adding or managing users. Roles determine what a user can see and do inside On3.

* can see, delete their own content

** can delete their own from the Library unless content is already in indexed. In this case operation must be completed by a user with Editor role or above.

Role Summary

2. Who Can Manage Users

Only the following roles have permissions to manage or add users:

• Workspace Admin
• Business Unit Admin (if enabled)

Other roles have restricted or no access to this section.

3. Adding a User

Add User: complete the user details and turn on Enable On3 Learn when a license is required.

After understanding roles, you can manually add users as needed.

Steps to Add a User

1. Navigate to Workspace Admin → Users.
2. Click Add User.
3. Enter the user's First Name, Last Name, and contact details in the Email and/or Phone number fields. Provide at least one of email or phone.
4. Review the Temporary Password, which is required when an email is provided. Use Generate New if needed.
5. Select the correct Workspace and appropriate Role.
6. Choose whether to send a welcome email, a welcome SMS, or both using the corresponding switches. Check that the user has the matching email address or phone number.
7. If the new user also requires an On3 Learn license, turn on Enable On3 Learn before adding the user and complete the additional Department, Manager, and Title fields that appear.
8. Review the details and click Add User.

On3 Learn License Requests

When a new user is added with Enable On3 Learn turned on, an automated license-assignment request is sent to On3 Support if support notifications are enabled for your business unit. On3 Support then completes the required On3 Learn onboarding.

Support notifications are enabled by default. If your organization has turned them off, confirm its On3 Learn provisioning process with your administrator. Leave Enable On3 Learn off when the user does not need an On3 Learn license.

What Happens Next

• If Send welcome email is enabled, the user receives a welcome email with login instructions and their initial login credentials.
• Use Send welcome SMS when a welcome notification should also be sent to the user's phone.
• If the user needs to change their password, they can use Forgot Password on the login screen.

Adding Multiple Users with Bulk User Upload

Use Add Users on the Users page to create multiple users from an Excel workbook. Bulk User Upload accepts Excel (.xlsx) files only, and up to 3 jobs can run concurrently.

1. Navigate to Workspace Admin → Users and click Add Users to open Bulk User Upload.
2. On the Upload tab, click Download Template. Use the template downloaded from your own account so the available workspace and user-group options match your organization.
   
   Upload tab: download the template, then select your completed Excel file.
3. Read the Instructions sheet, then enter one user per row in the New Users sheet. Do not change worksheet names or column names. Use the available dropdowns and refer to the Options sheet when completing the workbook.
4. Complete the required fields and any applicable On3 Learn fields listed below, then save the completed workbook as .xlsx.
5. Return to the Upload tab, click Click to select file, and select your completed workbook. Confirm that its filename appears in the upload area.
   
   The selected workbook filename appears above Upload & Process.
6. Click Upload & Process to submit the workbook for user creation. The dialog also includes a History tab for upload history.

For bulk uploads, On3 Support receives the upload summary when support notifications are enabled for your business unit.

Bulk Upload Fields

Required for every user: WorkspaceId, First Name, Last Name, Role, and at least one of Email or Phone.

Before uploading: confirm the workspace, role, contact details, notification choices, and On3 Learn setting for every row. Do not leave Department, Manager Email, or Title blank when the conditional requirement above applies.

4. Password Setup & Reset

User-Initiated Password Reset

Users can reset their password at any time:

1. Open the login screen
2. Tap Forgot Password
3. Enter their email
4. Follow the link in the email to set a new password

Admin-Initiated Reset (Bulk)

• Select one or more users
• Choose Actions → Reset Password
• Users receive password reset emails automatically

5. Bulk User Actions

You can perform actions for multiple users at once.

Available Bulk Actions

• Resend Welcome Email
  • Useful for users who never activated their accounts
• Reset Password
  • Sends a password-reset link to selected users

How to Use Bulk Actions

1. Navigate to Workspace Admin → Users
2. Select multiple users using checkboxes
3. Open the Actions menu
4. Choose the desired bulk action
5. Confirm

6. Searching for Users

Use the search bar to quickly find users.

Search Options

• First name
• Last name
• Partial name
• Email address

Search updates results instantly.

7. Filtering Users

Filters help narrow down large user lists.

Status Filter

• Active
• Suspended

Role Filter

• Basic User
• Basic Editor
• Editor
• Workspace Admin
• Business Unit Admin

You can combine filters (e.g., "Active" + "Editor").

8. Automatic User Sync

User accounts sync automatically from the On3 Learn system.

• Sync runs every 24 hours
• New Learn users appear after the next sync
• Status changes sync automatically
• Helps maintain consistent user data across systems

9. Best Practices

• Assign the smallest necessary role to maintain platform security
• Use bulk actions to support large groups quickly
• Regularly review suspended/inactive users
• Keep Business Unit assignments clean and accurate
• Use filters for managing large teams efficiently