Enable login with a username (MVP)

Platform admins, user admins, and group admins can create users using a unique username instead of an email address. A username acts as a direct identifier, allowing users to log in to the platform without needing an email account.

• You can create users with only a username and a password.
• You can also combine an email address with a username for a single user. In this case, the user can log in using either their email or their username.
• Your platform can host users who log in with only a username alongside users who log in with other methods.

Activate username functionality

This feature is disabled by default and comes with important limitations, detailed below. Once you’ve reviewed these limitations and are confident that the username feature aligns with your specific organizational needs, contact your Client Success Partner (CSP) to activate it.

Understand important limitations

This is a Minimum Viable Product (MVP) with limited administrative capabilities compared to other login methods. We are continuously working to enhance this feature, but it's crucial to understand its current state before activation.

• Limited administrative control: While you can create users with usernames, advanced administrative tasks like mass management of managers/managees, mass user deletion, or searching for users by username in all parts of the platform are not yet available. You also cannot directly edit a username once it's created; the workaround involves deleting the user and recreating them from scratch, which results in the loss of their historical data.
• Manual password reset process: A user who forgets their password needs to contact an administrator outside the platform for a manual reset.
• Reporting gaps: Usernames are not yet fully visible in custom reports and dashboards.
• Not supported for self-registration: Users cannot create their accounts using only a username through self-registration links.
• Unique across all platforms: Each username must be unique across all our platforms, not just within your organization’s instance.
• SSO limitations: Username support is available for SAML SSO only, not for OIDC or JWT.

Contact your CSP

Before creating users with a username, email your Customer Success Partner (CSP) to request the activation of the username functionality for your organization. Your CSP will guide you through the process and help you determine a username format that's unique and suitable for your users.

Username format guidelines

Usernames can be composed of letters (a-z, A-Z), numbers (0-9), and the following special characters: _-.+#!$%&'*/=?^`{|}~.

Example of a username:

To ensure uniqueness and align with internal systems, many organizations combine an abbreviation of their company name with a unique internal identifier, such as an employee ID.

• Scenario: A user at “360Learning” has the graceHopper internal username.
• Username format: [Company Abbreviation]-[Internal username].
• Resulting username: 360L-graceHopper

Create users with a username

Once the username feature is activated on your platform, you can:

• Set up a user in a group with a username.
• Set up multiple users with a username by uploading a CSV file to the platform.
• Create users in bulk via the API v2.

Edit a username

You cannot edit an existing username directly once it's created. Due to this limitation, changing a username requires a workaround that results in the loss of the user's historical data (e.g., course progress, completed paths).

If you need to change a username for a user:

1. Delete the existing user from the platform.
2. Create the user again from scratch, ensuring you enter the desired new username during the creation process.

Reset the password for a username

Users logging in with a username cannot reset their own password. They'll need to contact an administrator outside the platform for assistance.

To enable manual password resets for usernames, you must request activation from your CSP. Once activated, follow these steps to reset a user's password:

1. In the left sidebar, select the group where the user is located.
2. At the top, click Users.
3. In the left sidebar, click Current members → All.
4. Click on a user.
5. At the top right of the Profile section, click → Change password manually.
6. Enter Your current password, the New password for [username], and Confirm new password.
7. Click Save.

The password has been changed. You can now communicate the new password to the user.