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ClearCompany Learning: Users Overview

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Juan Burgos
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A user account provides individuals with access to an organization’s ClearCompany Learning platform. User accounts can be created manually by users with the appropriate admin permissions or automatically through supported integrations. This article explains how to manage user accounts, including adding, editing, and maintaining users, as well as how to verify user and group records for accuracy.

In this article:
Users Overview
Add a User
Edit a User
User Settings
Deleting a User
Verify User and Group Records
Additional Resources

Users Overview

Managing user accounts ensures that individuals have the correct access, permissions, and group assignments within the learning platform. The Users page is the central location for viewing and maintaining user accounts.

From here, administrators can:

  • Add new users.
  • Edit existing users.
  • Manage group assignments and roles.
  • Review account status and configuration.

Add a User

You can manually create a new user account from the administration dashboard.

Adding a User Guide
  1. From the Administration Dashboard, navigate to Users/Groups > Users.
  2. Click Add User.
  3. Fill out the fields for the new User. Yellow fields are required, and white fields are optional. See fields below
User Fields
  • First Name
  • Middle Name
  • Last Name
  • Username
  • Password
  • Confirm Password
  • Force Password Change
  • Email: Unless blank, this field determines what email the system will send messages to for each of the Email Template Types and other automated system emails. This must be unique for each User. 
  • Group: Each user must be placed into at least one group (their Primary Group) when first being created.
  • Role: Each user must have a role within their group (s). The role determines their abilities/access within the group.
  • Phone
  • Job Title
  • Language
  • Timezone
  • Daylight Savings
  • Date Format
  • Time Format
  • Comments: This field is for administration purposes only and is not user-facing. 
  • Expire On
  • Status

Any additional User Auxiliary Fields will also be included.

Key notes

  • Each user must be assigned to at least one group (primary group).
  • Each user must have a role within each assigned group.
  • If multiple users share the same email, system emails will not be delivered correctly.
  • User creation may also be automated through third-party integrations.

Please note:

There are third-party integration options built into the Learning platform that allow for automatic user creation. For questions about third-party integration options, please contact ClearCompany Learning Support.

Edit a User

After a user is created, their account can be updated at any time.

  1. Go to Administration > Users/Groups > Users.
  2. Select the pencil icon next to the user.
  3. Update the necessary fields or settings.

User Settings

Settings

The settings tab includes core account information and additional tools.

Available actions:

  • Edit avatar: update or remove profile image.
  • Edit banner: update or remove profile banner.
  • View smart report card: access user training summary.
  • Email user login info: send login assistance email.
  • Find and merge accounts: combine duplicate users.
  • Log in as this user: view the platform as the user (also unlocks accounts after login attempts fail)
    Important note.

Note

If an account’s username is changed, the password must be changed as well.

Groups

Users must be assigned to at least one group, which determines their access and role permissions.

  1. To add a User to a Group, click into the Groups Tab. Select the Group you want to add the User to and select the Role in that Group. Click Add.
  2. Once Groups are added, you can make a few adjustments.
  3. Group management options
    • Make Primary: This assigns the Primary Group, which is indicated by the Green Check icon.
    • Pencil Icon: Allows you to update the Role for a given Group.
    • Red x Icon: Removes the Group for the User. 
Files

The files tab allows administrators to manage documents associated with a user.

  1. Click Upload File to add a file.
  2. You will be prompted to select a File and determine the Status.
  3. Status options include the following:
    • Public: Available to the User, any Users who share group membership(s), and the Administrators/Managers with the “User Edit” right.
    • Private: Available to the User on the front end and the Administrators/Managers with the “User Edit” right.
    • Backend Only (default): Available only to the Administrators/Managers with the “User Edit” right.

Note

In order for Users to see Private and Public files, they will need to have access to the Front End “Files” right.

Options

The options tab allows administrators to connect external integrations, including:

  • Webex Integration
  • GoToMeeting Integration 
  • GoToWebinar Integration
  • Zoom Integration
  • Microsoft Teams Integration
User Records

This tab is available to superadmin users only.

  • It displays all training records associated with a user and allows records to be deleted.
  • Important: Deleting records is permanent and cannot be undone. Use caution when making changes.
Points

The points tab displays a user’s earned points based on system activity or manual adjustments.

Administrators can:

  • View total points earned.
  • Add or remove points manually.

Points are typically tied to rankings and badges configured in the social settings.

Find and Merge Duplicate Accounts

If a user has multiple accounts, they can be merged into a single profile. All records, group assignments, and training history will be combined.

  1. Open the user profile.
  2. Select Find & merge accounts.
  3. Choose the account to keep as the primary record.
  4. Review suggested duplicates or view all users.
  5. Add duplicate accounts to the merge queue.
  6. Click Next step.
  7. Confirm selection and complete the merge.

Important

Merging cannot be undone. Integration-managed accounts may require updates before merging

If a User account is being managed through an integration with an HRIS or other third party platform, information coming over from a feed will need to be fixed before merging accounts, or else the next feed will continue to pass over the duplicate username and info.

Deleting a User

Deleting a user removes their account and associated data after a 30-day retention period.

Best practice

  • Prefer setting a user to inactive instead of deleting.
  • Use merge accounts for duplicates instead of deletion.

Inactive users can be reactivated without data loss.

Verify User and Group Records

Regularly reviewing user and group assignments helps ensure accurate access, reporting, and role configuration.

Check group membership
  1. From the Administration Dashboard, click Users/Groups, then select Group structure.
  2. Choose a group. Select the group name.
  3. Select the Members tab.
  4. Review assigned users.
  5. Confirm membership is accurate.
Check user assignments
  1. From the Administration Dashboard, select Users.
    Learning Users.png
  2. Open a user profile (edit icon).
  3. Review user details.
  4. Open the Groups tab.
  5. Confirm correct group and role assignments.

Recommended practice

  • Perform these checks regularly to ensure:
    • Users are in the correct groups.
    • Roles align with intended access.
    • Reporting and permissions remain accurate.

Additional Resources

ClearCompany Learning: Bulk User Import
ClearCompany Learning: Roles
ClearCompany Learning: Rights
ClearCompany Learning: Ranks and Badges

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