- User Management

User Management


Only authenticated (logged in) users can access iPassport. The level of access a user has to iPassport functionally is determined by their user group access.

Each user has a unique username and password combination which allows them to gain entry to the account.

When a user is created on the system, an associated staff profile and contact record are automatically generated and linked. In most cases, the recommended method is to create the user record first and let the system create the staff profile and contact records. It is possible to create contacts or staff profiles independently, for special circumstances, but there is risk of ending up with duplicate records if the user is added later.

Temporary user access can be granted, for example to an external auditor. This user can have limited access to the system (view only access is recommended). When they have finished accessing the system the user can be inactivated. Should they require access again, the user record can be reactivated.

Required Permissions

Typically, access to the Administration menu is required to add and manage user records on iPassport. The system role, Administration Editor provides all the necessary permissions but also includes high level access to system settings. Therefore, it is possible to create a clerical administration role that allows creating other users on the system but doesn’t provide full access to the Administration menu.

The permissions directly related to user accounts are:
User Accounts:Create User Accounts
User Accounts:Edit Roles
User Accounts:Edit User Accounts
User Accounts:Enable/Disable
User Accounts:Link to Records
User Accounts:Log Users Out
User Accounts:Preference Report
User Accounts:Remove Links
User Accounts:Reset Passwords
User Accounts:Set Minimum Password Length
User Accounts:Set View Only
User Accounts:View History
User Accounts:View Roles
User Accounts:View User Accounts


Creating a New User

To add a new user:

  1. Go to Administration > Users > New User or click the [+] sign next to Users as a shortcut

    It is presently only possible to add one user at a time. However, Genial Compliance offers bulk addition of new users as a free service. Please contact support@genialcompliance.com for more information.

  2. Enter the First Name (this is a required field)
  3. Optionally enter a Middle Name
  4. Enter the Family Name (this is also a required field)
  5. Either enter a Username or click the message by the lightbulb, “Click here to auto-generate a username (First/Last Names must be set first).” (this is also a required field)

    -Each username must be unique on the account, if the same username is entered again the system will show a warning message.
    -It is possible to re-use a username that is already in use in another account as iPassport does not automatically link to multiple systems.
    -Usernames have a three-character minimum requirement. A warning message will be displayed when ‘Create User’ is clicked if less than 3 characters are used.

  6. Enter an Email address (this is strongly advised for every user)

    iPassport utilises emails in many areas of the system. If a user record does not contain an email address all emails for that user will be sent to the overall account administrator.

  7. Select a Home OU for the new user (this has become a required field, following data protection regulation developments)

    The Home OU allows iPassport to limit access to this user’s personal information; it doesn’t grant the user any permissions nor does it limit access to other OUs. Simply put, it doesn’t limit what the user can see; it limits who can see the user’s records. If no OU is declared, the system will use the default OU in that account.

  8. Select the required User Group(s) using the checkboxes under User group membership

    If a user is not added to a user group then they will not have any permissions in iPassport and will only be able to log-in and log-out of the system. This is also a point to keep in mind for user support; if they do not have access to any menu items then this is the first thing to check.

  9. Select the required Skilled Groups using the checkboxes under Skilled Group membership

    Skilled groups are a method of assigning a number of documents to a number of staff members so they can confirm having read them. New users can be quickly assigned a reading list by making them members of the skilled groups which contain the documents they need to read.

  10. Tick the checkbox under, Limit User to Simple View? to prevent the user from switching to Detailed View

    With Simple View, the iPassport experience can be streamlined for users with little or no training. Simple View also provides an easy way to remove access to menus and areas where certain users don’t need to go.

  11. Once all the required details have been entered to create a new User, click Create User and the the record will be saved.

New user account emails are sent from: noreply@ipassportqms.com

On first login it is recommended that the new user changes their password to something more memorable via:

Profile -> Change Password or PIN -> enter a new password -> confirm password -> Save Password.

Editing a User Record

Once a user record has been created it is possible for administrators (those with access to the Administration Editor role/ Administration menu item) to edit the user record. This can be useful should there be a need to adjust the user group membership.

To edit a user record, go to:

Administration -> Users -> Search Users -> enter the user’s name into the Search Users field -> access the record by the magnifying glass in the Actions column or clicking the row.

To edit any required fields click on the pencil icon.

To close the edit mode, either Save the changes or Cancel the edit. All saved changes are then recorded in the Changelog tab.

Signature tab

This tab allows a scan of the user’s signature to be uploaded. If present, the signature will print in the appendices of controlled prints (for example, if this user authorises documents then iPassport will print the authorisation signature).

Note that if Require Password to Upload New Signature is set in your account’s Miscellaneous Preferences then users can only upload their own signature and password confirmation will be required.

Resetting a Password

The system automatically creates a password for every new user account. Users can reset their own passwords but it is also possible for an administrator to reset users’ passwords at any time, if required.

