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 Registration Access Codes

The setting to “Allow users to register themselves” must be checked on first to utilize the Access Codes properly. This setting can be found under General Settings > Login.

 

Access Codes General Settings Location:
General Settings > User Group Administration > Enable User Group Access Codes

 

Access Codes User Group Location:
A new tab can be found under any User Group labeled Access Codes.

 

 

The Access Code tab when enabled from General Settings will allow users to be assigned directly to a User Group from the Create Account page on the Login Page of the LMS.



 

 

 

Warning:
It important to be sure there is no conflict with any Auto Assignment rules for User Groups.
It is recommended that Auto Assignment Rules and Access Codes not be utilized together within the same User Group. If this is needed it is recommended that you reach out to the TraCorp Help Desk for assistance. Auto Assignment Rules and Access Codes do not take each other into consideration and there is potential for users to get assigned or unassigned unintentionally as a result.

 

Access Code Tools:

  • Add – This will allow you add an access code to the User Group.
  • Delete Selected – This will allow you to delete an access code from the User Group.
  • Export to Spreadsheet – You can export a list of all access currently used by the User Group.
  • Set Field Defaults – This will allow you give a Registration Field a default value upon a User Registration.

 

 

 

Add – Further Settings

 

When adding a code you will be presented with an Add Access Code pop up window. This window will ask you to fill out the following fields:

  • Number of Access Codes to create – Allows for any number of codes to be generated.
  • Effective Date – Code cannot be used until the start of the specified Effective Date.
  • Expiration Date – Code cannot be used after the end of the specified Expiration Date.
  • Users Allowed Per Code – Allows for any number of users to use the same code.

 

In addition to these fields you can allow use the Pre-set field values section to assign default values to Registration Fields, just as you would with the Set Field Defaults button.

 

Pre-set field values and Set Field Defaults

As stated before these settings will allow you to define a value of a Registration Field.

 

Assume a scenario where you have a User Group called “Contract Workers”.

 

Let’s assume that Field30 is labeled “Employment Type”.

 

There’s three ways to give a value to this “Employment Type” field.

  • It can be manually entered in by an Admin.
  • It can be manually entered in by a Student who self-registers.
  • It can be manually entered in on a spreadsheet that gets imported into the LMS.

 

If you wish to avoid manually setting this field to a value, then you use the Pre-set field values or Set Field Defaults to define what that field should be by default, when a User registers with an Access Code.

 

We can setup the value of the “Employment Type” field to be “Contractor”, then every user who registers with this Access Code will have their “Employment Type” automatically set to the value of “Contractor”

Note: This will only work if the corresponding Registration Field is not set to appear on the Create Account page, if the corresponding Registration Field is set to appear on the create account page, then whatever the user enters in on the Create Account page, even if it’s blank, will ignore the predefined values set in Pre-set field values or the Set Field Defaults.

Note: The Pre-set field values and Set Field Defaults are the exact same tool. The Set Field Defaults button is provided in case Registration Field values need to be added after the code was generated or if the value needs to be changed. Changes in Registration Field values will not affect already registered users.

 

 

 

 

 

 
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