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Adding Users

Add Users

Before an individual can start using Civitas applications at your institution, you will need to create their user account. Civitas gives you the option to create accounts using SSO credentials or a Civitas email + password combination. Additionally, you can add users individually, import several at once, or automate the creation of user accounts. 

Add Users Individually 

Before people on your team can access your Civitas applications, they need a user account. One way to do this is to add them individually in the Manage Users tab.

  1. From the Manage Users tab, select Add User.

  2. Enter the new user’s first name, last name, and email address. 

  3. (Optional) Enter the Institution Person ID if the user will need access to Inspire for Advisors or Inspire for Faculty. If not, leave this field blank. 

  4. The Institution Person ID is the unique person ID the institution uses to associate students to advisors or courses to faculty. Civitas uses this ID to determine what content to show users in Inspire for Faculty and Inspire for Advisors once they log in.

  5. Set the user’s password OR select “This is a single sign-on user”.

    • If the user cannot use SSO or would rather use a Civitas email + password to log in, you will need to enter a temporary password for their account. Users will be prompted to change this password upon their first login. 

    • If the user can use SSO, leave the password field blank and select “This is a single sign-on user and does not require a password.”

  6. (Optional) Complete the SSO Person ID fields (e.g. SAML, LTI) if the user plans to use SSO. If not, you can leave these fields blank.

The SSO Person ID is used by Civitas to identify users as they attempt to login via SSO. If the user will utilize SSO, you will need to complete the SSO Person ID fields when creating their account (e.g. LTI and SAML Person ID) for them to have access to Civitas applications.

SSO Person IDDescription

LTI Person ID

LTI Person ID is used for SSO access to Inspire for Faculty via your LMS. If a user needs access to Inspire for Faculty via SSO, you will need to populate the LTI Person ID field with the correct ID.

SAML Person ID

The SAML Person ID is often the staff or student ID at an institution (e.g. the 7-digit numeric EMPLID for PeopleSoft institutions). It is used for SSO access to Illume Students, Illume Courses, Degree Map, Impact, and Inspire for Advisors.

  1. Select the Access Permissions to assign to the user and click Add User to create the account.

    • Note that some Access Permissions are nested within the application name or permission title. Select an item to reveal additional permission options.

Add Several Users at Once 

Rather than upload each user individually, you can import several users using a CSV or TSV file containing the users, and their associated information. This method of adding users can be used for SSO and Civitas email + password accounts. 

  1. From the Import Users tab, follow the instructions at the top of the page to create a CSV or TSV file for the users you would like to import. These files can be created using Excel or other data visualization applications.

    • It is critical for the column names to match exactly what is shown in the instructions. Failure to do so will result in an error.

  2. Upload the CSV or TSV file containing the users, and their associated information.

  3. Under ‘Assigned Permissions’ select the applications that you would like to grant to the users in the file.

    • Note: You can only assign one set of permissions at a time. You will need to repeat this process if you have multiple groups that you would like to assign.

  4. Click continue to complete the upload. 

    • Don’t worry about accidentally uploading duplicate users. Any duplicate records detected in the file will be flagged and presented back to you with the option to keep or eliminate the duplicate. 

Note: If you upload users via CSV and leave the password field blank, passwords will be auto-generated for the users you created. When they go to log in the first time, a user should input their email address and reset the password to set their own unique password.

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