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 and click Edit to modify any user's settings.

Adding a New User

Click the Add User button at the top of the page to create a new user account.

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

Email Address: The user's email address. This serves as their username for logging into the system. First Name: The user's first name. Last Name: The user's last name. User Type: Select the role for this user: Admin, Manager, or Respondent. Preferred Two Factor Authentication: If two-factor authentication (2FA) is enabled in Site Settings for Respondents or Managers, you can specify the preferred authentication method for this user. Options typically include None, Email, or Authenticator App.

E. User Status and Invitation

1.Suspended: Tick this box if this user is suspended from being able to log on to the system. This temporarily disables their account without deleting it.

2. Is Locked Out: This indicator will be ticked by the system if the user has tried to log on to the system with the wrong password too many times. This is a security feature to prevent others from trying to log in and guessing the password. You can untick this box to reset and allow the user to attempt login again.

3. Send Invite

The Send Invite checkbox should be selected if you want to send a welcome email to the new user. Following this link, they can assign their own password. The email template should be set up with a type of:

• Admin/Manager Welcome for Admin or Managers
• Respondent Welcome for Respondents

The email template should contain the link to the site for the user to register as merge text. You can resend this email by selecting this checkbox for an existing user.

Read more about Email Templates.

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: Enter the title for this assessor (e.g., "Senior Consultant", "Lead Assessor"). This title 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. Assessment Manager Visibility Options

When a user is set as a Manager type, you have extensive control over what features and menu items they can access. These "Hide" options allow you to customize each manager's interface to show only the functionality they need.

1. Hide Add Allotments

Hides the ability to add allotments. The manager will not see the "Add Allotment" button.

2. Hide Add Cohorts

If selected, the manager still has access to Cohort, but will not see any of the buttons.

3. Hide Add Dashboard

Manager will still have access to Results, but will not see the "Add Dashboard" button.

4. Hide Add Response

Hides the "Add" Response button. The manager will not be able to manually create new responses from the Response List.

5. Hide Allotments

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

6. Hide All Reports

If selected, it stops a manager from downloading any reports from the action menu. They can still receive reports via email if specified as the BCC or assessor.

7. Hide Cohorts

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

8. Hide Custom Reports

When selected, managers will not see the Custom Reports tab under the Reports section. They will only have access to Standard Reports (if not also hidden). Managers still see the Cohort and Individual tabs (if applicable i.e. if there is at least 1 individual report template and 1 cohort template).

9. Hide Dashboards

Hides the Dashboards menu entirely under Manager. The manager cannot access dashboard views.

10. Hide Delete Responses

If selected, managers will not see the "Delete Responses" button in the action menu for responses. 

11. Hide First Time Help

When managers log in for the first time, there's usually a pop-up window with help information. Selecting this option suppresses this welcome/help popup. 

12. Hide Groups

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

13. Hide Organization Settings

In cases where the partner portal is set up to allow managers to access and manage their own organization settings, you might have one manager who has access while others don't. This option hides the Organization Settings menu item for specific managers.

14. Hide Paid Reports

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

15. Hide Response List

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

16. Hide Response View

If selected, managers cannot see "View Response" from the action menu. This prevents them from seeing the details of individual response submissions.

17. Hide Results

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

18. Hide Standard Reports

If selected, the Standard Reports tab under the Reports section will be hidden. This is useful if you only want managers to access custom reports.

19. 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 action menu.

💡Tip: These visibility options give you granular control over each manager's experience. Consider which features each manager needs for their role and hide the rest to keep their interface clean and prevent confusion.

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: Note that 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 that they will be able to access to invite responses. Only assessments specified here will be visible to this manager.

J. Default Manager View

1 & 2. List Views and Cohort List Views allow you to define filtered views of the Response List or Cohort List for this user. This is useful when managers should only see responses that meet certain criteria. Tick the boxes next to the views this user should have access to. Common views might include: 

• Filtering by assessment type
• Filtering by completion status
• Filtering by date range
• Filtering by organization

3. Default Date Range: 

This setting determines the default date range that will be applied when the user views responses or reports.

Options typically include:

• Forever (all historical data)
• Last 30 days
• Last 90 days
• Last year
• Custom date ranges

Setting an appropriate default date range can improve performance and help managers focus on relevant recent data.

4. Default Landing Page: Select which page the user will see immediately after logging in. Common options include:

• Response List
• Dashboard
• Cohorts
• Reports
• Results

Choose the landing page that makes the most sense for this user's primary workflow. Managers typically land on the Response List, while admin might prefer the Dashboard.

K. 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.

L. 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.