Users

The Users page is where institution administrators manage student, preceptor, faculty, and admin accounts—including seats, roles, compliance, classroom membership, and student placement inputs such as cohort codes and home ZIP.

Overview

Open Users from the main navigation. At the top you’ll see seat utilization (used, available, and total seats). Most programs use annual seat billing: each active student uses one seat for the subscription period. Add seats from Billing when capacity runs low.

Only institution administrators can open Users.

Seats

• Active students (who are not marked self-pay) consume seats.
• Preceptors, faculty, and admins do not use student seats.
• When seats are low or exhausted, the banner prompts you to purchase more from Billing.
• Archived students no longer need login access; restoring a student may require an available seat.

Self-pay students (when your program allows it) purchase their own access and do not consume an institution seat.

Roles

Students need a cohort code when you invite them.

Student cohort codes

A cohort code is a short label on each student profile (for example Fall2026, Cohort-A, or BSN-28). It groups students for reporting and placement—not a separate roster or classroom.

Why cohort codes matter

Cohort codes are required for every student. HealthTasks uses them to:

• Filter the Users list — narrow to one or more cohorts from the header filter
• Compliance matrix — filter people by cohort on Placements → Compliance
• Reports — scope compliance exports by cohort when filters are shown
• Agents — limit Insight Reports and chat context to specific cohorts
• SEP — optionally restrict program-outcome measurements to selected cohorts
• Curriculum coverage — compute course-level objective coverage per cohort

Use consistent naming across your program (term + track, graduation year, or campus). The same free-text value is stored on each student; there is no separate cohort directory to maintain.

Set or change a cohort

• Add or edit a user — enter the cohort code on the student form (required).
• Import — include a cohort_code column for student rows in your CSV or Excel file.
• Bulk action — select multiple students, then Set cohort to apply one code to everyone selected.

If you rename a cohort mid-cycle, edit or bulk-update affected students so filters and reports stay aligned.

Home ZIP code

Students and anyone who can act as a classroom preceptor (preceptor, faculty, admin) may have a home ZIP code—a five-digit U.S. ZIP used for placement distance estimates.

• Optional when adding or editing a user on Users.
• Included in the import template as home_zip (five digits).
• Students can also update their own ZIP on Profile when placement preferences are enabled.

Home ZIP supports Suggest Assignments, nearby-site matching in Agents, and eligibility checks that consider how far someone lives from a clinical site. It is not a mailing address and is not shown to patients.

Add a user

1. Click Add User.
2. Enter first name, last name, email, and role.
3. For students, enter a cohort code. Optionally enter home ZIP and mark the student as self-pay.
4. Send the invitation. The user receives email to set a password and sign in.

Import users

1. Click Import and choose an Excel or CSV file (or download the template first).
2. Include email, first name, last name, and role. Students also need a cohort code; home ZIP is optional.
3. Processing runs in the background—keep the browser tab open until it finishes. Invite emails go out automatically.

Invalid rows are skipped with error detail so you can fix and re-import.

Find and filter

Search by name or email. Filter by role, archive status, compliance status, classroom, or cohort. Open a user’s actions menu to edit details, open compliance, or archive/restore.

Compliance column

Each row shows overall compliance (Compliant, Not Compliant, or Not Set) and the assigned requirement template. Open compliance from the row or actions menu to upload, approve, or reject documents. Admins can also assign templates in bulk.

See Compliance for the full upload and approval workflow.

Archive and bulk actions

• Archive removes login access while keeping history. Unarchive restores access (and may use a seat for students).
• Select multiple users to bulk archive, add to classrooms, assign a compliance template, or set cohort.

Tips

1. Size seats for upcoming enrollment, then invite or import the roster.
2. Define cohort naming before bulk import so codes stay consistent across terms.
3. Archive graduates before peak enrollment so seats free up for new students.
4. Use bulk import and classroom add when onboarding a whole cohort.
5. Check the compliance column before clinical start dates.

Troubleshooting

Cannot add a student
Confirm seats are available, the email is unique, and a cohort code is set. Self-pay students do not need an institution seat.

Import failed or partial
Match the template columns, fix invalid emails or missing cohort codes, then re-upload the failed rows.

Cohort filter shows no results
Confirm students have cohort codes assigned and that you selected the correct values in the filter.

User cannot sign in
Check whether the account is archived and that the invitation email was received. For students, confirm seat or self-pay access.

Seat count looks wrong
Review archived vs active students and self-pay flags, then adjust seats in Billing if needed.

Related features

• Billing: Annual plans, seat counts, and purchases
• Classrooms: Place users into clinical groups and schedules
• Compliance: Documents and requirement templates
• Placements: Compliance matrix and placement tools that filter by cohort
• Agents: Insight Reports scoped by cohort
• Settings: Institution compliance templates and notifications

Support

For account or seat questions: support@healthtasks.ai