Communications — Sharing Login Details with Newly Created Users
TraCorp LMS Quick Reference Guide (QRG)
Audience: Main Admin, Sub Admin, User Group Admin
Overview
This QRG explains how to set up an email template, associate the newly created email template with the registration email, enable the forgot password page, and obtain the forgot password URL.
Enabled Permissions Required to Complete the Following Steps
- Users: Add Users (Sub Admin, User Group Admin)
- Users: Edit Users including Username, First Name, Last Name, Email, Active and Other (Sub Admin, User Group Admin)
- Communications: Emails including Email Templates, (Sub Admin, User Group Admin)
Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.
Configuration Requirements
- Users need a valid email address within the LMS.
- The Forgot Password page needs to be enabled within General Settings.
- An 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.
Enable the Forgot Password Page
1. From the Admin Navigation menu, click General Settings.
2. Click the Passwords tab.
3. Ensure the Lock Passwords for Students (no editing/reset allowed) This will ignore the Password Expiration Option is not checked.
4. Click Save Settings.
Obtain the Forgot Password Page URL
1. Go to the LMS Login Page. (Log out of the LMS if currently logged in.)
2. Click the Forgot Password button.
3. Copy the URL in the URL bar of the browser.
4. Paste this URL into the Source Edit view placeholder in the newly created email template using the instructions below.
Customize an Email Template for New Users
For step-by-step instructions on setting up an Email Template, see Knowledgebase article: Communications — Email Tab.
· Suggested Items to include in the New User Email Text:
§ 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.
§ Include Placeholder Text for Username.
§ Provide a link to the Forgot Password page.
· Utilize the Source Edit button on the template to add an href link to the email. See below for instructions to get the Forgot Password URL.
§ Below is an example of what an email template would look like in the Source Edit view (see image: button circled in red). This text can be copied/pasted into the Source Edit view and modified as desired. Notice that the text shown should be replaced with links to the Forgot Password page, the Primary LMS URL, and a placeholder for contact information. Note: The above template assumes the HTML System Template is not being used.
<div>Hi [first_name] [last_name],</div><div><br></div><div>emai have been added to the company LMS. <br></div><div>Here is your LMS Username: [username] <br></div><div><br></div><div>
To complete the registration process, you will need to reset your password by clicking <a href="Your LMS URL Forgot Password URL Goes Here">here. <br></a></div><div><br></div><div>Follow the instructions to reset your password. Once it is reset, you can log in <br></div><div><a href="Your Company LMS URL Goes Here"> here. </a></div><div><br></div><div><br></div><div>If you have any questions, please contact us at <insert your support email or contact information here>.</div><div><br></div><div>Thank you,</div><div>LMS Team<br></div><div><br></div>
Associate the Newly Created Email Template with the Registration Email
1. From the Admin Navigation menu, click General Settings.
2. Click the Email tab.
3. Select the newly created template in the Email students when they register drop-down.
Best Practices
Sending passwords via plain text is the least secure method. Although the LMS has placeholders to allow this, it is highly suggested to send users a welcome email with a link to the Forgot Password page. This will allow users to reset the password themselves.