Create and Manage Program User Accounts

• Administration: a list of Program users that have Thalamus Accounts and have access to your program in Thalamus. 
• Program Leadership in Program Profile: a list of Program Leadership that will display on your Program Profile. This list is separate and no longer connected to program user accounts to allow for added flexibility.  How individuals are listed on the profile has no effect on their user accounts and security roles.

Visit our Creating/Editing your Program Profile guide for instructions on adding Program Users to your Program Profile.

Creating Program User Accounts in Bulk

1. Navigate to the "Administration" page
2. Click the “+ Add User” button in the upper right-hand corner, and choose "Add manually" from the drop down.
   
3. The "Choose .csv file" modal will open, where you can download a template to complete with your users information. Once you have completed the template, save as a new file.
4. Return back to Thalamus and click the "Choose file" button. 
   
5. Select your newly saved file from your device to upload.
6. Your users will now be uploaded and sent invitations.

Creating an Individual Program User Account

1. Navigate to the "Administration" page
2. Click the “+ Add User” button in the upper right-hand corner, and choose "Add manually" from the drop down
3. Enter the email address of the program user being added
4. Select "Search"
   
5. Enter information into the fields provided (required fields are marked with an asterisk)
   • First name (required)
   • Last name (required)
   • Thalamus Video Title
   • Preferred Pronouns
   • Email (required)
   • Phone
   • Degree
     NOTE: If the user has a current account in Thalamus, their information will auto-populate into the fields.  
6. Select "Invitation Email" preference (see Invitation Preference Options below for more information)
   For highest security, we recommend sending an email invitation to any new user.
7. Select a Program Role (view Program User Roles and Permissions)
8. Upload a profile image (this is optional and can be done at a later time)
9. Select "Save"
10. User will now be listed in the Administration page

Invitation Preference Options

There are two ways program users can be notified of their account creation. 

1. When an account is created, an invitation email will be sent to the new user at the time of the account creation
2. Create or assign a password for the new user when creating the account.  No email will be sent at the time of the account creation.
   View How can I set a password for a faculty/interviewer? for additional information.

For highest security, we recommend sending an email invitation to any new user.

To send an invitation email at the time of creating the user account:

1. The "Invitation Email" button should remain toggled to "Yes"

Upon creating this account, this user will receive an email invitation from Thalamus to finalize their account details and create their own password. 

Please note: To manage invitations and view finalization status please review our "Faculty not able to access their existing account" user guide.

If you choose to assign the user their own password:

1. Toggle the "Invitation Email" button to "No". 
2. A Password field will open and allow you to randomize or type a custom password
3. The password must meeting the following minimum criteria:
   • 8 characters
   • 1 upper and 1 lower case letter
   • 1 number or symbol

IMPORTANT: Prior to saving, document the password created for the program user.  You will need to provide this password to the user directly. They will not receive a notification from Thalamus if you choose this option.                             

Upload a Profile Image

1. While in the "Edit User" module click the "Update Image" 
2. Browse for the desired image file located on your device
3. Select the image 
4. Select "Open"
5. The image will be displayed within the user profiles icon with your program
   

Edit User Account

To edit an account, follow the below steps:

1. Click on the pencil icon under "Actions" 
   
2. Make any updates to to any open field
3. Click "Save" 
4. User will be updated.

Through the "Edit User" module, these additional options can also be managed:

• Toggle on/off Daily Email Updates from Thalamus for this user 
• Remove user from accessing the program through Thalamus
• Remove user from accessing Cortex

Bulk Edit User Roles

To edit multiple accounts, follow the below steps:

1. You can bulk update individual program user roles by selecting the box to the left of the user name and avatar.
2. Select the "Actions" menu on the right-hand side of the screen
3. Select "Update Role"
4. Select desired Role from drop-down menu
5. Click "Update Users" 
6. User will be updated

Managing Cortex Access for Program Users

Program user access to Cortex is optional and managed through the Users Profile by the Program Administrator, Coordinator, and Director roles. 

To give a user access to Cortex, please visit our Enabling Cortex for Program Users/Faculty guide.

Managing Cerebellum Access for Program Users

Program user access to Cerebellum is optional and managed through the Users Profile by the Program Administrator, Coordinator, and Director roles. 

To give a user access to Cerebellum, please visit our Enabling Cerebellum for Program Users/Faculty guide.