Users and invitations

Users is where a workspace administrator manages the people in their workspace: inviting colleagues by email, choosing each person’s role, and switching accounts off. Every change is written to the audit log.

At a glance

• Who can open it: the Admin role. Each action has its own permission: List users (manage.users.view), Invite users (manage.users.invite), Assign / unassign user roles (manage.users.role_assign), Deactivate / reactivate users (manage.users.deactivate) and Delete user accounts permanently (manage.users.delete).
• Where: Admin console, Users, at /admin/users.
• Invitations are emailed as a single-use link that expires after 7 days.
• Viewer and Learner accounts are free. Every other role uses a seat from your plan.

Users.

Invite someone

1. On Users, press Invite user.

2. Fill in the dialog.

   Field	What to enter
   Display name	The person’s name as it should appear in LearnBoard.
   Email	The address the invitation goes to. They will sign in with it.
   Role	What they can see and do. Viewer is chosen to start with. See Roles and permissions.

3. Press Send invitation. LearnBoard says “Invitation sent to” the address.

4. The person opens the link in the email, sees which workspace and role they were invited to, and sets a password: at least 12 characters, with upper and lower case letters, a number and a symbol. They then land on the dashboard.

If the email could not be sent

When LearnBoard cannot send the email, it says so instead of claiming it was sent: “The invitation for” the address “is ready, but the email could not be sent. Send them this link yourself:” followed by the invitation link. The link works exactly as the email would have.

Why was an invitation refused?

• Out of seats. Inviting a role that uses a seat when your plan’s seats are all taken is refused, with See plans to go to Your subscription. Pending invitations hold a seat until they are accepted, withdrawn or expire.
• A pending invitation already exists for that address. Resend or withdraw it instead.
• The address belongs to another workspace. One email address can have one LearnBoard account. The person sees “already has a LearnBoard account in another workspace” when accepting, and can accept with a different address instead.

Pending invitations

List

Shown above the user table while any invitation is waiting, with a count. Each row gives the name, email, role and expiry date.

• What you can do: Resend sends the email again. Withdraw cancels the invitation and frees the seat it held: “Withdrew the invitation to” the address. “The seat it held is free again.”

All users

Table

Every user in this workspace, with their role, last sign-in and status.

• How to read it: columns are Name, Email, Type, Role, Last login, Status and Actions. Your own row says “(you)” and cannot be changed from here.
• Type says what kind of account a row is: Signed up (created the workspace), Invited (added by an administrator), From Moodle (created on first sign-in from Moodle) or Service account (used by the Moodle plugin to show charts, not a person).
• Status is Active or Deactivated. Email not confirmed means the person has not confirmed their address yet, so they cannot sign in.
• What you can do: search by name or email, sort by Name, Email, Role, Last login or Status, page through 25, 50 or 100 at a time, download the table as CSV, and use the row actions below.

Service accounts

A Service account row is what the Moodle plugin uses to show LearnBoard charts in Moodle. Deleting it breaks the charts in Moodle.

Change someone’s role

1. Choose a new role in the person’s Role dropdown.
2. Confirm in Change role?, which says the change is logged to the audit trail. Press Change role.

You cannot change your own role, or the role of a deactivated account. A Team lead shows as “Team lead” with the number of courses they lead instead of a dropdown, because that role is set from Moodle each time they sign in. See People who sign in from Moodle.

Deactivate, reactivate or delete

Action	What happens
Deactivate	The person can no longer sign in and all their active sessions end at once. Their name stays against everything they did. You can undo it.
Reactivate	Shown on a deactivated account. Lets them sign in again.
Delete	Removes the account permanently: their sign-in, API tokens, saved dashboards (including any they shared with the workspace, which colleagues lose) and AI conversations. This cannot be undone. Needs Delete user accounts permanently.

Tip

Deactivate first. It blocks someone straight away and can be undone, and you can still delete the account later from its deactivated row.

If the person you delete has sent invitations that nobody has accepted yet, LearnBoard asks a second time, naming how many will be cancelled: Delete and cancel the invitations, or cancel.

Related

Roles and permissionsWhat each role can see and do.

People who sign in from MoodleAccounts created from Moodle and team leads.

Your subscriptionSeats on your plan.

Audit logEvery role change and deactivation, recorded.