CACWT County Administrators

Community Partner User Management and Enrollment Guide

Note: Community Partner CACWT accounts need to be Archived once they are no longer engaging in any learning activities. They can be made Active again, if there are future activities. This standard has been set to ensure that the amount of Active CACWT accounts is in compliance with CDSS Contracts with the CACWT Vendors. 

• If you have any questions or support is needed, please submit a ticket through The Academy Help Center

Account Creation

Creating a New Learner Account (One by one)

1. Log-in to CACWT

2. Click Learners on the left panel

3. Confirm the learner does not have an existing account (with another county, another email, etc)

1. If they have an existing account, update the information

2. For a username change, submit a ticket to the Help Center

4. If they do not have an account, click Add Learner on the left panel

5. Fill out the fields to create the account

1. Required Fields

1. First Name

2. Last Name

3. Email = Community Partner email address (must be unique)

4. Affiliation = California Community Partners 

5. Employee Type = *Insert County* Community Partner

1. Example: Riverside County Community Partner

6. Date of Hire = Date of Account Creation

7. Selecting if they are a Training Manager or Supervisor

8. Setting a Temporary Password = Changeme1!

6. Click Save

7. The learner will automatically receive an email that their account was created with their temporary password to login. 

Creating New Learner Accounts (In Bulk)

1. Download a .CSV copy of the import template (Community Partner Creation Template Tab)

2. Fill out all of the columns in yellow with the relevant information

1. User ID: Community Partner’s email address

2. LastName: Community Partner’s last name

3. FirstName: Community Partner’s first name

4. Email: Community Partner’s email address

5. Password: Changeme1!

6. Status: Active (referring to their account status)

7. Affiliation: California Community Partners

8. OrganizationName: Leave Blank

9. EmployeeType: *Insert County* Community Partner

1. Example: Riverside County Community Partner

10. RTADepartment: Leave Blank

11. RTAJobTitle: Leave Blank

12. RTAJobCode: Leave Blank

13. AreaOfAssignment: Leave Blank

14. DateHire: Date of Account Creation

15. DateTransfer: Leave Blank

16. UserLevel: Leave Blank

17. AssocLMSID: Leave Blank

3. Once these elements have been been filled out for all learners, save your file

4. Navigate back to CACWT

5. Click Learners > Import CSV on the left panel

6. Click Browse and locate the file on your computer

7. Click Preview to see what your import file will look like

8. Click Browse and locate the file on your computer

9. Click Upload to import the new accounts

10. You will receive an email with the import log to see if your import was successful

11. Submit a ticket to the Help Center for any support

Enroll into Section(s) or Learning Path

Once accounts are created, you can enroll the community partners into the corresponding section(s) or learning path. Please view the CACWT County Admin Enrollment Guide for instructions on how to enroll learners into sections in CACWT. 

Archive Profiles

Once the Community Partner is done with their learning activity, their CACWT Account needs to be Archived. Accounts can be reactivated by changing the Learner Profile status from Archived to Active. 

Archiving a Community Partner Account (One by one)

1. Log-in to CACWT

2. Click Learners on the left panel

3. Locate the Account you would like to archive, click on the name to open the Learner Profile

4. Click Edit from the Learner Panel

5. Scroll down to the Status Field

6. Change from Active to Archived

7. Save

Archiving Community Partner Accounts (In Bulk)

Via Import

1. Open the CACWT Learners Import Template, Community Partner Archival Template Tab

2. Download as a .csv file

3. Fill out the UserID, LastName, FirstName, Email, Affiliation, EmploymentType Columns

1. Alternatively, use your initial account creation import file and change the Status Column to Archived

4. Save

5. Navigate back to CACWT

6. Click Learners > Import CSV on the left panel

7. Click Browse and locate the file on your computer

8. Click Preview to see what your import file will look like

9. Click Browse and locate the file on your computer

10. Click Upload to import the new accounts

11. You will receive an email with the import log to see if your import was successful

12. Submit a ticket to the Help Center for any support

Via Bulk Edit

1. Log-in to CACWT

2. Click Learners on the left panel

3. Select Bulk Actions from the drop down menu

4. Set Affiliation to California Community Partners

5. Learner Status = Active

6. Use any search criteria 

1. Example: all employees from a certain organization having the same email domain (@sdsu.edu) 

7. Click Find

8. Scroll down to see Learners

9. Select all of the accounts you need to Archive

10. Scroll to the bottom of the page

11. Click the Bulk Archive button