How to use the Organization Dashboard

Note: The Organization Dashboard is not available to accounts with a legacy OpenSesame integration, CourseCloud Legacy, or organizations with multiple accounts.

Use the Organization Dashboard to give colleagues access to your organization’s OpenSesame account. Permissions vary by role, and all roles receive automated email notifications related to the account.

In this guide:

• Find the dashboard
• Review roles and permissions
• Confirm the account
• Manage users
  • Invite a user
  • Check pending invitations
  • Revoke a pending invitation
  • Change a user's role
  • Remove a user

Find the dashboard

Log in to OpenSesame. Open the account menu and select Organization Settings.

The dashboard opens on a Team overview. Your entry appears first, with your name, email address, status, and role.

The colleagues you invite appear in two tabs:

1. Users – People who accept the invitation.
2. Invitations – People who haven’t yet accepted.

Review roles and permissions

Every user has one of three roles:

• Billing Admin
• Admin
• Viewer

By default, the Team creator is a Billing Admin. 

Each role receives email notifications about the account, such as if a delivered course becomes scheduled to retire.

All users can:

• Preview full courses. (Some courses do not offer previews)
• Create their own Lists
• View users and organization settings
• In accounts configured for Pay Per Use (PPU), create PPU licenses

Both admin types can:

• Add or remove Viewers or Admins
• Change the role of a Viewer or Admin
• Change organization settings
• View order history and learner activity reports
• Download courses or deliver them to an integrated learning platform

Only Billing Admins can:

• Add or remove a Billing Admin
• Change the role of any user, including Billing Admins
• Add a credit card to the account
• Access saved credit cards
• Make purchases with credit cards

Confirm the account

The first time you add a user, confirm that you’re in the right account by finding your organization’s licenses.

Open the account menu and select Dashboard.

Any OpenSesame Plus subscription license appears first.

If your organization purchases courses individually, check for licenses in the Purchased Courses tab. If your organization uses Pay Per Use licenses, check the PPU tab.

• If licenses appear, continue to the next step. Open the account menu and select Organization Settings.
• If licenses do not appear, contact your OpenSesame Customer Success Manager or OpenSesame Support before you add users.

Manage users

Invite a user

On the Team Members tab, select Invite User.

A panel appears. 

Before you proceed, know that adding users does not:

• Grant them access to your Lists.
• Allow them to access your login credentials. Everyone has their own credentials.

If you add someone who already has an account: 

• Their existing Lists and preview permissions follow them.
• Any existing licenses, course completion history, or integrations do not.

Enter the user’s email address, set their role, and then select Send Invite.

Note: Only Billing Admins can see and assign the Billing Admin role.

A confirmation appears and an invitation email is sent. 

Check pending invitations

To check sent invitations, select the Invitations tab.

An invited user’s status is Pending.

The Pending status remains until the user accepts or declines the invitation, the invitation expires, or you revoke the invitation.

• If the user accepts within 30 days, their entry moves to the Users tab and their status changes to Active.
• If the user declines, their entry disappears.
• If the user does not accept within 30 days, their invitation expires and their entry disappears. To join, they need a new invitation.

If a user accidentally deletes the invitation email, they can still accept the invitation within 30 days. They can log in to their existing OpenSesame account with the invited email address or create an account with that address.

Revoke a pending invitation

When an invited user's status is Pending, you can revoke their invitation. This does not send a new email. After an invitation is revoked, the user can no longer accept it. 

1. Select the Invitations tab.
2. Find the pending user and hover over their entry.
3. Select the Revoke invitation tool.

A confirmation window appears. Confirm, and the invitation is revoked. 

If the user is invited again, they can use the new invitation.

Change a user's role

When a user's status is Active, you can update their role. This does not send an email notification. Roles cannot be changed for a user whose status is still Pending. 

1. Select the Users tab.
2. Find the user and hover over their entry.
3. Select the Edit tool.

A panel appears with the user’s email address and current role. Select a new role from the Role menu, then select Save Role.

Note: Only Billing Admins can see and assign the Billing Admin role.

A confirmation appears, and the user’s role and permissions update.

Remove a user

When a user’s status is Active, you can remove them. This does not send an email notification. (If their status is Pending, revoke their invitation instead.)

Removal disconnects the user from your organization’s account. They can still log in to their personal account.

1. Select the Users tab.
2. Find the user and hover over their entry.
3. Select the Remove tool.

A confirmation window appears. Confirm, and the user is removed. If they are invited again later, they can rejoin.

For help, contact OpenSesame Support at support@opensesame.com, use live chat, or call (503) 808-1268, ext. 2 (U.S.) or +44 203 744 5541 (Europe).