User Types: sets of permissions that can be assigned to user accounts. Today, we will be sharing some helpful information around user types. These can be especially useful as we know many universities may be dealing with 1,000s of Qualtrics users at any given time.
Whenever you want to make a widespread permission change, just edit the user type and all associated user accounts will update automatically.
We recommend:
- Setting Expiration Dates on User Accounts: this is a date that the account will become inaccessible. Some universities use expiration dates to remove students’ access to their Qualtrics accounts after they graduate, without forcing an administrator to remember to go into Qualtrics and update the accounts at the end of the year.
- Setting a Default User Type with Self-Enrollment: If your users are creating accounts via the self-enrollment feature, they will automatically be assigned a default user type. You can specific which user type will act as the default by clicking the three dots on the right-side of the user type then clicking Set to Self-Enroll. The user type that has a checkmark under the Self-Enrollment banner is the user type that will be assigned to self-enrolled users.
- Coupon Codes: Rather than changing permissions one-by-one for several users, you can create coupon codes that change user type or division. Once you’ve created the code, you simply email it to your users and they’ll enter the code into their account to update permissions on their existing accounts, or use these codes during the sign-up process.
Best Practices:
- Option 1: Set the default user type to the most restrictive user type, and then adjust from there using Coupon Codes. This will help mitigate the risk of someone having more accessibility than they should.
- Option 2: Require the use of Coupon Codes to create new accounts.
What other best practices do you recommend to manage users?
