Tutorials

 Managing your room's membership

• Locating the room member list; finding the "Add" button
• Finding users by last name
• Other ways to find users: by first name, by login name, finding many users at once
• Adding the found user(s) as room members
• Removing members
  

Locating the room member list and "Add" button

• In the top-level folder of the room, click members to go to the member list.
  
  
• At the top of the list you'll find an add button. Click add to go to the Choose Members screen.
  
  
  
  

Finding users by last name

• The Choose Members screen initially presents a Search for: blank for finding users by last name:
  
  
  
• Type, in the Search for: blank, part or all of the last name of a person currently at the Wharton School you want to add, then press Find. (If you need to search by another criterion -- such as first name, login name or email address -- click the more options button and follow these steps.)
  
  You will only be able to find users with active Wharton computing accounts; most alumni and students at other Penn schools will not be found. This is because webCafé is licensed only for current members of the Wharton community, not for Penn in general or alumni. (Contact the webCafé Classic Team about this only in the case of someone involved in teaching.)

  Tips:

  • Unfortunately it doesn't work just to type a name in the Search for: blank, followed by the Enter key; you have to press the Find button.
    
    
  • Some users will be shown in the search results as "(deactivated)"; these are alumni from certain programs and years who no longer can use their Wharton computing accounts. Checking their checkboxes will not lead to access.
    
    
  • Please do not use the "Groups/Roles" button to search for groups. For student organization rooms, adding any group will lead to shutdown of the room. Only the webCafé Classic Team may add groups to a room's member list.

• Once you have found one or more users in the returned results whom you plan to add, check the checkbox shown to the left of the user's name.
  
  
  
  
• You may enter another name and search again to find additional users to add to the room. The system will remember any checkboxes you had previously checked off for users.
  
  When you are done searching and checking off users, press OK near the top left of the screen.
  

Other ways to find users

You can use the show search option if you are looking for a specific member to add to your list. To begin, go to the top level of the room you are in.

• In the top-level folder of the room, click members to go to the member list, then click add to go to the Choose Members screen.
  
  
• On the Choose Members screen, click the more options button. This will produce a more detailed set of Search for: blanks:
  
  
  
  Enter part or all of a first name, login name or email address of the person you wish to add to the member list. For best results, fill in just one or two blanks (or even the first few letters); if you know that the user you are looking for has been a member in other webCafé rooms, you can fill in an e-mail username in the Email blank (in that case don't fill in names). The Organization blank should be ignored.
  
  As noted on the screen, the Login name and Email blanks will accept several values separated by semicolons. If you have an existing list of usernames or addresses, this makes it possible to search for, and add, many users at once.
  
  Press Find to enact the search.
  
  
• Once you have found one or more users in the returned results whom you plan to add, check the checkbox shown to the left of each user's name. If you had searched for several login names or email addresses and want to add everyone found in the search, press select all to check them all.
  
  
• You can search for more members; any checkboxes you check or uncheck will be remembered between searches for use in the next step.
  
  

Adding the selected user(s) as room members

• Next, you'll be prompted to give the selected users a Role.
  
  Choose "Instructor", "Teaching Assistants", "Coordinators", "Students", "participants", etc., as appropriate. Non-course rooms do not have the course-related roles. Coordinators will have access to change or delete any file and to change membership, so assign that role judiciously. Select a role and press OK.

Removing Members

• In the top-level folder of the room, click members to go to the member list.
  
  
• Members you can remove will be shown with a button; if you click the button, a Remove Member? screen will ask you to confirm the removal.
  
  
• You can also remove by searching. At the top of the list you'll find a remove button. Click remove to delete a member from the list. In rooms with more than 250 members, you may find that you have to page through the members using the A through Z buttons.
  
  
• Faculty may contact the webCafé Classic Team for assistance with removal of students. If a student shows up as enrolled in a course in other systems, such as Online Roster, and cannot drop the course, the only way to remove the student from webCafé is to discontinue the automatic enrollment updates normally used for course rooms. (For example, when a student withdraws from a course, he or she is still technically enrolled -- the webCafé Classic Team cannot access the "W" grade, nor can our automatic updates.)
  
  After a course ends, removing a student can be done anytime; normally this is done automatically two semesters after the end of the course, but it can be accelerated at faculty request.
  
  
• Some webCafé rooms for MBA student organizations will include all current full-time MBA students as members. In this case, the button may not be presented for every student. Organizations who need to remove members are encouraged to contact the webCafé Classic Team to change their room membership to "private just to club members."

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webCafé enhancements © 1998-2008, The Wharton School of the University of Pennsylvania.