by Ilmiya Team Updated: Apr 22, 2025

Managing Users and People

Complete guide to user management, roles, and permissions in Ilmiya

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Managing Users and People

Learn how to effectively manage users, assign roles, and configure permissions in Ilmiya.

User Types

Students

Students are the primary learners on your platform.

Capabilities:

  • Enroll in courses
  • Submit assignments
  • Take quizzes and exams
  • View grades and feedback
  • Participate in discussions

Management Tasks:

  • Import student rosters
  • Assign to courses
  • Track progress
  • Generate transcripts

Educators

Teachers and instructors who create and deliver content.

Capabilities:

  • Create and manage courses
  • Grade submissions
  • Create assessments
  • Communicate with students
  • View course analytics

Management Tasks:

  • Assign to courses
  • Set teaching permissions
  • Monitor course activity
  • Provide professional development

Administrators

Platform administrators who manage the system.

Capabilities:

  • User management
  • System configuration
  • Analytics and reporting
  • Content oversight
  • Technical support

Adding Users

Individual Users

  1. Navigate to People > Add User
  2. Enter user details:
    • Full name
    • Email address
    • Role assignment
    • Optional: Send welcome email
  3. Click Create User

Bulk Import

For adding multiple users:

  1. Download the CSV template
  2. Fill in user information
  3. Upload the completed file
  4. Review and confirm import
  5. Users receive welcome emails

CSV Format:

firstname,lastname,email,role,department
John,Doe,john@example.com,student,Computer Science
Jane,Smith,jane@example.com,educator,Mathematics

Role Management

Creating Custom Roles

  1. Go to Settings > Roles
  2. Click Create New Role
  3. Name the role (e.g., “Teaching Assistant”)
  4. Set base permissions
  5. Customize specific capabilities

Permission Levels

Course Level:

  • View: Can see course content
  • Participate: Can submit work and interact
  • Grade: Can evaluate student work
  • Manage: Full course control

System Level:

  • User Management
  • Course Creation
  • System Configuration
  • Analytics Access

User Groups

Organize users into groups for easier management.

Types of Groups

  1. Class Groups: Students in the same course section
  2. Department Groups: Faculty in the same department
  3. Program Groups: Students in the same degree program
  4. Custom Groups: Any user-defined grouping

Creating Groups

  1. Navigate to People > Groups
  2. Click Create Group
  3. Name the group
  4. Add members manually or via filter
  5. Set group-specific permissions

User Profiles

Profile Information

Required fields:

  • Full name
  • Email address
  • User role

Optional fields:

  • Profile picture
  • Bio/description
  • Contact information
  • Social media links
  • Timezone
  • Language preference

Privacy Settings

Users can control:

  • Profile visibility
  • Contact information sharing
  • Activity visibility
  • Email preferences

Enrollment Management

Course Enrollment

Manual Enrollment:

  1. Open the course
  2. Go to People tab
  3. Click Add Users
  4. Select users to enroll
  5. Set enrollment status (active, pending, completed)

Self-Enrollment:

  • Enable self-enrollment in course settings
  • Optionally require enrollment key
  • Set enrollment caps if needed

Bulk Enrollment:

  • Use CSV import
  • Upload list of user emails
  • Assign enrollment dates
  • Send enrollment confirmations

Communication

Announcements

Send messages to users:

  • Course-wide announcements
  • Group messages
  • Individual messages
  • System notifications

Email Preferences

Users can manage:

  • Announcement frequency
  • Assignment reminders
  • Grade notifications
  • Discussion updates

Reporting

User Reports

Generate reports for:

  • Active users
  • Login activity
  • Course enrollment
  • Progress tracking
  • Completion rates

Export Options

  • CSV files
  • PDF reports
  • Excel spreadsheets
  • JSON data dumps

Best Practices

User Management

  1. Regular Audits: Review user accounts quarterly
  2. Archive Inactive Users: Remove users who haven’t logged in
  3. Consistent Naming: Use standardized naming conventions
  4. Role Clarity: Clearly define role responsibilities

Security

  1. Strong Password Policy: Require complex passwords
  2. Two-Factor Authentication: Enable for administrators
  3. Regular Permission Review: Audit user permissions
  4. Session Management: Set appropriate timeout periods

Communication

  1. Welcome Messages: Send onboarding emails
  2. Clear Instructions: Provide role-specific guides
  3. Support Channels: Make help easily accessible
  4. Feedback Loop: Regularly gather user input

Troubleshooting

Common Issues

Users Can’t Log In

  • Verify account is active
  • Check password reset process
  • Confirm email verification
  • Review role permissions

Permission Errors

  • Verify role assignments
  • Check course-specific permissions
  • Review group memberships
  • Confirm system settings

Enrollment Problems

  • Check enrollment caps
  • Verify prerequisite completion
  • Review enrollment dates
  • Confirm payment status (if applicable)

Learn More

Last Updated: April 22, 2025