What Should I Consider When Setting up New Users and Sending Passwords?

Note: These instructions currently apply only to the Novus II interface. We will update these instructions for the Novus III interface at a later date.

Sending passwords via plain text is the least secure method. Although the LMS has placeholders to allow this, we suggest sending users a welcome email with a link to the Forgot Password page of their LMS. This will allow the user to reset the password themselves.

What Needs to be Configured for This Method to Work?

• Users need a valid email address within the LMS.
• The Forgot Password page needs to be enabled within General Settings.
• The email template needs to be set up to be sent to new users.
• The email template needs to be selected as the default to be sent when new users are added to the system.

How Do I Set Up an Email Template and What Should be Included?

Setup

• Log in to a Main Administrator or other admin account with permissions to Communications.
• From Admin Navigation, select Communications.
• On the Email -> Email Templates tab, select Add New Template.
  • Email Subject - This is what will appear in the subject line of the email sent.
  • System Template Title - If you choose to utilize the HTML template within the LMS, this is the title that will show in the body of the email.
  • System Template Subtitle - If you choose to utilize the HTML template within the LMS, this is the subtitle that will show in the body of the email.
  • Ignore System Template - If you do not want to utilize the HTML template, select this, and the System Template Title and the System Template Subtitle will be ignored.

Suggestions for what should be included in the Email Text (body) of the email

• Greet the user. Use the [first_name] and [last_name] placeholders.
• Include the username using the [username] placeholder.
• Notify the user that they have been added to the system and that they will need to reset their password in order to log in.
• Provide them a link to the reset their password using the [password_reset_link] placeholder.
  

Associate newly created template with the registration email

• Log in to a Main Administrator account.
• Go to the General Settings -> Email tab.
• Select your newly created template for the drop-down labeled Email students when they register.

How do I Enable the Forgot Password Page in General Settings and Obtain the Forgot Password URL to Use in the Email Template?

Enable the Forgot Password page

• Log in to a Main Administrator account.
• Go to the General Settings -> Passwords tab.
  • Ensure the setting Lock Passwords for Students (no editing/reset allowed) This will ignore the Enforce Password Expiration option is not checked.