Add User Account

All user accounts must be associated with at least one organization. User accounts may be associated with multiple organizations. You must add at least one organization before you can add any user accounts.

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Note

Use caution in associating a user account with more than one organization if the user will be accessing the Scheduler application. User accounts associated with more than one organization are blocked from logging in to Scheduler. If you need a user to be associated with more than one account, you should create a separate user account for each organization.

 

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Warning

Pearson VUE Navigator account activation emails are automatically sent to new users as soon as their user account is saved. The activation link provided in the email expires after 7 days. If the new user fails to activate their account within 7 days, the link expires. The user must contact Pearson VUE support to reset their account and a new email with an active link is sent to the user.

If you are adding organizations before you are ready to allow users to log on and perform tasks in the system, you are advised to hold off on adding the user accounts until you are ready for the users to actively work in the system.

All mandatory fields are marked with an asterisk "*".

Enter user account Personal Information

You must provide information for all the mandatory fields. Add user Add user

Enter user's Personal Information in the Add User page.

  1. Click Add user Add user button. from the User list page.
  2. Enter a First name for the user.

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Note

The First and Last name fields must be minimum of 1 character and a max of 50 characters.
  1. Enter a Last name for the user.
  2. Enter the user's Email address.

The email address must be a valid email format. When you start typing in the Email field the error message appears. Once you have typed in a valid email format the message disappears. The system does not verify that you have typed in a valid email address, it just verifies that the format is valid. Invalid email format Invalid email format

Invalid email format.

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Note

The Email address must adhere to the following characteristics:

  1. Maximum of 255 characters
  2. Cannot contain spaces
  3. They are not case sensitive
  4. Only the following special characters are allowed in email addresses (@, _, -, +, %)
  1. Re-enter the email address for the new user.

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Note

You cannot copy and paste into the re-enter email address field.

If your email addresses do not match, a message states they do not match. Email addresses do not match. Email addresses do not match. As soon as the emails match the error message disappears.

Email addresses do not match.

If you change the Email field, the Re-enter email field is cleared out and you must re-enter the email address.
  1. Enter a unique Username for the user.

The system does not check if it is a unique username until you save the user profile.

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Note

The Username must adhere to the following characteristics:

  1. Must be unique within ALL the Pearson VUE Navigator users

  2. Minimum of 5 characters (If you type less than 5 characters an error message reminds you the username must be at least 5 characters in length. Username must be minimum 5 characters. Username must be minimum 5 characters.)

    Username must be minimum 5 characters.

  1. Maximum of 50 characters (If you type more than 50 characters an error message reminds you the username must be no more than 50 characters in length. Username must be no more than 50 characters. Username must be no more than 50 characters.)

    Username must be no more than 50 characters.

  1. Cannot contain spaces
  2. They are not case sensitive
  3. Only the following special characters are allowed in usernames (@, _, -, +)

As a best practice, you should come up with a naming practice that will ensure your usernames will not be a naming structure other clients may use. For instance, you could use email address as the Username since everyone will have a unique email address. Another possibility is first 4 letters of the user's last name + first 2 letters of the user's first name + company name (e.g., Dan Johnson at My Company would be johndamyco).
  1. Enter a Phone number for the new user.

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Note

The phone number must be a valid phone number format.

  1. Maximum of 35 characters
  2. Only enter numbers

  3. DO NOT type in any of the following characters when entering the phone number: Parentheses ( ), period ., or dash -. If you enter any of the special characters, an invalid phone number error appears. Invalid phone number format. Invalid phone number format. Remove the special characters and the error disappears.

    Invalid phone number format.

  1. No validation is performed to ensure the phone number meets the country phone format

Enter user account address

Address fields are optional for user accounts; but if you choose to add any address fields to the user account, you must add all the mandatory address fields.

  1. Click Add address Add user address button..

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Note

When you create a new user account, you are not required to provide the address information. If you choose to provide an address for the user, you must supply all the mandatory address fields before saving the new user account.
  1. Enter the following required address fields:
  1. Select Country from drop-down list.
  2. Enter user Address 1.
  3. Enter City. Enter the user's city.Enter the user's city.

    Enter user address fields.

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Note

The mandatory fields will change depending upon the Country selected when entering address information to a user account.

If you do not know all the required address fields when you first create the user account, you will be unable to save the new user account to the system. You can click Remove address and add the address information later. When you select Remove address, all the address fields are cleared, and you are returned to the basic Add user page.
  1. Enter any remaining optional address fields.

