Add users to your portal

Summary

Create or invite users to your portal to get them started on training courses, or to help administer your portal.

This feature is available to all customers.

A vital administrator process is creating accounts for learners.

This article explains how to create or invite individual users or small numbers of users, through the portal interface.

To create large numbers of users in a single process, see Upload users by batch CSV file.

A new user's account requires an email as their unique identifier. Their first and last name are optional.

You can set an expiry date for a user's login. After the expiry date, LearnUpon disables their account. The user can't log in again, unless an admin enables the account again. See Disable a user account, or delete an account.

Note: by default, LearnUpon uses email as a unique identifier in portals. If your portal needs usernames rather than email as a unique identifier, discuss this business decision with your Implementation consultant.

See Log in with usernames. 

Background

Articles related to setting user type permissions for accounts:

• Collection: user types and permissions
• Users: create an instructor, and assign them to a course
• Managers: set permissions to manage groups
• Portal setup: create admin accounts

Access permissions

All admins in a portal can create or invite users with any user type, either individually or in batch uploads. 

Managers can create or invite users individually, as Learner user type. They can't use the batch upload process.

Tip: The term manager in LearnUpon applies to a user who manages a group within the portal. These users have specific permissions associated with the group they manage. The manager user type is not inherently linked to management roles within your organization.

Create a user

When you create users manually, the user type is Learner by default. If you change the type, you need to set additional permissions associated with that type.

To add a user account directly to your portal:

1. From the primary navigation menu, select Users.
2. Select Create from the action menu.
3. On the New User page, enter an email address (required), and a first and last name (optional).
4. The default Type of User is Learner. Leave as-is or select a different type from the dropdown, one of:
   • Learner
   • Instructor
   • Manager
   • Admin
5. Turn off Send invite to user, which is enabled by default.
6. Enter and confirm a password. 
7. Optional: select User must change password on login.
8. Optional: select Set Expiry Date for this user, and choose a date from the date picker.
9. Save to finish.

This process creates a new learner in your portal, who you can enroll on courses or add to groups.

You can change the user type later, if required. See Collection: user types and permissions about different types of users.

Invite a user

A new user's account requires an email. You can invite more than one person by email at once. To invite a user by email, requiring a user's response:

1. From the primary navigation, select Users.
2. Select Invite from the action menu.
3. Enter in one or more email addresses in the Email addresses field, separated by commas.
4. The default Type of User is Learner. Leave as-is or select a different type from the dropdown, one of:
   • Learner
   • Instructor
   • Manager
   • Admin
5. Optional: select Set Expiry Date for this user, and choose a date from the date picker.
6. Select Invite to finish.

This process sends an email invitation to these users, with instructions on how to set up their new accounts.

Difference between creating and inviting a user

LearnUpon makes a distinction between creating a user versus inviting them:

Create a user

• admin creates a user and adds them to the portal without requiring a user's response
• admin can enroll the user on courses, modify their profile, or perform other tasks 
• admin must set a password for that user, which is shared with the user outside of LearnUpon: you can require that the user change their password at first login

Invite a user

• admin sends an invitation with link by email
• between sending the invite and the user accepting the invite, the user appears in Pending Users
• the user must accept the invite by selecting the link
• user sets their own initial password
• after the user accepts the invite, LearnUpon creates the user's account in your portal, and displays their name in your active users list 

When you invite a user, LearnUpon uses the default permissions for the user type. You can edit their permissions after the user joins the portal.

Note: when you invite a manager, you can set their user type as manager, but you can't assign a group to them, until they accept the invitation. 

The following screenshot shows an invite on Users > Pending Users list.

See:

• Upload users by batch CSV file
• Collection: user types and permissions
• Dynamic rules: use custom user data to assign users to groups
• Custom user data: set up custom fields