Managing users

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

Users are the people who have access to your Joy account. This includes learners, administrators, and learning coordinators, who use or manage your knowledge assets. You manage all of them from the Users page in the Admin Center.

Adding a user

Go to the Users page

Open the Admin Center and click Users.

Click +User

This opens a panel where you can enter the new user's details.

Fill in the user's information

Enter the user's details. See the user fields and settings section below for a description of every field.

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.

The User page with an arrow pointing to the +User button. The user card for Isabella Andrade with the More Actions dropdown open. An arrow points to the Edit Details option. The Details tab of a user's profile. An arrow is pointing to the dropdown menu for the user's Type.

Editing a user

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

All of the user's information and settings live here.

Click the Edit icon

The fields become editable.

Edit the user's fields and settings

Make your desired changes.

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.

The User Admin panel with the Details tab shown and an arrow pointing to the Edit icon.

Inactivating 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.

The User Admin panel for Logan Fischer. The Details tab is shown, and an arrow points to the Status field, which currently displays Inactive.

Setting a user's role

Access is currently controlled by assigning users one of two roles: Owner or User. Owners have full administrative access to everything in your account, while users have a streamlined experience designed to help them focus on their daily work and learning. See the full comparison in About users and roles.

Edit the user's profile

Follow the steps in the editing a user section above.

Change the Type dropdown

Choose Owner or User.

Click the Save icon

The user's access changes take effect.

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

User fields and settings

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

The User Admin panel for Elena Varga. The Details tab is shown, showing the editable fields for the user.

Basic Info

  • First Name: The user's given name.
  • Last Name: The user's surname.
  • Display Name: The name that's most often shown in Joy for the user. This field is useful if a user has a preferred nickname (e.g., Jennifer prefers to be called Jen). When the Display Name field is blank, it will be automatically filled in with the user's first name and last 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.
  • Status: Whether the user's Joy account is active or inactive. Inactive user accounts will not be able to log into Joy.
  • Type: The user's level of access in the account — Owner or User. See About users and roles.
  • 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.
  • Password: The user's password. Passwords must be at least eight characters and contain at least one number and one special character.

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.

Contact

  • Primary Phone: The user's main telephone number.
  • Mobile Phone: The user's mobile phone number.
  • Address Line 1 and Address Line 2: The user's address.
  • City, State/Province/Region, Country, and Zip/Postal Code: The rest of the user's address.

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.

Advanced

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