Note: CourseCloud is a limited-access content delivery platform. If you send course invitations from OpenSesame instead, see the documentation for CourseCloud Legacy.

 

Before you create accounts, which sends an email notification to the new users, confirm with your IT team that emails from noreply@coursecloud.opensesame.com are allowed.

For your learners, see the following guide to logging in, launching courses, and following a Learning Path: CourseCloud Learner’s Guide (PDF file).

 

In this guide:

• Create a user account
• Create multiple user accounts
• Resend a user's login details

 

Create a user account

If you need only a few Learner or Learning Administrator accounts, it's often easiest to create them individually.

Log in to your Learning Administrator account, then select Admin Tools and the Users tab:

Select Create user.

The user automatically appears under your organization’s name. The required fields are:

• First name
• Last name
• Email address (in lowercase)

Next, schedule when to send the notification email.

• The default time zone is Pacific Time (GMT-7 or -8).
• If you set your account's time zone, your time zone is used instead.

If the date and time fields remain unchanged or are set to the past, the invitation is sent when you submit the form.

The email contains:

1. The user’s unique CourseCloud username.
2. A link for logging in.

If the recipient accidentally deletes the email or says they haven’t received it, you can send another email.

By default, all new users:

• Appear in your organization’s parent department.
• Have the Learner role.

To adjust either setting, open the Advanced section.

From here, if you’ve created a department hierarchy in CourseCloud, you can open the parent department and select a sub-department.

• If you add a user to a sub-department, they’re automatically added to the relevant parent department(s).
• To add a user to multiple, separate departments, update their account later with the Users > Department Users & Admins tool.

To upgrade the user’s role, select Role to assign and select Learning Admin.

Finally, to assign the user training, expand the Assign courses section and select a course. Only courses already imported to CourseCloud appear. (You can assign courses with the User Enrollment tool later.)

When you’re satisfied with the new user’s settings, click either:

• Submit and create another user, which saves and resets the form, or
• Submit and back to dashboard, which saves the form and goes to your dashboard.

If you have many users to create, consider using the bulk upload tool, covered next.

 

Create multiple user accounts

To create CourseCloud user accounts in bulk:

1. Add your users’ account information to the Bulk User Upload Template (CSV download).
2. Export the spreadsheet as a CSV file.
3. Upload the file to CourseCloud.

Note: CourseCloud can accept CSV files up to 256 MB in size. If you have thousands of learners, we recommend working in batches of 5,000 users to keep processing times fast.

First, download the template and open it with whichever spreadsheet app you prefer.

Add one user per row.

The first three columns are required:

• First name
• Last name
• Email address (in lowercase)

The remaining columns are optional.

• If you’ve created a department hierarchy in CourseCloud, you can add users to existing departments.
  • If you add a user to a sub-department, they’re automatically added to the relevant parent department(s).
  • If you need more than two departments, add columns after “department2” with the same pattern (“department3,” etc.).
• The suspended column remains empty, since these are new accounts.

When your spreadsheet is ready, save it as a CSV file. Most apps include this option under Save As or Download.

Next, log in to CourseCloud. Select Admin Tools and then the Users tab.

Select Upload users.

Upload your file by dragging it into the File area or by using the Choose a file button.

The next two settings are rarely changed:

• CSV delimiter - To use a different separator than the standard comma.
• Encoding - To use a different character encoding than UTF-8.

The final two options are:

• Preview rows - Set a maximum number of rows to appear on the next page.
• Upload type - Tell CourseCloud how to handle your spreadsheet data.
  • For an initial upload, select Add new only, skip existing users.
  • With this option, if you already created some accounts and any users reappear in your CSV, CourseCloud will ignore those entries.

When satisfied with your settings, click Upload users.

A preview of the new accounts appears, along with additional settings. Only the settings that apply to your Upload type can be changed.

Here are the available settings for this type of upload:

• Upload type reports the type selected on the previous screen and cannot be edited from here.
• New user password can be set to either auto-generate a password or require you to supply passwords in your CSV.
• Send temporary passwords by email will almost always be set to Yes, as it is not possible to resend user passwords in bulk. No should only be selected if you have assigned each user a specific temporary password in your CSV and will be contacting each of them individually.
• Select for bulk user actions allows you to indicate which users should be affected:
  • No is the default.
  • New users should be selected when you only want to create new accounts.
  • Updated users should be selected when you only want to update existing accounts.
  • All users should be selected when you want all the data in your CSV to be applied to CourseCloud.
• Select course to enroll into (optional) - Assign training.
  • Only courses already imported to CourseCloud appear.
  • You can assign courses with the User Enrollment tool later.

When satisfied with your settings, click Upload users.

A Results page appears with the newly created accounts. It also shows if any errors occurred.

Finally, click Continue to return to the Upload users page.

 

Resend a user's login details

Note: You can't resend login details in bulk.

If a user:

• Forgets their login information,
• Accidentally deletes their notification email, or
• Says they never received an email (and it’s not in their spam folder),

You can resend their login details. This resets their password.

While the new email isn’t an identical copy of the original, it has the same essential information:

1. The user’s unique CourseCloud username.
2. A link for logging in.

Select Admin Tools and then the Users tab:

Click Edit Users.

Find your user with the search tools. Click their User controls and select Force password change:

When asked to confirm, click Continue to proceed.

This returns you to the search tools and sends a standard email to the address on file. The email contains a password-reset link that expires in 15 minutes.

If the recipient doesn’t use their link within 15 minutes, they can create a new one by:

1. Entering their email address in the CourseCloud login page, then
2. Using the Forgot your password? link on the password page.

If the user doesn’t receive their email within 10 minutes, and:

• They’ve checked their spam folder
• IT has confirmed messages from noreply@coursecloud.opensesame.com are allowed
• Their email address has no typos

Then contact our Support team to investigate further.

 

If you have further questions, our Support team is here to help at support@opensesame.com or via live chat and phone. Reach us at (503) 808-1268, ext. 2 (U.S.) or +44 203 744 5541 (Europe).