Add and manage lab users

This article describes how to add users to the lab, get them registered with the lab, control the number of hours they can use the VM, and more.

Add users to the lab

  1. Select Users on the left menu. By default, the Restrict access option is enabled. When this setting is on, a user can't register with the lab even if the user has the registration link unless the user is in the list of users. Only users in the list can register with the lab by using the registration link you send. In this procedure, you add users to the list. Alternatively, you can turn off Restrict access, which allows users to register with the lab as long as they have the registration link.

  2. Select Add users on the toolbar, and then select Add by email addresses.

    Add users button

  3. On the Add users page, enter email addresses of users in separate lines or in a single line separated by semicolons.

    Add user email addresses

  4. Select Save. You see the email addresses of users and their statuses (registered or not) in the list.

    Users list

    Note

    You will see names of users in the list after they are registered to the lab. The name shown in the list is constructed by using first and last names of the user in the Azure Active Directory.

Add users by uploading a CSV file

You can also add users by uploading a CSV file with email addresses of users.

  1. Create a CSV file with email addresses of users in one column.

    CSV file with users

  2. On the Users page of the lab, select Add users on the toolbar, and then select Upload CSV.

    Upload CSV button

  3. Select the CSV file with user email addresses. When you select Open after selecting the CSV file, you see the following Add users window. The email address list is filled with email addresses from the CSV file.

    Add users window populated with email addresses from CSV file

  4. Select Save in the Add users window.

  5. Confirm that you see users in the list of users.

    List of added users

Send invitations to users

To send the registration link to students, use one of the following methods. The first method shows you how to send emails to students with the registration link and an optional message. The second method shows you how to get the registration link that you can share with others any way you want.

If the Restrict access is enabled for the lab, only users in the list of users can use the registration link to register to the lab. This option is enabled by default.

Invite all users

  1. Switch to the Users view if you are not on the page already, and select Invite all on the toolbar.

    Select students

  2. On the Send invitation by email page, enter an optional message, and then select Send. The email automatically includes the registration link. You can get this registration link by selecting ... (ellipsis) on the toolbar, and Registration link.

    Send registration link by email

  3. You see the status of invitation in the Users list. The status should change to Sending and then to Sent on <date>.

    For more information about adding students to a class and managing their usage of the lab, see How to configure student usage.

Invite selected users

  1. Select a user or multiple users in the list.

  2. Then, select envelope icon you see in the selected row (or) select Invite on the toolbar.

    Invite selected users

  3. In the Send invitation by email window, enter an optional message, and then select Send.

    Send email to selected users

    You see the status of this operation in the Invitation column of the Users list. The invitation email includes the registration link that users can use to register with the lab.

  4. Switch to the Users view if you aren't on the page already.

You can also get the registration link from the portal and send it using your own email client application.

  1. Switch to the Users view by selecting Users on the left menu.

  2. Select ...(ellipsis) on the toolbar, and then select Registration link.

    Student registration link

  3. On the User registration dialog box, select the Copy button. The link is copied to the clipboard. Paste it in an email editor, and send an email to the student.

    Student registration link

  4. On the User registration dialog box, select Done.

  5. Send the registration link to a student so that the student can register for the class.

View users registered with the lab

Select Users on the left menu to see the list of users registered with the lab.

List of users registered with the lab

Set quotas for users

You can set quotas per user by using the following steps:

  1. Select Users on the left menu if the page isn't already active.

  2. Select Quota per user: <number> hours on the toolbar.

  3. On the Quota per user page, specify the number of hours you want to give to each user (student) outside the scheduled class time, and then select Save.

    Quota per user

  4. You see the changed values on the toolbar now: Quota per user: <number of hours>.

    Quota per user — after

    Important

    The scheduled running time of VMs does not count against the quota allotted to a user. The quota is for the time outside of schedule hours that a student spends on VMs.

Set additional quota for a specific user

You can specify additional quota for a user. This quota is in addition to the common quota set for all users in the previous section. For example, if you (as an instructor) set the quota for all users to 10 hours and set additional quota of 5 hours for a specific users, that users gets 15 (10 + 5) hours of quota. If you change the common quota later to, say, 15, then the user gets 20 (15 + 5) hours of quota. Remember that this overall quota is in outside the scheduled time. The time that student spends on a lab VM during the schedule time does not count against this quota.

To do so, follow these steps:

  1. Select a user(student) from the list of users on the Users page.

  2. Then, select Adjust quota from the toolbar.

    Adjust quota button

  3. Enter the number of additional hours for the selected user or users, and then select Apply.

    Additional quota for a user

  4. You see the updated usage for the user in the Usage column.

    New usage for the user

Student accounts

To add students to a classroom lab, you use their email accounts. The following types of email accounts might be used:

  • A student email account that's provided by your university’s Office 365 Azure Active Directory (AAD).
  • A Microsoft email account, such as @outlook.com, @hotmail.com, @msn.com, or @live.com.
  • A non-Microsoft email account, such as one provided by Yahoo or Google. However, these types of accounts must be linked with a Microsoft account.
  • A GitHub account. This account must be linked with a Microsoft account.

Using a non-Microsoft email account

Students can use non-Microsoft email accounts to register and sign in to a classroom lab. However, the registration requires that students first create a Microsoft account that's linked to their non-Microsoft email address.

Many students might already have a Microsoft account linked to their non-Microsoft email addresses. For example, students already have a Microsoft account if they have used their email address with Microsoft’s other products or services, such as Office, Skype, OneDrive, or Windows.

When a student clicks on the registration URL to sign in to a classroom, they are prompted for their email address and password. If the student attempts to sign in with a non-Microsoft account that does not have a Microsoft account linked, the student will receive the following error message:

Error message

To sign up for a Microsoft account, students should go to http://signup.live.com.

Important

When students sign in to a classroom lab, they are not given the option to create a Microsoft account. So, we recommend that you include this sign-up link in the classroom lab registration email that you send to students who are using non-Microsoft accounts.

Using a GitHub account

Students can also use an existing GitHub account to register and sign in to a classroom lab. If the student already has a Microsoft account linked to their GitHub account, then they can sign in and provide their password as shown in the previous section. If they have not yet linked their GitHub account to a Microsoft account, they should select Sign-in options:

Sign-in options link

On the Sign-in options page, select Sign in with GitHub.

Sign in with GitHub link

Finally, they are prompted to create a Microsoft account that's linked to their GitHub account. It happens automatically when the student selects Next. The student is then immediately signed in and connected to the classroom lab.

Next steps

See the following articles: