Administration of Visual Planning

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A VISUAL PLANNING User is primarily identified by their login and password, which enable them to access one or more planners.

It is possible to define an unlimited number of users, but only users associated with a license have access to VISUAL PLANNING.

The effective number of users who can log into the application is therefore defined by the licenses purchased.

The Admin Center enables you to manually create, modify and delete users and assign them to licenses, groups and planners.



Viewing users


Users are visible in the Admin Center.



You can see whether a user is enabled or not by checking if they are grayed in the list of users.

Default icon


The initials of the first two words of the full name, or of the Login if the full name is not entered, are used to establish a default icon for users.

If the full name (or the login) only comprises one word, the first two letters are used to establish the icon.


Creating a user


To create a user, click on bouton-trois-points in the window dedicated to Users > Add a user or click on the bouton-plus button

The following window appears:


Now specify the user characteristics and click on one of the following buttons:

  • OK to create the user,

  • Cancel to cancel the creation,

  • Apply to create the user and subsequently create a new user. This button is available when creating a new user.

A user has the following characteristics:



Define the user’s login. This will be used as the user’s ID.

This user ID must be unique for each user.



If enabled, this button activates the user.

Disable this button to temporarily prevent this user from accessing VISUAL PLANNING.


You can see whether a user is enabled or not by checking if they are grayed in the list of users.

Profile Picture

You can add a profile picture to the user.

To do so, click on:

bouton-plus to add a photo,

bouton-supprimer to delete a photo added earlier.



This field is automatically filled in when a user is created. It is:

  • empty if the user was created via the VISUAL PLANNING Admin Center;
  • LDAP or AD if the user was imported via the LDAP import functionality.


Authentication via LDAP is forced for the import if the user already exists.

This function is for companies that use an LDAP directory server (Lightweight Directory Access Protocol), containing in particular all the logins and passwords of computer application users.


New Password

Information about the password

The password is necessary to access VISUAL PLANNING.

The first password is empty. This password is unrestricted and can be left empty.

The user is responsible for the password. The first time the user logs in, this password is empty, and the user is asked for a new password.

The password is case-sensitive.

For subsequent password changes, right-click on the user > Reset password.

The next time the user logs in, the following window appears:


The user must enter the new password twice.


Information about typing in a new password

You can ask a user to change their password, by enabling the New password button.

In this case, the next time the user logs in, they must type in their old password, and then type in a new password.


Resetting the password

You can reset a user’s password by right-clicking on it > Reset password.

A window is displayed asking the user if they want to validate the reset or not.

The next time the user logs in, they will not be asked for a password. A window will then open enabling them to type in a new password.


Full name

This characteristic is optional. It is used to indicate the user’s full name.


E-mail address

This characteristic is optional. It is used to indicate the user’s e-mail address. It is necessary in order to send a manual e-mail from an event. (See Sending an e-mail from an event).

Mobile phone

This characteristic is optional. It is used to indicate the user’s mobile phone number.


Office phone

This characteristic is optional. It is used to indicate the user’s landline phone number.



View and/or modify the group(s) the user belongs to.



View and/or modify the license(s) the user is linked to.



This field contains the user creation and modification history. Click in this field to display a new window detailing the modifications made previously.


Modifying a user


To modify a user, right-click on the user > Modify. You can also double-click on the user to open the editing window.

Make the appropriate modifications and Validate to save the modifications.


Forgotten password


If a user forgets their password, it is possible for them to reset it on their own.

To do so, click on the button corresponding to the rich client or the Admin Center and, in the login window displayed, click on Forgot your password.


The following window opens:


Simply enter the user’s login to receive a reset password code by e-mail.


The SMTP server must be configured properly and the administrator must have an e-mail address that has been entered. See Sending an e-mail.

The user ID account must have a valid e-mail address in order to receive the reset.

Deleting a user


To delete a user, right-click on the user > Delete.

A window is displayed asking if you want to validate deletion or not.


It is not possible to cancel deletion of a user.

A user can be temporarily disabled (see Enabled).

Send an e-mail

Use this option to send an e-mail from the Admin Center to the selected user. The mailer window opens, and the recipient is the user.


This option is only available if the SMTP server has been configured properly.

Importing users


Users can be imported from an external file.



Situation 1: *.TXT file: The column separator must be the Tabulation (TAB character). There should be no first line of headers containing the column names.

It must have the following columns in this order:

  • Column 1: The user’s login

and optionally:

  • Column 2: The user’s full name,
  • Column 3: The e-mail address,
  • Column 4: The mobile phone number,
  • Column 5: The landline phone number.

Remark: Repeated imports

When several users are imported in succession:

  • Existing users will not be duplicated or modified
  • Users yet to exist will be created
  • Deletion of users is not managed by importing; it must be performed manually.

Situation 2: *.CSV file: You must have a column named NAME containing the user logins, and the following optional columns (separated by semi-colons):

  • FULLNAME: User’s full name,
  • PHONE: User’s phone number,
  • MOBILE: User’s mobile phone number,
  • EMAIL: User’s e-mail address,
  • GROUPS: Groups the user belongs to (separated by commas),
  • LICENSES: Licenses the user is linked to (separated by commas).


If the person has already been created and their group is different in the import file, then it will be modified in VISUAL PLANNING.

No passwords can be imported.

Launching the import

In the Admin Center, click on bouton-trois-points in the window dedicated to Users > Import Users.

Choose the *.TXT or *.CSV file to import, then click on Open.


Login history


You can consult the history of logins for a given user.

To do so, right-click on the user > Modify > choose the Connection history tab.

A window is displayed listing the planners to which the user logged in and the login time:


You can then specify the beginning and end of the period you want to view.

You can define time periods:

  • with a relative Beginning and End,

  • with a fixed Beginning and End,

  • with a fixed Beginning and relative End,

  • with a relative Beginning and a fixed End.

Fixed Date

You must specify a date and time.

This date is not connected to the moment when the time period is used.


Relative value

You must specify a period relative to the moment when the time period is used.

Each sliding period is defined by:

  • A relative value: A number. The reference period is represented by the number 0.

  • A relative unit: Time, Day, Week, Month, etc.


Time period

Current date (date on which the functionality is used)


The fixed date January 1, 2018,

whatever the current date may be,

always means January 1, 2018

The relative value 1 Day

on the date December 31, 2017

means January 1, 2018

The relative value 1 Day

on January 1, 2018

means 2 January 2, 2018


Note that by double-clicking on a session, a window like the one shown below is displayed if the user made modifications to the planner during the session.


The described information corresponds to the modifications made by the user.

If nothing has been created / modified / deleted, the following window is displayed:



This option allows you to search through the list of all users.

Show all

This option allows you to display a list of all users.

It is useful in the case where users have been previously filtered or after a search.

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