Before adding a user, it’s important to make sure your organizational structure is set up correctly. You can read more about how to configure your organizational structure here. Once that’s done, you can easily create one or more users at the same time. Below, you’ll find how to quickly add an individual user and how to add a large group of users in one go.
Adding an individual user
Here’s how to easily add a new user to your online academy:
Click "Users" in the left-hand menu. Then click the "+" button in the top right corner.
Personal details: Enter the employee number, name, email address and preferred language of the user. Instead of an employee number, you can also use a client or account number. If your online academy supports multiple languages, you can also select the user's preferred language here.
Organisation details: On the right-hand side, fill in the organisational information. The fields "Company" and "Department" are required, so it’s important to have your organisational structure set up before adding users.
Teams, cost centre and functions (optional): Use the "Team" field to automatically assign users to learning activities linked to that team. The "Cost centre" field can help you manage internal accounting. With the "Functions" field, you can ensure that users automatically receive learning activities tied to their specific role.
Status: In the bottom-right corner, set the user’s status:
If a user has never accessed the online academy before, never switch on the "Accept terms of use" toggle. The user must first read and accept the terms themselves. Only enable this toggle if you had previously removed the user and are now re-adding them.
Set the user to active if you want them to be able to log in. If you want to temporarily deactivate a user, you can do that as well.
You can also indicate whether the person is a manager, which gives them additional permissions.
Finally, enable the "Send invitation" toggle so the user will receive an email with a link to set their password.
Tip!
All users will appear in the user overview. By clicking on the title above a column in the user overview, you can search within that column.
Adding users in bulk
If you want to add multiple users to your online academy at once, you can use the import feature. Just follow these steps:
Note!
It is important that the company, department and optionally function, teams and groups already exist in the online academy. These elements must be created first via "Organise" before users can be linked to them.
If the value entered in these columns does not exactly match what exists in the academy, the user will not be imported.
Click "Users" in the menu on the left.
Click the upload icon in the top-right corner.
Choose the type of import you want to carry out — in this case, "Upload new and updated users".
Click "Next" and download the template. This ensures you enter and upload the correct data.
Fill in all the user details in the template. Below is an overview of each column, including what to enter and whether it's required.
User ID (required)
Enter the user ID here. This can be a personnel number or another unique identifier for the user.Email (required)
Enter the user’s email address. This is needed for logging in and receiving communications.First name (required)
Enter the user’s first name.Middle name
Enter the user’s middle name, if applicable.Last name (required)
Enter the user’s last name.Company (required)
Enter the name of the company. Make sure this company is already defined in the academy under “Organise.”
Department (required)
Enter the department. Make sure this department is already defined in the academy under “Organise.”Teams
Enter the name of the team as defined under “Organise.” Users can be added to multiple teams. Separate teams with a comma between them. For example: Team X, Team Y, Team Z.Groups
Enter the name of the group as defined under “Organise.” Users can be added to multiple groups. Separate groups with a comma between them. For example: Group X, Group Y, Group Z.Functions
Enter the user’s function(s). Ensure the roles are already defined in the academy under “Organise.” Users can also have multiple roles. Separate roles with a comma between them. For example: Function X, Function Y, Function Z.
Cost centre
Enter the internal billing reference. This is only used for internal administration.
Manager
Enter the email address of the user’s manager. Users can have more than one manager. Separate email addresses with a comma between them.Active
Select the “x” in the dropdown to indicate that the user should be active in the online academy. An active user can log in to the academy.Language (required)
Select the desired language setting for the user from the dropdown. Make sure this language is active in the online academy. Dutch is the default language. Other languages can be enabled via the language settings.Send invitation
Select the “x” in the dropdown to indicate that the user should receive an invitation. If you don’t want to send the invitation yet, leave this cell empty. Read here how to send an invitation later.
Save the file and upload it. Only Excel files are accepted. The file will be checked for any errors.
Before the final import, you'll see a final check screen. This shows how many users will be added, who cannot be added, and which rows cannot be imported. Ready? Click "Start import" at the bottom of the screen.
After the import, an automatic email will be sent to the users if you selected the "Send invitation" option.
Note!
To assign a manager to a user, the manager must already exist in the academy as a user. If this is not yet the case, you'll need to import all users first.
In a second import, you can then link managers to the appropriate users. This second import will assign the specified users as managers and grant them management rights over the users they're linked to.