Managing Users and Permissions

Overview

The User Management area allows you to create and manage all users who have access to your platform. Users can be admin, managers, or respondent, each with different levels of access and permissions.

A. Accessing User Management

To access User Management:

1. Click Administer in the left menu
2. Select Users

B. User List

The User List displays all users in your system with their email address, first name, last name, and user type. You can search/filter for specific users, click Edit to modify any user's settings, or click Copy to create a new user pre-filled from an existing one.

Adding a New User

Click the Add User button at the top of the page to create a new user account. To create a new user from an existing one, see K. Copying a User.

C. User Types

Brilliant Assessments supports three types of users, each with different access levels and capabilities:

Admin

Administrators can edit all aspects of the system. Administrators have full access to everything in your portal and don't require any managed organizations or assessments to be specified.

Manager

Assessment Managers can manage responses for specified organization levels and assessments only. They cannot change the assessment itself or any of the administration settings.

💡Tip: Assessment Managers must have at least one organization element and assessment specified. This may mean that you have to create an "Our Company" organization record and link the assessment managers and the responses to that.

Respondent

Respondents are registered on the respondent portal. These user records are created automatically by the system when respondents register or are invited to complete assessments.

D. Edit User - Basic Information

1. Email Address: The user's email address. This serves as their username for logging into the system. Each email address must be unique - see the note in Section E.
2. First Name: The user's first name.
3. Last Name: The user's last name.
4. User Type: Select the role for this user: Admin, Manager, or Respondent.
5. Mobile Number: Optional. The user's mobile number in international format (e.g., +15551234567). Used if SMS two-factor authentication is enabled.

Preferred Two Factor Authentication (not pictured): If two-factor authentication (2FA) is enabled in Site Settings for Managers or Respondents, an additional field appears letting you set the preferred authentication method for this user (None, Email, or Authenticator App).

E. User Status and Invitation

1. Suspended: Tick this box to suspend the user from being able to log on to the system. This temporarily disables their account without deleting it.
2. Is Locked Out: The system ticks this automatically if the user has tried to log on with the wrong password too many times. This is a security feature to prevent password guessing. Untick this box to reset and allow the user to attempt login again.
3. Send Invite: Tick this to send a welcome email to the user. The email contains a link they can use to set their own password. Use the appropriate template type: Admin/Manager Welcome for Admin or Managers, or Respondent Welcome for Respondents. You can resend this email at any time by re-ticking the checkbox for an existing user. The email template must contain the registration link as merge text. Read more about Email Templates.
4. Enable Banner Email Notifications (Admin only): Tick this to have the admin receive an email whenever Brilliant Assessments posts a new platform banner notice. The email arrives with the subject "New Banner Notification from Brilliant Assessments". Useful for admins who don't sign in daily but still want to stay informed about platform updates.

Email Uniqueness Validation

Each user's email address must be unique within your portal. If you try to add a new user (or copy an existing one) using an email that's already in use, you'll see the message:

To resolve, either edit the existing user record or use a different email address.

F. Assessor Settings

1. Is An Assessor: Tick this box if this user is designated as an assessor. Assessors can be assigned to responses and may receive reports or notifications related to assessments they're overseeing.
2. Assessor Title (appears once Is An Assessor is ticked): Enter the assessor's title (e.g., "Senior Consultant", "Lead Assessor") - this may be used in reports or communications. This field can be left blank.

⚠️ Important: If you are using assessor functionality and want assessors to be able to review and update responses after respondents complete them, you must also enable the Open Response checkbox in the Assessment Settings. This keeps responses open and editable even after the respondent finishes, allowing assessors to add their evaluations or comments.

Read more about the Assessor Functionality.

G. Manager Permissions

When a user is set as a Manager, the Manager Permissions block appears, giving you granular control over what features the manager can see. Permissions are grouped into 8 top-level options, each of which can expand to reveal sub-options that hide specific buttons or sub-menus.

1. Hide Response List

Hides the Responses menu entirely. The manager will not be able to access the list of responses.

Sub-options let you keep the Response List visible while hiding specific actions:

Hide Add Response

Hides the "Add Response" button. The manager cannot manually create new responses from the Response List.

Hide Send Reminders

Hides the Send Reminders action so the manager cannot send reminder emails to incomplete responses.

Hide Delete Responses

Hides the Delete action so the manager cannot delete responses.

Hide Upload Functionality

Hides the upload action for response-level documents and attachments.

Hide Response View

Hides "View Response" so the manager cannot see the details of individual response submissions.

Hide Reopen Response

Hides the action that re-opens a completed response for further editing.

2. Hide Cohorts

Hides the Cohorts menu entirely. The manager cannot access cohort functionality.

Sub-options let you keep the Cohort area visible while hiding specific actions:

Hide Add Cohorts

Manager still has access to the Cohort area but will not see the "Add Cohort" button.

Hide Send Reminders

Hides Send Reminders inside the cohort area.

Hide Delete Cohorts

Hides the Delete action for cohorts.

Hide Upload Functionality

Hides the cohort-level upload action.

