📚 Organization Admin Help Center
Your complete guide to managing users, faculty, and students
🔗 Quick Links
👥Managing Users
Creating a New User
- Navigate to your dashboard
- Click on the "Users" tab
- Click "Create New User" button
- Fill in the required information:
- First Name
- Last Name
- Email address
- Temporary Password (auto-generated)
- Role (Student, Faculty, or Admin)
- Click "Create User"
- User receives an invitation email with their credentials
💡 Tip: For @darkware.net emails, users are auto-verified for testing purposes.
Editing User Information
- Find the user in your user list
- Click the "Edit" icon next to their name
- Modify the desired fields
- Click "Save Changes"
Deactivating a User
- Find the user in your user list
- Click the "Actions" dropdown
- Select "Deactivate"
- Confirm the action
Note: Deactivated users cannot log in but their data is preserved.
Resetting User Password
- Find the user in your user list
- Click "Reset Password"
- A temporary password is automatically generated
- User receives an email with the new credentials
⚡Bulk Operations
Bulk operations allow you to manage multiple users at once, saving time and effort.
Selecting Multiple Users
- Check the boxes next to user names
- Or click "Select All" to choose all visible users
- The bulk action toolbar will appear
Available Bulk Actions
- ✓Activate Users:
Restore access for selected users
- ✗Deactivate Users:
Temporarily suspend user access
- 👤Change Roles:
Update roles for multiple users at once
- 🗑️Delete Users:
Permanently remove users (use with caution)
⚠️ Warning: Bulk delete operations are permanent and cannot be undone. Always review your selection carefully before confirming.
📊Reports & Analytics
User Statistics
View comprehensive statistics about your users:
- Total active users
- Users by role (Students, Faculty, Admins)
- Email verification status
- Recent user activity
- Login frequency
Generating Reports
- Navigate to the "Reports" tab
- Select the report type
- Choose date range and filters
- Click "Generate Report"
- Download as CSV or PDF
Available Report Types
- 📈 User Activity Report: Track user engagement over time
- 👥 User Demographics: Breakdown by role and department
- 📧 Email Verification Status: Track unverified accounts
- 🔐 Security Audit Log: Review security-related events
🔒Compliance and Security
Password Policies
All passwords must meet these requirements:
- At least 10 characters long
- Contains at least one uppercase letter
- Contains at least one lowercase letter
- Contains at least one number
- Contains at least one special character
Data Privacy
RubriqFlow is committed to protecting user privacy:
- All data is encrypted at rest and in transit
- FERPA compliant for educational records
- GDPR compliant for EU users
- Regular security audits
- Data retention policies
✅ Compliance Status: Your organization is currently compliant with all security requirements.
🔧Troubleshooting
Common Issues
User didn't receive invitation email
1. Check the user's spam/junk folder
2. Verify the email address is correct
3. Click "Resend Invitation" from the user's profile
4. Contact support if issue persists
Unable to create new user
1. Ensure email address is unique
2. Check password meets complexity requirements
3. Verify you have org admin permissions
4. Try refreshing the page
Bulk operation failed
1. Check the error message for details
2. Verify all selected users are valid
3. Try with a smaller batch of users
4. Check your internet connection
❓Frequently Asked Questions
Q: How many users can I create?
A: There's no hard limit on user accounts. Your organization's plan determines any soft limits.
Q: Can I change a user's email address?
A: Yes, you can update email addresses from the user edit page. The user will need to verify the new email address.
Q: What's the difference between deactivate and delete?
A: Deactivate temporarily suspends access but preserves all data. Delete permanently removes the user and their data (cannot be undone).
Q: Can faculty members create student accounts?
A: No, only organization admins can create user accounts. Faculty can view and grade student work but cannot manage accounts.
Q: How do I export all user data?
A: Navigate to Reports → User Data Export → Select date range → Download CSV.
Need More Help?
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