Managing Users

Users Overview

The Users administration area stores every employee record in the company database, whether or not the person needs to log in to myosh. Depending on your system configuration, user accounts may also be created automatically from HR feeds or onboarding workflows.

Create Missing Training Records

A Create missing training records button is available in the Users list toolbar. This gives administrators a system-wide view of users who are missing a training record for any mandatory competencies configured for semi-automated creation.

For more detail, refer to the Semi-Automated Creation of Mandatory Training Records guide.

Create a New User

1. Select New User.
2. Complete First Name, Last Name, and Email.
3. Confirm that the Username field is populated automatically from the email address.
4. Enter Employee ID.
5. Enter the Phone number if required.
6. Select the Occupation and any secondary occupation if needed.
7. Choose en-AU as the Locale.
8. Select the user's Manager if applicable.
9. Tick Login Required if the person needs access to myosh.
10. If login is required, set an initial password and assign the relevant Groups.
11. Upload a User Picture if desired.
12. Set the appropriate Hierarchy values.
13. Optionally add one or more User Statuses.
14. Select Create to save.

After creating or updating a user, myosh can automatically check for missing mandatory training records and prompt you to create them where applicable.

User Statuses

What Is a User Status?

A User Status is a time-bounded label, such as Maternity Leave, Not Started, Special Leave, or On Holiday, that can be attached to a user record.

Capability	Details
Multiple statuses per user	A user can hold several statuses at the same time.
Date-driven activation	Each status has From and To dates. It is active only within that period.
Visibility	Active statuses appear in bold in the user record and in the Active Statuses column of the Users grid.
Hide in Training Matrix	A status can temporarily remove the user from the Training Matrix while it is active.
Notifications	A status can exclude the user from email notifications while it is active.
Permissions	Managing status types and assignments requires the Modify User Status admin right.

Define Status Types

1. Go to Administration -> Users -> User Statuses from the Users dropdown.
2. Click Add Status.
3. Enter the status name.
4. Optionally add a description.
5. Configure Hide in Training Matrix if needed.
6. Configure Exclude from Notifications if needed.
7. Click Save.

You can edit, archive, or translate statuses later.

Assign a Status to a User

1. Open the user record.
2. Scroll to the User Statuses section.
3. Click Add.
4. Select the required status type.
5. Set the From and To dates.
6. Click Save.

The status row appears in bold while active, the Active Statuses grid column updates immediately, and any training matrix or notification behaviour linked to that status takes effect.

Reset Password

1. Open the user record.
2. Enter a new value in Password and Retype Password.
3. Select Save.

Archive a User

1. Locate the user in the list.
2. Select the user.
3. Choose Archive User from the toolbar.
4. Confirm the action.

Restore a User

1. Change the Archived filter from False to True to show archived users.
2. Select the user.
3. Re-enter the email address and login credentials if needed.
4. Click Restore User at the bottom of the record.

Create, Archive and Restore Users

Create, Archive and Restore Users - Video Demo

Hierarchy Restrictions

General Principles

Each user can be limited to records for particular hierarchy values, such as a site or department. Restrictions apply across all modules unless they are specifically overridden. Blank hierarchy values can also be blocked by restrictions, so apply and test them carefully.

Default Hierarchy Access

Hierarchy restrictions limit access; they do not grant it. If no restriction is defined for a hierarchy type, the user can access any value for that type as long as access is not already limited by another restriction or by group permissions.

To make restrictions transitive, configure hierarchy parent relationships. For example, if Company is the parent of Division, a user restricted to Company A can only access divisions under Company A.

Apply a Single Hierarchy Restriction

1. Open the user record.
2. In Hierarchy Access, click Edit.
3. Choose the hierarchy level.
4. Select the required value.
5. Move it to the selected list.
6. Click OK.

Apply Multiple Hierarchy Restrictions

1. Open the user record.
2. In Hierarchy Access, click Edit.
3. Add the first restriction.
4. Repeat for each additional hierarchy level.
5. Click OK.

When multiple restrictions are applied, a record is visible only if all selected hierarchy conditions are met.

Import Users

Importing employees and users is an admin task completed from the Users area. The Users list stores all employees, including people who do not log in to myosh, so their names can still be linked to records and training data.

Import a User List

1. Select the Users tab from the Administration menu.
2. Select Import.
3. Download the template.
4. Complete the spreadsheet.
5. Save the file and close Excel.
6. Select Next to move to the password step.
7. Choose whether to generate passwords automatically or provide them in the spreadsheet.
8. Select Next.
9. Choose whether to send registration emails immediately.
10. Select Next.
11. Choose the secondary field used to match existing users if the User ID is missing or invalid.
12. Select Next.
13. Upload the completed import file.
14. Review the import summary and any row-level errors.
15. Select Next.
16. Review the summary tab.
17. Select Finish.

Template Notes

• Fields marked with an asterisk must be completed.
• Existing myosh values can often be chosen from spreadsheet dropdown lists.
• Use True for yes and False for no.
• The User ID column must remain present in the spreadsheet, even for new users.
• Leave User ID blank for new users being added to the system.

Unprocessed Emails

If you choose not to send registration emails during import, users with logins are stored in Unprocessed Emails until the emails are released.

Release Unprocessed Emails

1. From the Users tab, select Unprocessed Emails.
2. Select Release Emails to send the stored registration emails.
3. Use Delete Emails only if you intentionally want to remove the unsent list.

Releasing emails sends all stored registration emails; you cannot release only some of them.

Useful To Know

1. Hierarchy restrictions cannot be assigned in the user template file.
2. UNID_DOMINO KEY is not required.
3. The Locale field relates to the available language options in your environment.
4. Access Levels are controlled through the user group membership listed in the Groups column.