3. Hide Dashboards

Hides the Dashboards menu entirely. The manager cannot access dashboard views. No sub-options.

4. Hide Results

Hides the Results menu entirely. The manager cannot access results functionality.

Sub-options let you hide specific result types while keeping the rest visible:

Hide Individual Results

Hides the Individual Results tab on the Results page.

Hide Cohort Results

Hides the Cohort Results tab on the Results page.

Hide Assessment & Summary Results

Hides the Assessment-level and Summary Results tab on the Results page.

5. Hide All Reports

Prevents the manager from downloading any reports from the view menu. (They can still receive reports via email if specified as a BCC or assessor.)

Sub-options let you target specific report types:

Hide Cohort Reports

Hides the Cohort Reports tab on the Reports page.

Hide Assessment Reports

Hides the Assessment Reports group. The Standard Reports and Custom Reports sub-tabs sit underneath this group.

This option has its own sub-options:

Hide Standard Reports

Hides the Standard Reports sub-tab under Assessment Reports. Useful if you only want managers to access custom reports.

Hide Custom Reports

Hides the Custom Reports sub-tab under Assessment Reports. Managers still see Cohort and Individual tabs if applicable.

6. Hide Allotments

Hides the Allotments menu entirely. The manager cannot view or manage allotments.

Sub-option:

Hide Add Allotments

Keeps Allotments visible but hides the "Add Allotment" button.

7. Hide Organization Settings

Hides the Organization Settings menu item. Useful when the partner portal is configured to let managers edit their own organization settings but you want to restrict specific managers from doing so. No sub-options.

8. Hide Other System Settings

Groups a set of miscellaneous "hide" toggles. Tick the parent to hide all five; tick sub-options individually for finer control.

Hide First Time Help

Suppresses the welcome/help popup that managers normally see on first login.

Hide Groups

Groups are a legacy function that is rarely used. Selecting this option hides the Groups select drop-down from the manager's interface.

Hide Word Report Download

Whether it's a cohort report or an individual report, selecting this option means the manager will only see the PDF download option. They will not see the Word report download option in the view menu.

Hide Paid Reports

If there are reports with pricing on them, selecting this option stops a manager from downloading paid reports from the view menu. They can still receive paid reports via email if specified as the BCC or assessor.

Hide Documents

Hides Documents-related actions and views.

H. Managed Organizations

This field is only relevant to Managers. It is ignored for Admin.

If this user is managing certain organization levels, they are selected here. You may select any number of organization elements for each user from the drop-down list. Hold the Ctrl key to select multiple options.

⚠️ Important: All elements in the tree below any selected level are implied. For example, if you select "Partner Company" at the top level, the manager automatically has access to all sub-organizations beneath it.

💡 Tip: Tick the highest level that applies. All organizations below the ticked level are implied.

I. Managed Assessments

This field is only relevant to Managers. It is ignored for Admin.

If this person is an Assessment Manager, tick the boxes or select the assessments they will be able to access to invite responses. Only assessments specified here will be visible to this manager.

J. List Views and Defaults

This section sets the default views and landing experience for the user. It appears for Admin and Manager users (not Respondents).

1. Response List Views: Tick the boxes next to the saved Response List views this user should have access to. Views provide pre-filtered slices of the Response List (e.g., by assessment, completion status, date range, or organization). The view ticked here becomes the user's default Response List view.
2. Cohort List Views: Same as above but for the Cohort List. Tick the views this user should have access to.
3. Default Date Range: Sets the date range applied by default when this user opens responses or reports. Options typically include Forever, Last 30 days, Last 90 days, Last year, or a custom range. Narrower defaults can improve performance and help users focus on recent data.
4. Default Landing Page: The page the user sees immediately after logging in. Options typically include Response List, Dashboard, Cohorts, Reports, or Results. Managers typically land on the Response List, while Admins often prefer the Dashboard.

K. Copying a User

The Copy action in the User List (next to Edit) lets you create a new user pre-populated from an existing one. This is useful when you're onboarding several Managers with similar permissions, or duplicating an Admin/Respondent record as a starting point.

How to copy a user

1. Go to Administer > Users.
2. Find the user you want to base the new account on.
3. Click Copy in the far-right column.
4. The Edit User screen opens, pre-filled from the source user. Update the fields that need to differ (typically Email, First Name, Last Name).
5. Click Save. Send Invite is pre-ticked by default so the new user gets a welcome email.

L. Saving and Deleting Users

Save: Click the Save button to save all changes to the user account.

Delete: Click the Delete button to permanently remove this user account. Use caution as this action cannot be undone.

⚠️ Important: Deleting a user does not delete the responses or data associated with that user. However, the user will no longer be able to log in to the system.

M. Related Settings

Global User Settings

For platform-wide user settings such as hiding the startup page, blocking support access, and enabling two-factor authentication, see the Users Tab in Site Settings.

Email Configuration

For configuring welcome emails and password reset emails, see Email Templates.

Organization Management

For more information about setting up organizational hierarchies, see Organizations.

Setting Up Assessment Managers

For a step-by-step walkthrough of creating an Assessment Manager from scratch, see Setting Up Assessment Managers.