To reset a user password:

  1. Go to Administration > Users > Search Users
  2. Ensure the Home OU filter matches the user’s Home OU or set it to ‘blank’
  3. Enter the user’s name (even partially) in the Search Users field and results should start filtering below
  4. Open the record by clicking its row when it appears in the search results
  5. Click the Actions field (top right of the record) and select, Reset Password from the dropdown menu
  6. Click Go to open the “Reset Password” lightbox

  7. There are two options:
    • Either enter a New Password, Retype New Password and click Reset Password (in which case, the chosen password can be communicated directly to the user when appropriate)
    • Or, leave the fields empty and click the Reset Password button to allow the system to generate a secure password automatically

In both cases iPassport will send an email to the user with their new password details and a banner message will be displayed, informing that the user record has been reset.

The user should receive their password within 30 minutes of the reset from: noreply@ipassportqms.com

If the password has not been received please ask the user to check their spam mailbox.

Inactivating/ Reactivating a User

Inactivating a User Record

After a user has been created they will remain on the account indefinitely, this ensures the audit trail is complete. If a user leaves the organisation or needs to be removed from iPassport for any reason, the user should be set to inactive. When a user is inactivated they will no longer be able to login and all reminders/emails will no longer be sent.

There is a ‘Show Inactive Users in lists’ preference that controls whether inactive users should be listed within the system. This can be found in:

Administration -> Settings -> System Preferences-> Miscellaneous Settings.

To inactivate a user, go to:

Administration -> Users -> Search Users -> enter the user’s name into the Search Users field -> access the record by the magnifying glass in the Actions column or clicking the row for the user.

From within the user record expand the drop down menu and select ‘Set as Inactive’. Click the ‘Go’ button.

Inactivate the Staff Profile

The Inactivate (User Name) light-box will be displayed asking if the Staff Profile should also be inactivated. Inactivating the Staff Profile ensures that the user will no longer be tasked with reading events should they be present on skilled lists. All historic reading task acknowledgments will be faithfully maintained within the inactive staff profile. It is therefore highly recommended to also inactivate the staff profile.

To prevent the user from logging in, but still allow the person to be visible and selectable on all skilled items, un-check the ‘Inactivate staff record’ checkbox. This allows the administrator to manually manage a staff member’s records after the person can no longer log into iPassport.

Transferring tasks

You can remove all pending tasks and notifications by selecting the, ‘Delete all incomplete tasks and pending review notifications for this user’ option.

iPassport also checks and provides the opportunity to transfer the following items to other users:

  • If the user has any active document review notifications assigned to them
  • If the user is listed as a reviewer on any documents
  • If the user has any open tasks
  • If the user is owner of any documents
  • If the user is an assessor on any competency assessment templates
  • If the user is an examiner on any competency test templates

If any of the above need to be reassigned then select the ‘Would you like to reassign them to a different user?’ option and this will open a user selector.

The items are reassigned as a whole, not individually. Equally, if they are to be deleted they are deleted as a whole and not individually. Therefore, it is possible, for example, to reassign all notifications to one user while all tasks can be reassigned to another.

It is important to note that iPassport does not delete any audit history. All completed tasks will remain on the system with the appropriate details and can be searched by a user with suitable permissions.

If this option is selected by accident, click the ‘X’ button in the top right corner of the light-box to exit.

Once the options have been set, the user can be inactivated by clicking the ‘Inactivate User’ button.

A banner message will be displayed informing that the user record has now been set as inactive, and the user record will now appear with a red header.

Showing the recently inactivated user record

Reactivating a User Record

An administrator can reactivate a user record at any time, the process is:

Administration -> Users -> Search Users -> set the Filter Active/Inactive (it is defaulted to active) to Inactive -> enter the user’s name into the Search Users field -> access the record by the magnifying glass in the Actions column or clicking the row for the user.

The inactive user record will be displayed. From within the user record, expand the drop down menu and select ‘Set as Active’.

Set as Active from the dropdown

Click on the ‘Go’ button and the Reactivate light-box will be displayed, asking if the user wants to activate the Staff Profile at the same time as the user record, this is recommended.

Activate lightbox asking if the staff record should also be activated

If this option is selected by accident, click the ‘X’ in the top right corner of the light-box to exit.

To reactivate the user click the ‘Reactivate user’ button.

A banner message will be displayed informing that the user record has now been set as active and the user record will appear with a blue header.

user is active

It is important to note that if previous notifications or tasks were deleted or reassigned then these can not be returned to the user.

User Activity


The User’s activities tab within iPassport records all activities relating to all users. Information such as user login duration and concurrent user logins are displayed.

Individual user login information is visualised in graph form showing the number of logins over a given period.

Search Activity

The User’s activities tab is open to any user with the Administration Editor role, it is found under:

Administration -> Users -> User’s activities

There is only one tab that governs this area.

The User’s activities tab

To search for the activity of a specific user then simply enter their name into the ‘User Name’ search field.

Search Results for a specific use

The results show when the user logged in and logged out and the total session time. Each row represents a different login/ logout period. As such, the Edit Licence details refer to a particular session.

The results can be exported from iPassport using the ‘Export List’ option. This downloads a copy of the search results in a .csv format, which can be opened in Excel™.

To retrieve the details for all users enter a ‘space’ into the ‘User Name’ field. This will display all users activity.

It is possible to search for activity between a specified date range using the ‘Activity Between’ field and the ‘And’ field. This search can be used in conjunction with the ‘User Name’ search to allow a user to check a particular user’s activity over a given period.