ClearCompany Learning: Users

A User Account provides individuals with access to an organization's Learning platform. User accounts can be created manually by a user with certain Admin rights. In this article, we dive into how to manage user accounts within your learning platform, navigating the Users page, adding new users, and editing existing accounts

In this article:
Users Page
Add a User
Edit a User
Deleting a User

Users Page

Managing user accounts is a critical part of any organization's learning platform, as it ensures that individuals have the appropriate access and permissions to utilize the platform effectively. Whether you are creating accounts manually or managing existing users your learning platform helps optimize the user management process while maintaining data integrity and security.

Add a User

Adding

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
4. 

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. If multiple Users have the same email listed, neither of them will receive emails from the Learning platform.
• Group: Each user must be placed into at least one group (their Primary Group) when first being created. After the account is created, there will be a Groups tab within the user account in which you can add or edit that User’s group membership and also set their role inside each group.
• Role: Each user must have a role within their groups(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.

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

Once you’ve added a new user, you will have the ability to edit their account. This includes the original fields as well as additional configuration tabs. Click the pencil icon for the User you want to view/update.

Settings

The Settings tab is used to view and edit User account information. In addition to the fields used in the creation process, you now have a new section you can update. See below to learn more.

Edit Avatar	Update or remove the User’s avatar image.
Edit Banner	Update or remove the User’s banner image.
View Smart Report Card	Shortcut to the Smart Report for the User.
Email User Login Info	Allows Admins and Managers to send an email template designed to assist a User needing assistance logging in.
Find & Merge Accounts	Merge duplicate accounts. (More information below)
Login as this User	This can be a helpful tool for reviewing the front end experience for that User. This is also helpful if a User has locked their account by entering an incorrect password three or more times in a ten-minute window. Logging in as a User with this feature automatically unlocks their account.

Please note:

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

Groups

Follow the steps below to add the User to a Group with a designated Role.

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. Learn more below.
3. Make Primary: This assigns the Primary Group which is indicated by the Green Check icon.
4. Pencil Icon: Allows you to update the Role for a given Group.
5. Red x Icon: Removes the Group for the User. 

Files

The "Files" tab is where Administrators can go to view and upload file to a User's account 

• Click Upload File to add a file.
• You will be prompted to Select a File and determine the Status.
• 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.

Please note:

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

Options

This tab provides the ability to connect integrations with the following:

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

User Records

This tab is only available for the Superadmin accounts to view within a User account. It provides a list of all training records that pertain to the User and allows for records to be deleted. This tool should be used with caution as once a record is deleted, it cannot be recovered in the system. Please reach out to your representative for assistance with removal of records

Points

This tab displays a list of all the points the User has earned. Points are awarded automatically when the User performs certain actions if points have been set for those actions in the "Set Point" area of "Ranks & Badges" under "Social". Administrators can also give points or remove points from a User manually by clicking "Add/Remove Points".  

Find and Merge Duplicate Accounts

If a user has more than one account, you can merge those accounts into one. The training records, group membership, etc. of the duplicate accounts will be merged into one.

When editing a User in the system, the Find & Merge Duplicate Accounts tool automatically finds other accounts that are similar to the account that is being edited.

• Select the User account that you would like to remain after the merge. This would be the account that you would like to merge duplicates into. Then click on “Find & Merge Accounts”.
• The system will generate a list of possible duplicates based on First Name, Last Name, and Email. If no Users appear, click View All Users. Utilize the search bar to further narrow down the duplicate accounts you want to merge. For any Users you identify as duplicates, click the Icon to add them to the Queue.
• Once the User is added, click Next Step. You will be brought to a confirmation screen where you can verify the accounts you’ve selected before merging the Users. Once the Merge Users button is selected, it cannot be undone, and all assignments, records, groups, etc. will be merged into one account.

Please note:

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

You also have the ability to Delete a User.

Deleting a User will remove all historical data after 30 days. To preserve training history, we encourage adjusting the status to Inactive rather than Deleting a User; Inactive Users can be updated to Active with no loss of data. If you are considering deleting a User because it is a duplicate, we recommend merging duplicate accounts instead.