User management overview
The institution-wide identity layer in Fuxam Base — manage users, contact details, custom data, invitations, roles, groups, and the full account lifecycle from OrgHub.
User Management is the identity layer of Fuxam Base. It is where your institution maintains a single, authoritative record of every person who belongs to the organization — students, staff, applicants, and administrators alike. A user created here is the same identity whether they later appear in FuxamLMS courses, FuxamCMS cohorts and planning, or Apply admissions workflows. User Management formerly lived under the CMS; it now sits in Base because identity is foundational to every module, not only curriculum administration.
Go to OrgHub → Management → Users to open the institution-wide Users table. The same area also includes Groups, Tasks, and (when enabled) Companies as tabs at the top of the page. You can also jump directly to Groups from OrgHub → Management → Groups in the sidebar.
Why it matters
Universities need one trustworthy directory of people — not separate lists per department or product. User Management solves that by giving administrators a central place to add people, maintain contact and profile data, control access, organize them into groups, send invitations, and manage the full account lifecycle. When identity is consistent, enrollment in cohorts, course access, messaging, and reporting all refer to the same person. When it is fragmented, staff waste time reconciling records and students may receive conflicting access.
How this fits into Fuxam
User Management is the hub where identity meets access control. It does not replace specialized workflows in other modules — it feeds them.
Concrete relationships:
- Roles and permissions define what each person can see and do. Every user receives at least one role at creation; scoped roles on courses and cohorts are managed from the profile Access tab.
- Contact details store additional emails, phone numbers, and postal addresses on the profile — separate from the login email used to sign in.
- Custom data fields hold institution-defined profile attributes; Custom columns control how those fields appear and are edited in the Users table.
- User groups bundle people for filtering, bulk actions, enrollment, and communication — without changing their underlying identity.
- Invite email settings control the default language, subject, message, and intro video for invitation emails sent from User Management.
- Study programs and cohorts enroll users into academic programs. Adding someone to a cohort assumes they already exist as a user; cohort membership then drives study plans and course access in the CMS.
- FuxamLMS, FuxamCMS, and Apply each read from the same user record. Profile tabs such as Grades, Study Program, and Applications appear when the corresponding product area and access rights are enabled.
See also Fuxam Base for how User Management relates to Calendar, Chat, and the Info Hub.
Account lifecycle
Every user moves through a small set of states. Understanding this lifecycle helps you choose the right action — invite, activate, deactivate, or delete — at the right time.
| State | Meaning | Typical next step |
|---|---|---|
| Inactive | Record exists; user cannot sign in; not counted as an active seat | Send an invite, activate manually, or delete if created in error |
| Pending invite | Invitation sent; user has not yet activated | Resend an invite if the link expires, or cancel the invite |
| Active | User can sign in and access assigned areas | Edit roles, add to cohorts or groups, or deactivate when they leave |
| Deleted | Membership removed permanently; cannot be undone | N/A — create a new user if the person returns |
Key concepts
| Term | Definition |
|---|---|
| User | A person with an institution membership in Fuxam. One email address identifies the login; the profile holds name, roles, groups, contact details, and custom data. |
| Seat | An active user counted toward your subscription. Inactive users are not active seats. |
| Role | A permission bundle assigned to a user. The general role (also called the primary organization role) applies institution-wide; scoped roles apply to specific courses, cohorts, or study programs. |
| Contact details | Additional emails, phones, and postal addresses on the profile — with types and, for emails and phones, a primary flag. See Contact details. |
| Custom data field | An institution-defined attribute stored on each user profile. See Custom data fields. |
| Custom column | How a custom data field appears as a column in the Users table for display and inline editing. See Custom columns. |
| Invitation | An email with a unique activation link. Validity is set per invite (1–90 days). Content defaults come from Invite email settings. |
| User group | A named collection of users for targeting and bulk operations. Distinct from CMS cohorts, though groups often mirror cohorts for communication. |
| Deactivate vs delete | Deactivation blocks access but keeps the record — reversible and usually preferable for GDPR-aligned retention. Deletion removes institution membership permanently. |
What you can do here
The Users table lists everyone in your institution. From it you can search and filter the list, open a person’s profile, create users, edit roles and custom data, manage contact details on the profile, change account status, send invitations, request missing profile information, and run bulk actions on multiple rows at once.
Access required
| Action | What you need |
|---|---|
| View the Users table | Permission to view users institution-wide |
| Add a user | Permission to create users |
| Edit a user’s details or role | Permission to update that user, or to update users institution-wide |
| Change active/inactive status | Permission to change user account status |
| Send or manage invites | Permission to create, view, and cancel user invitations |
| Delete users | Permission to delete a user, or to delete users institution-wide |
| Manage custom columns | Permission to create and update user-management columns |
| View user groups | Permission to view user groups |
| Export users to CSV | Permission to create a user export |
Roles and access rights are configured under Settings → Roles & Permissions. See Roles and permissions.
Filter and search
Use the toolbar above the table to narrow the list:
- Search — find someone by name or email.
- Role filter — show only users with a specific role.
- Status filter — filter by Active, Inactive, or Pending invite (invited but not yet activated).
- Group filter — show only members of a selected group.
Combine filters as needed. Clear them from the toolbar to return to the full list.
Roles and responsibilities
| Role | Typical responsibilities |
|---|---|
| Institution administrator | Creates users, assigns roles, manages invitations, configures invite email settings, custom data fields, and custom columns |
| Department coordinator | Edits users in their scope, maintains contact details, manages user groups, runs bulk actions for their cohort or program |
| Academic registry / student services | Enrolls users in cohorts, tracks study status, requests missing profile data, deactivates leavers at term end |
| IT / data protection officer | Advises on deactivate vs delete, export policies, and retention — see Delete a user |
Where to start
A typical onboarding workflow:
- Configure roles and permissions and invite email settings before bulk user creation.
- Define custom data fields (and their custom columns on the table) before a major intake.
- Create users — with or without an immediate invitation.
- Complete contact details and custom data; request missing information from users when needed.
- Assign user groups and enroll in cohorts as needed.
- View and edit profiles as details change.
- Deactivate when access should end; delete only when permanent removal is required.
In this section
Create a user
Add someone to the institution and optionally send an invitation email.
Edit a user
Update name, email, role, contact details, and custom fields from the table or profile.
View a user
Open a user profile and understand which detail tabs are available.
Contact details
Manage emails, phone numbers, and postal addresses on a user profile.
Custom data fields
Institution-defined profile fields and requesting missing information from users.
Deactivate a user
Turn off access temporarily, schedule status changes, or reactivate.
Delete a user
Permanently remove a user from the institution.
Resend an invite
Manage pending invitations, resend links, or cancel an invite.
Bulk actions
Act on multiple selected users at once — status, invites, groups, export, and more.
Custom columns
Display and edit institution-specific data fields as columns in the Users table.
User groups
Create groups, manage membership, and use groups for targeting.
Roles and permissions
Configure roles, access rights, and profile tab visibility.
Invite email settings
Customize invitation language, message, subject, and intro video.
Related topics
- Permissions, features and visibility — how role access rights and product packages control OrgHub visibility.
- Fuxam Base — other foundation features included with every institution.
- Study programs and cohorts — academic enrollment after users exist in User Management.