Create and Maintain Users

A new person can be added at the company level, division level or account level.

The best and easiest way to add a new person is to copy an existing person with a similar curriculum. The Copy button on People > People Information page will copy the company, division and account, allow you to select the permissions (if applicable) and curriculum from the corresponding items of the copied person. This way you can add a new person with curriculum by completing only one form. The new person can begin training as soon as you save the form.

The New button also allows you to add a new person. However, in this case the new person does not have any curriculum. You must add curriculum items separately as explained below in the alternate method. The minimum permission needed to perform this task is AccountmAdmin.

Before you begin

Follow these steps to confirm that the person is not already in Frontline:

Step	Action
1	Select People > People Information > (Organization level, if shown) from the system menu.
2	If you have access to multiple accounts, divisions or companies, select the account, division or company where the person you want to copy or add is located.
3	Enter the new person's last name, using wildcards (%) before and after it, in the Full Name field and click Search.
4	Is there already a person in Frontline with the same name? If Yes, and it is the same person that you are about to add, do not add a new person. Contact that person's division administrator to move the person to your division. If Yes, and it is a different person with the same name, consider adding a middle initial or otherwise making the name different to avoid confusion.

Recommended Method - Copy an existing person

Follow these steps to copy a person:

Step	Action
1	If you have not already, complete the steps provided above under Before you begin.
2	Find the person you want to copy, and click the Details tab.
3	Select Copy. Result: A new form with the copied person's company / division / account, permissions (if any) and curriculum is displayed.
4	Enter these fields. Required fields are marked with a *. Full Name, Status Code (if applicable), User ID and E-mail address Primary and Secondary Supervisor (if applicable) Check Send E-mail to Primary / Secondary (if applicable) Note: For full name and user ID, follow same format and naming convention as the existing people. The password is filled in automatically with the default temporary password for your company. The system will prompt the new user to change the temporary password upon first log-in.
5	Fill-in any optional fields such as HR Job Title, First Name and Last Name, if these are filled-in routinely for your existing people.
6	If the new person's (Default) Company, Division and Account are different from the copied person's, use the drop-down list boxes to change them. Note: Do not check Administer and Report boxes if the person being added has not been trained in Frontline administration tasks.
7	Check the boxes next to the Permissions that you want for the new person. Permissions grant advanced access to the person being added, and none may not be shown if the person copied is a learner. Note: Learner is the basic permission for any user, and this is adequate in most situations. You should not grant any new person admin, report or MOC/ACT permissions if the person has not been trained in such tasks.
8	Check the Curriculum Items you want to assign to the new person.
9	A Default Due Date of one month in the future is filled in automatically. This due date applies to all curriculum items selected in step 8. Note: Entering due date is mandatory. If you want to allow more time for any curriculum item being assigned, enter a due date next to it. This date will override the default due date. Any item less than 60 days will be on learner's Frontline Desktop.
10	If applicable, check the MOC and/or ACT shortcuts you want to assign to the new person. These would be shown only if your company uses the Frontline's MOC and action tracking applications.
11	Select Save. Result: The person is added and the People Information Details screen is displayed.
12	Add any of the optional fields on this screen and select Update.

Alternate Method - Add a person from scratch

Follow these steps to add a person from scratch:

Step	Action
1	If you have not already, complete the steps provided above under Before you begin.
2	Select New.
3	Enter these fields. Required fields are marked with a *. Full Name, Status Code (if applicable), User ID and E-mail address Primary and Secondary Supervisor (if applicable) Check Send E-mail to Primary / Secondary (if applicable) Note: For full name and user ID, follow same format and naming convention as the existing people. The password is filled in automatically with the default temporary password for your company. The system will prompt the new user to change the temporary password upon first log-in.
4	Select the person's (Default) Company, Division and Account from the drop-down boxes. Note: Do not check Administer and Report boxes if the person being added has not been trained in Frontline administration tasks.
5	Select Save. Result: The person is added and the People Information Details screen is displayed.
6	Add any of the optional fields on this screen and select Update.
7	Assign curriculum items to the person.

How to Move a User

The Move button on People > People Information page allows you to move an existing person from the person's default company, division, account and/or primary job to a new default company, division, account and/or primary job. While moving, you can also change the person's supervisors and move any active curriculum items assigned. You can use this feature even if only one item, such as default account, has changed for a person. When you move a person using the Move button, system also moves the person's training records (changes company/division/account in records), so your existing reports do not break.

Maintaining correct default company, division, account and primary job for all people allows you to maintain the correct curriculum and keeps your reports meaningful and correct. You can move people between companies, divisions and accounts for which you have access permission.

Follow these steps to move a person:

Step	Action
1	Select People > People Information > (Organization level, if shown) from the system menu.
2	If you have access to multiple accounts, divisions or companies, select the account, division or company where the person you want to move is currently located.
3	Select the person from the list and click the Details tab.
4	Click Move. Result: The People Move screen is displayed.
5	Click the next to the Default Company box and select the new Default Company (if you are company admin with access to both companies)
6	Click the next to the Default Division box and select the new Default Division (if you are company admin or division admin with access to both divisions)
7	Click the next to the Default Account box and select the new Default Account (if you are company admin, division admin or account admin with access to both accounts)
8	Click the next to the Primary Job box and select the new Primary Job, if desired.
9	Clear the current Primary and Secondary Supervisor fields and click the next to the Primary and Secondary Supervisor and select new supervisors, if desired.
10	Uncheck the Curriculum Items you do not want to move with the person. Note: You should only move items that apply in the new company / division / account or job, such as common corporate and site training.
11	Select Save. Results: The person is inactivated in the current default company, division, account or primary job and activated in the new default company, division, account or primary job. The person is inactivated from the curriculum Items that were not selected for the move. The person's training records are moved to the new company, division and account. You can keep track of where a certain training was completed by looking at the Recorded In Company, Division and Account for a training record.

Adding or changing a supervisor for one person

Follow these steps to change or add the primary supervisor or secondary supervisor for one person:

Step	Action
1	Select People > People Information > (Organization Level, if shown) from the system menu, find the person, and click the Details tab. Result: The People Details form is displayed.
2	Type in few characters of the supervisor's last name in the Primary Supervisor or Secondary Supervisor field and select . Result: A list of names matching the search criteria is displayed.
3	Click on the desired name and select OK. Result: The supervisor's name will be entered in the field.
4	If you want the supervisor to receive e-mail notifications when the person is overdue on assigned training, click Send E-mail to Primary or Send E-mail to Secondary.
5	Select Save. Result: The supervisor is added and allowed to run reports for this person.

Changing a supervisor for a group of people

Follow these steps to change the primary supervisor or secondary supervisor for a group of people who report to one supervisor:

Step	Action
1	Select People > People Information > (Organization Level, if shown) from the system menu. Find the supervisor from whom you want to move the people, and click the Details tab. Result: The People Details form is displayed.
2	Select the Supervises link. Result: The Manage Supervisor form is displayed.
3	Check the box next to the people that you want to move to a new supervisor, or click the green check mark to select everyone in the list.
4	Type in few characters of the supervisor's last name in the Assign to New Supervisor field and select . Result: A list of names matching the search criteria is displayed.
5	Click on the desired name and click Assign.
6	Click OK. Result: The people you checked are assigned to the new supervisor.