Managing Users
Centralised User Control
In Nimbu, effective training delivery relies on a well-organised team. The User Management system allows Administrators to define the roles and responsibilities of every staff member within the RTO. By assigning specific permissions to Admins, Trainers, and Content Editors, you ensure that each team member has access to the tools they need while maintaining the security and integrity of your compliance data.
What's Covered in This Article
This guide provides a workflow for overseeing your organisation's internal users.
- User Visibility: Navigating the User Index to view all staff.
- Provisioning: Creating new profiles and assigning functional roles.
- Permission Management: Fine-tuning what each user can see and do.
- Account Maintenance: Editing details and managing active statuses.
Viewing and Finding Users
The User Index acts as your primary registry for all personnel:
- Access: Navigate to Settings > Users in the left-hand sidebar.
- Filtering: You can filter the list by Status (Active/Inactive) or by Roles (e.g., viewing only Trainers).
- Search: Use the search bar to quickly find a specific user by their name or email address.
Creating New Users & Assigning Roles
Click the Add button to open the User Permissions editor and create a new team member profile.
Welcome Email: When a new user is created, the system automatically sends them a welcome email containing their login credentials — their email address and an auto-generated password. Let new users know to check their inbox after their account is created.
Core User Roles
Every user must be assigned at least one role to define their interface and access level. A single user can hold multiple roles simultaneously — for example, a staff member can be both an Admin and a Trainer.
- Admin: Full system access, including RTO settings, billing, and brand customisation.
- Trainer: Focused on student management, class delivery, and marking assessments.
- Content Editor: Responsible for building and managing the Courses, Units, and the Content Library.
Fine-Tuning User Permissions
Nimbu allows for granular control within each role, ensuring staff only access the sections relevant to their responsibilities.
- Admin Permissions: Admins can be restricted from or granted access to specific areas, including:
- Billing & Subscriptions
- AVETMISS Data
- Login as User — allows the Admin to log in as another user for troubleshooting and account setup
- Trainer Permissions: You can decide if a trainer can
- Mark students
- Add and edit students
- View, add, or edit classes and manage class enrolments
- Manage Webinars and Course Subscriptions
- Editor Permissions: Controls whether an Editor can add, edit, or remove entire Courses, Units, or Resources from the platform.
Account Maintenance & Security
Editing User Details
To update a user's name, email, or internal notes, click directly on their name in the User Index to open their profile. Note that changing a user's email address will update their login credentials.
Activating and Deactivating
If a staff member leaves or no longer requires access, an Admin can deactivate the user.
- Impact: Deactivating a user immediately revokes their access to the platform but preserves all historical activity — such as past marking or content edits — for audit purposes.
Resetting Passwords
There are two ways to assist a user who needs help accessing their account:
- Send Reset Password Email: From the action dropdown on a user's profile, select "Send reset password email" to send a direct password reset link to the user. This is the primary method for resetting a user's password.
- Login as User: Admins with the appropriate permission can log in as the user directly to assist with account setup or troubleshooting.