Associate a user account with an organization

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Note
  1. You must add at least one organization before you can add any user accounts. See Add Organizations for details.
  2. All user accounts must be associated with at least one organization. User accounts may be associated with multiple organizations.
  1. Type the organization name or select an organization from the Organizations list. Select an organization from the list. Select an organization from the list.

    Type or select an organization from the Organizations list.

If you start typing, the list dynamically filters to locate those organizations that include those characters. If a drop-down list does not appear, you do not have an organization that matches what you typed. You must select an organization that has been added to the system.

The Organization is added to the list. You are specifying this user may perform tasks for the client via the selected organization.

  1. To add the user account to additional organizations, place your cursor below the organization you just added. Select an organization from the Organizations list. Type or select additional organizations Type or select additional organizations

    Type or select additional organizations.

  2. To remove an organization from the user account, click the X button for the Organization. Remove the organization association. Remove the organization association.

    Remove the organization association.

Select the user account roles

You must select what type of user you wish to add. You may add a Scheduler user role (most users will be Scheduler users) or you may add an Organizations user role. The roles section includes an application drop-down list. Organization user role. Organization user role.

Add roles.

  1. Click the Application drop-down list and select the desired application. Organization user role. Organization user role.

    Select application.

  2. Select the appropriate role option buttons for the actions the user must perform.

Organizations Application Organization user role. Organization user role.

Available Organizations roles.

The Organizations application allows users to create and maintain accounts for third-party entities that will perform transactions in the Pearson VUE systems on behalf of the client.

Permission

Description

Organizations Admin

Enables a client user to manage organizations (create, edit, deactivate) and organization users (create, edit, disable, reset) for their organizations.

Organization User Admin

Enables an organization user to manage users (create, edit, disable, reset) within only their organization.

Scheduler Application Organization user role. Organization user role.

Scheduler Registration roles

Select Scheduler Registration roles.

Scheduler Reservation roles

Select Scheduler Reservation roles.

The Scheduler application may be used for two different purposes depending on how your company has implemented Scheduler:

Scheduler Registrations: Used to manage candidates, schedule, reschedule, or cancel candidate registrations, and apply payments for the exams. The candidate is known at the time of the booking.

Scheduler Reservations: Used to reserve blocks of exam appointments when the candidate is not known at the time of booking.

Permission

Description

Scheduler Admin User

Admin-level Scheduler application user

Created for future use. Do not use.

Scheduler Registration User

Base-level Scheduler Registration application user

Users that must create rosters, search for candidates, create candidates and schedule, reschedule, or cancel exams on behalf of candidates must be assigned the Scheduler Registration User permission.

Scheduler Reservation Admin

Assist Scheduler Application Administrative User

Pearson VUE Users that must book reservations on behalf of an organization must be assigned the Scheduler Reservation Admin permission.

Scheduler Reservation User

Base-level Scheduler Reservation User

Users that must reserve blocks of exam appointments when the candidate is not known at the time of booking, assign and unassign candidates, or cancel reservations for an organization must be assigned the Scheduler Reservation User permission.
  1. If the user requires more than one role, click the Add another role button. A second Role section is displayed. Select the desired role option button for the second role. Organization user role. Organization user role.

    Select a second role.

Save the user account

Once you have added the Personal Information, added Organizations, and assigned Roles, you can save the user account.

  1. Click the Save button.

 

A confirmation message appears at the top of the page confirming the user has been added. User has been added. User has been added. The system automatically generates an email to the new user with a link to set up their password and security questions. The link to activate the user account is only active for 7 days. Users must log on to Navigator within 7 days or the link expires.

User has been added,

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Note
  1. If the Username you entered already exists in the database, a message appears at the top of the Add User page notifying you that the username already exists. Username already exists Username already exists

    Username already exists.

  2. If you attempt to save the user account and you have not selected at least one organization, an error message appears in the Organizations section notifying you that you must select at least one organization. Must associate user with an organization. Must associate user with an organization.

    Must associate a user with an organization.

  3. If any mandatory fields are not completed, an error message is displayed at the top of the Add user page. The mandatory field is highlighted in red and a message appears below the field stating a response is required. Missing mandatory fields. Missing mandatory fields. You must supply the mandatory information and then save the user account.

    Missing mandatory fields.

 

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Note

Once you save the user account, there is no way to delete the user account. Make sure you want to add the user before clicking the Save button. You may disable a user account if it is no longer needed.

 

 

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