Adding and editing a user

Everyone who uses Learnient needs a user, whether they are a learner, a manager or an administrator. The details you add, such as their department and job title, decide which courses they are given and who their manager is. Set up your companies, departments, locations and job titles first so you can choose them as you go.

Adding a user

1. Choose Admin at the top of the page, then People in the left-hand menu and Users.
2. Choose New user at the top right. The Add new user window opens on Basic information.
3. Enter First name, Last name and Email address, and choose a Role. Works ID is optional.
   1. The email address is checked as soon as you leave the field. If you see Email has already been taken, that address already belongs to a user somewhere in Learnient. That includes people you have archived and people in other Learnient accounts.
4. Choose Advanced information and fill in what you know: Job title, Location, Department, Company, Manager, User group, the dates such as Joining date and Leaving date, and HRIS ID if you use an HR system.
   1. If the department you need is not in the list, type its name and choose Create department.
   2. The Manager list only shows users who are active and whose role lets them see a team. If the person you want is missing, check their status and role.
   3. Your account may have added its own fields to these tabs. Any marked Required must be filled in before the user can be saved.
   4. If your account uses positions, Advanced information shows Starting position in place of Job title, Location, Department, Company and Manager. Choose the position the person starts in: it is required, because everyone holds a position from your list. Their job title, department, location and company come from the position, and their manager is whoever holds the position it reports to.
5. Choose Add user.
   1. If a required field on another tab is still empty, the window switches to that tab and shows which field needs filling in.
   2. When the user is saved you will see User added successfully.

Screenshot missingadd-user-advanced-tab

The Add new user window on Advanced information with Location, Department and Manager chosen, a department name typed into the Department list so the "Create department" option is showing, and a required account field showing its "is required" message.

Expected at src/assets/screenshots/guides/add-and-edit-a-user/add-user-advanced-tab.png

Finding someone you have just added

New users are not in the list the Users page opens on. It shows Active users, and someone you have just added is Invited until they accept.

1. Choose All at the top of the list.
2. Type their name into Search.
3. To narrow a long list, choose Filters and pick a Job title, Department, Location, User group, Manager or Company.

Editing a user

1. Find the person and choose the three-dot menu at the end of their row, then Edit.
2. Make your changes on any tab and choose Update user.
   1. If your account uses positions, Advanced information shows Positions held in place of the job title, location, department, company and manager lists. Each position shows the person’s manager in that job and the position they are managed through. To move someone to a different job, choose Add position and pick the new one, select it as their primary position, then remove the old one. Removing a position asks you to confirm first, because the person’s manager and courses for that job change with it. These changes save straight away, without Update user.
3. If you close the window with changes you have not saved, you are asked You are about to leave this page. Choose Close without saving to throw them away or Save changes to keep them.

Changing the same details for several users at once

1. On the Users page, tick the people you want to change.
2. Choose Bulk actions in the bar that appears above the list.
3. Choose the new values, such as a Department or User group, and choose the Update button, which shows how many people you ticked. Anything you leave empty stays as it is. To clear a value for everyone you ticked, such as taking them out of their department, choose (None).

If your account uses positions, Bulk actions has no Job title, Location, Department, Company or Manager, because a job comes only from your list of positions. Use Change position instead to add, replace or remove a position for everyone you ticked.

Adding or changing many users at once

1. Choose Import at the top of the Users page, then Import users to add new people or Update users to change people who already exist.
2. Choose Download template for a spreadsheet with the right columns, or use your own CSV or Excel file.
3. Choose View column guide and validation rules to see every column, which ones are required and what each accepts.
4. Drop your file onto Drag and drop file here, or click it to choose the file.

In the column guide, first name, last name and email address are required, along with any field your account has made required. A department, job title, company, location or user group that does not exist yet is created from its name. A manager must already exist and is matched on their full name. Update users leaves a person’s details as they are wherever a cell is empty.

When your HR system is connected

If your account is connected to an HR system, changes you make in Learnient are not sent to your HR system, and the next update from the HR system can replace your changes to someone’s name, department, job title and location.

What happens after you save

A new user is Invited and is sent an invitation email.

People imported without an invitation are Imported and get no email until they are invited. Users who are already active or archived are never sent one.

Courses assigned to their company, department, location or job title reach them shortly after you save, rather than at the moment you save. The same check runs every time you update them, so moving someone into a new department gives them that department’s courses.

People with a leaving date are archived automatically shortly after midnight on that date. It only happens on the date itself, so a leaving date that has already passed when you enter it does not archive anyone. Archive them yourself instead.