Prerequisites: You need to be an org admin or a user manager to add new users.
There are a few different ways of adding new users:
- Manually adding new users
- Uploading a CSV
- User provisioning from another system (click here to read more)
How to manually add a new user
Go to Admin > Users and click ADD USER.
Mandatory fields:
| Username | For the sake of simplicity we recommend using an email address as a username. You don't have to though, a username just has to be unique. |
| A real email address needs to be supplied so that learners can reset their passwords. | |
|
Password / Confirm Password |
These can be left blank if you ask learners to use the login page’s reset password option when first logging in. |
|
First Name / Last Name |
These will be displayed next to comments and on a learner's profile. They are also referenced in emails from the LXP and from Automation. |
Optional fields:
|
Image |
This can be changed by clicking Choose File and the user can change this themselves from their profile settings. |
|
Language/Timezone |
A learner's language setting will dictate what language the LXP will display in. Click here to read more about languages and translations. |
| Expires At | Select a date and time to automatically archive this user account. Once a user reaches their 'expires at' date they will not be able to login to the LXP but their account and record of learning are retained and can easily be reinstated by deleting or extending the expiry date. They will continue receiving emails from the LXP and from Automation. You will need to manually disable these if you do not wish the expired user to receive these messages. Once they've expired they will no longer count towards your active user count. Click here to read more. |
| Function |
This could be the user’s job role or department, although you may prefer to add that information as a job role field. Click here to read more. |
| Organisation Reference | This could be an employee number, payroll number etc. |
| Tags | This can be useful for importing users into groups - users with tags can be automatically added to a group with the same tag. Click here to read more about tags. |
| Custom profile fields |
You can populate the learners' custom profile fields by adding a column with the name of the relevant field. To read more about custom profile fields, click here. Here's how the different types of custom profile field need to be formatted: Short text:
Expected format: abc/123
You can set a max character limit and a regular expression validation
when creating the custom field to control the types and number of characters that are used.
Long text:
Expected format: abc / 123
You can set a max character limit and a regular expression validation
when creating the custom field to control the types and number of characters that are used.
Checkbox:
Expected format: 0/1
Will also accept: true/false
Date with time:
Expected format: 2023-06-16 15:29:20
Date without time:
Expected format: 2023-06-16
Selections:
Expected format: Selection1, Selection2 (replace with the names of the selections in your profile field.)
It is case-sensitive.
|
Click SUBMIT to save your user.
How to upload users via CSV
In the users menu, click IMPORT USERS.
If you’re not sure how to format your CSV, click the DOWNLOAD THE USER IMPORT TEMPLATE button to download a template that you can fill in. This template will include all standard user profile fields noted above as well as all custom profile fields.
When your CSV is filled in, click Choose File and select the CSV. Then click UPLOAD.
The first column (Row name) refers to the column titles from your CSV. The second column (Field) indicates which field of the user profile that this information will be used to populate. E.g. in this image, the Email in the CSV will populate the Email field in a user profile. You can use the dropdown menus to adjust these, but this shouldn’t be necessary if you used the template mentioned above.
Warning: If you click the Synchronize Users checkbox, any users that aren't on the CSV but are in the LXP will be deleted. Be very careful not to click this if you don't want learners to be deleted.
You will now see a page summarising the changes that are going to be made. You need to click CONFIRM CHANGES to, well, confirm the changes. If there are existing users in your CSV, a second box will appear with existing users listed in it. It will also have a CONFIRM CHANGES box for you to click.
FAQs
Can you bulk upload passwords via the CSV import?
Yes, password can be set via CSV import. You need to add a 'password' column to your CSV.
Can I add in profile custom fields as column headers?
Yes. Note that the custom fields must already exist as profile fields on the organisation before the import. The importer surfaces whatever is already configured, it doesn't create new fields. Add a column to your CSV for each custom profile field, and use the name of the field as the column title. You can then choose that field in the dropdown menu on the import page. Framework custom fields cannot be imported in this way. The value in each column must be in the format that the type of field expects. The import page shows an example value for each custom profile field in the Expected format column. The formats are: Short text: plain text, for example abc 123. Long text: plain text, for example abc def 123 456. Checkbox: 0 or 1. Date with time: YYYY-MM-DD HH:MM:SS, for example 2023-06-16 15:29:20. Date without time: YYYY-MM-DD, for example 2023-06-16. Selections: the names of the selections in your field, separated by commas, for example Selection1,Selection2. The names are case-sensitive, and spaces around each name are ignored.
What should the formatting be for the ‘Timezone’ column?
The timezone formatting follows region/area so for example ‘Europe/London’.
Where does the ’Location' information appear once populated?
If entered correctly, the ‘Location’ information should appear on the learner’s profile as soon as the account has been created.
How do I specify UK/US English in the Language column?
‘en’ is for Us English whereas ‘en_GB’ is for UK English