Managing users

Add, edit, and inactivate users, set each user's role, and understand every user field and setting.

Users are the people with access to your Joy account, including learners, administrators, and learning coordinators. You can manage your users' accounts from the Users page in the Management Center.

Adding a user

To add a user:

Open the Management Center and click Users.

This opens the Users page.

Click +User.

This opens the User Admin panel.

Enter the user's information.

You can find descriptions of the user fields and settings below.

Click the Save icon.

The new user's account is now active. Share their login information with them so they can get started in Joy.

As a best practice, we recommend that everyone set a new, secret password the first time they log in to keep their account secure.

Editing a user

To edit a user:

Open the Management Center and click Users.

This opens the Users page.

Locate the user on the Users page.

To search for a user, type their name into the search bar.

Click the user's card.

This opens the User Admin panel, where you can view their profile.

View the Details tab.

A majority of the user's information and settings live here.

Click the Edit icon.

The fields become editable.

Edit the user's fields and settings.

You can find descriptions of the user fields and settings below.

Click the Save icon.

Your changes are saved to the user's profile.

You can also edit a user by clicking the More Actions icon on the user's card on the Users page, then Edit Details.

Inactivating a user

To inactivate a user:

Edit the user's profile.

Follow the steps in the editing a user section above.

Change the Status dropdown to Inactive.

Inactive users can't log in to Joy.

Click the Save icon.

The user's access to your Joy account is removed.

Setting a user's role

A user's access (what they can do in Joy) is controlled by assigning them one of two roles: Admin or User. Admins have full access to everything in your account, while users have a streamlined experience designed to help them focus on their daily work and learning. See a full comparison in About users and roles.

To set a user's role:

Edit the user's profile.

Follow the steps in the editing a user section above.

Set the user's role.

Turn the Admin Level User setting on to give the user Admin access, or leave it off for User access.

Click the Save icon.

The user's access changes take effect.

Your account must always have at least one user with Admin access. A person with Admin access cannot change their own role from Admin to User.

User fields and settings

The User Admin panel features two tabs: Overview and Details. A majority of a user's information and settings are found on the Details tab, organized into eight sections.

Basic Info

First Name: The user's given name.
Last Name: The user's surname.
Preferred Name: The name the user likes to be called. By default, this field is filled in with the user's First Name until you enter a different name.
Pronouns: The user's pronouns.
Title: The user's job title, role, or position.
Division: The organizational area the user belongs to, such as their team or department.
Timezone: The timezone where the user is located. All dates and times in Joy show in the user's timezone.
Preferred Language(s): The language the user prefers to use in Joy.
About: The user's personal bio. For example, the user's bio may list their job skills, employment details, areas of expertise, or fun facts.
Email: The user's email address. The email address that you enter must be different for each user.
Username: What the user will use to log into Joy. For example, the user's employee ID, name, or email address. Every username in your account must be different. When the Username field is blank, it will be automatically filled in with the user's email address.
Status: Whether the user's Joy account is active or inactive. Inactive user accounts will not be able to log into Joy.
Password: The user's password. Passwords must be at least eight characters and contain at least one number and one special character.
Tags: Keywords you can enter to associate related users.

Appearance

User Image: The user's profile picture. This picture appears in several places, including on the user's profile, the user's card, and tasks. We recommend uploading a photo of the user to make it easy to identify them at a glance. Supported file types: PNG, JPEG, WEBP, GIF.
Profile Banner Image: The image that appears across the top of the user's profile. You can select one of the preset banners or upload your own image.

Profile

Login Profile (coming soon)
Branding Profile (coming soon): Choose a branding profile to set the logo and colors that the user sees.
Knowledge Assistant: The Knowledge Assistant that's available to the user.
Admin Level User: The user's role in the account. Turn this toggle on for Admin access, or leave it off for User access.
Support Login: Whether the Neovation Success Desk can log in as the user. Turn this toggle on to let the Success Desk troubleshoot issues the user reports.

Contact

Primary Phone: The user's main telephone number.
Mobile Phone: The user's mobile phone number.

Address

Address Line 1: The first line of the user's address.
Address Line 2: The second line of the user's address.
City: The user's city.
State/Province/Region: The user's state, province, or region.
Country: The user's country.
Zip/Postal Code: The user's zip code or postal code.

Coordinators

Primary Learning Coordinator: A person with a direct relationship to the user, such as a supervisor. A user can only have one primary learning coordinator.
Secondary Learning Coordinator(s) (coming soon): Other people with a relationship to the user. A user will be able to have more than one secondary learning coordinator.

Custom Fields (coming soon)

This section allows you to capture other information that's important to your organization.

Advanced

API ID (view only): The ID you can use to reference the user if you're using the Joy API.