Adding new people

Whilst you’re working your way to full automation, you can quickly add new people and get them up and running quickly.

It all starts with the + Add Learner button from your Learners menu:

It’s a straightforward form, let’s walk through the key areas…

Username – Mandatory field. This is what you’ll log in with at the login screen.

First name – Mandatory field. This is your first given name(s).

Last name – Mandatory field. This is your given surname.

Alias/Nickname – Your preferred display name whilst in the learning platform.

Email address – Mandatory field. This is usually work-related but can be your personal email address if appropriate. The import thing is that you must have one! It’s the best way for us to communicate with you.

Date of Birth – This optional field is useful when analysing learning data, but not essential.

Language – Mandatory field. The learning platform supports multiple languages; tell us what your preferred language is and we’ll remember that for next time you log in.

Country – This optional field can be used to store localisation information.

Job Type – Mandatory field.

Use the Job Type box (not the actual dropdown arrow) to pick your job type from the dropdown menu:

You can use this to search for a specific job type:

… if it’s not available then use the Manage Job Types link to create a new job type.

Location – Mandatory field.

Same idea as before, click in the location area to search for an existing location and pick one from the list presented:

If the location that you’re looking for doesn’t exist then you’ll need to create it from the Organisation menu before you can add the new learner (or assign them to an existing location, create the new location and then come back and update this particular learner).

Joining Date – use this to record the official start date

Leaving Date – useful for entering a future date for a fixed contract perhaps

Role Change Date – use this to record a change of job type for example

Employment Type – Mandatory field.

Use this searchable field to pick from the existing list. However, feel free to create a new one if you need to:

Assign learner attributes

Use this searchable field to pick from the existing list or create a new one if you need to. There are two ways to achieve this:

1. Type in your new attribute and create it straightaway

2. Click on Manage Attributes to open up this separate tool and create it there

When assigning courses to a learning profile (the best way to give people courses based on the job that they do) it’ll give that course to everyone with that job type. Use a learner attribute to give courses to people based on something that is special about them. They might be a Supervisor (their Job Type) but they might also be a keyholder, fire warden, mental first aider – something that sets them apart from the standard job type.

When you’re done, press Add user:

Usernames and email addresses must be unique! However, for a single individual the username and email address fields can both be their email address.

For the Job Type and Location data, if you searched for a particular job type or location that doesn’t exist, and didn’t clear down what you entered then you’ll get an error message:

Simply use the cross to clear down what you entered and pick a valid option from the list shown.

You can create a new learner and exclude them from reporting at the same time.

A username cannot ever be deleted because we store course progress data against a person. However, if it's not going to be used again - then it can be renamed to something else instead. For example, if there was already a username called 13036 and you needed to change a new record to also be 13036, then you could rename the old username to be 13036_OLD, or anything that is unique, and this will then let you update the new record.

Where do I give someone a learning profile and set their roles and permissions? A great question! When you’ve successfully added the new learner, the roles and learning profile will be updated automatically for you:

To change these you’ll need to update the Job Type.

Similarly, if the Reporting role has been assigned, then access to the relevant part of your organisational structure will automatically be set as well:

If you need to adjust how your Reporting Access is assigned across your organisation then this is the guide for you.

You’ve now learnt how to create a single new learner.