In This Article:

• Overview
• Resetting a Learner's Password
• Configuring Password Requirements
  • Configurable Settings
  • Accepted Characters
• Troubleshooting
  • Email Not Received
  • Account Locked
  • SSO Users
• Best Practices

Overview

This article covers the administrative tools for managing password resets and configuring password policies in Genius CE & Enterprise. As an administrator, you can reset learner passwords, customize password complexity requirements, and troubleshoot common access issues.

For the learner-facing self-service reset instructions, refer to: "Password Reset & Account Recovery: Learner Guide" in the Knowledge Base.

Resetting a Learner's Password

Navigation: Administration → Learners → Select learner → Actions

You can trigger a password reset for a learner directly from the admin interface. This sends the learner an email with a secure reset link — you do not need to create or communicate a temporary password.

1. Log in to Genius as an administrator.
2. Navigate to Administration → Learners.
3. Search for and select the learner whose password you want to reset.
4. Click the Actions button or menu and select "Reset Password."
5. The learner will receive an email with a reset link they must click to set a new password.
6. Confirm the action is complete. The learner can now use the link in their email to create a new password.

Note: For security, the reset email approach ensures the learner sets their own password. You do not need to communicate temporary passwords.

Configuring Password Requirements

Navigation: Administration → System Setup → Password Requirements

You can customize the password requirements that learners must meet when creating or resetting their passwords. Navigate to the Password Requirements page to adjust the settings below. Changes take effect immediately for all new password resets.

Configurable Settings

⚠ Warning: The minimum password length cannot be set below 8 characters. Setting requirements too strict may increase support requests from learners who have trouble creating compliant passwords.

Accepted Characters

The system recognizes the following character types for password validation:

Note: The password requirements summary is automatically displayed to learners on the password reset form based on your configuration.

Troubleshooting

Email Not Received

If a learner doesn't receive the password reset email:

1. Check spam/junk folder: Ask the learner to check spam, junk, or other filtered folders.
2. Verify email address on file: Navigate to Administration → Learners, select the learner, and confirm their email address is correct. Update it if needed and try sending the reset email again.
3. Check AUTO_PASSWORD_RESET template is enabled: Navigate to Administration → System Setup → Email Templates. Search for "AUTO_PASSWORD_RESET." Verify it is enabled. If disabled, enable it and ask the learner to try the reset again.

Account Locked

If a learner's account is locked (usually after multiple failed login attempts):

1. Contact your Genius administrator or support team to unlock the account.
2. Once unlocked, trigger a password reset for the learner using the steps above.

SSO Users

If your organization uses Single Sign-On (SSO) for authentication:

1. Password resets through Genius may not apply. SSO users authenticate through your identity provider (Okta, Azure AD, Google Workspace, etc.).
2. Redirect SSO users to contact their identity provider's administrator or helpdesk to reset their password.
3. Genius administrators cannot reset passwords for SSO users.

Note: Verify your authentication method: Navigate to Administration → System Setup → Authentication. If SSO is enabled, advise users to use their identity provider's password reset process.

Best Practices

1. Keep learner emails current: Encourage learners to keep their email address in their Genius profile up to date so they can always receive password reset emails.
2. Use SSO where possible: If your organization supports it, implement Single Sign-On. This reduces password reset requests and improves security.
3. Communicate reset processes: Share password reset instructions with learners through your LMS onboarding or help documentation.
4. Document custom templates: If you've customized the AUTO_PASSWORD_RESET email template, maintain documentation so you don't accidentally disable it.