Your user roster is a complete list of all of your employees, located in Users. The roster displays as an interactive table that allows you to search, sort, and filter employee data. Everyone in the user roster has access to the Emtrain app. Users fall into two types: learners and admins. Learn more in Emtrain User Roles.
The Role of the Roster
Depending on the type of account you have, you will interact with the user roster differently.
- Emtrain-hosted accounts: The user roster is the backbone of your training program because the data you import becomes the basis for your groups and campaigns. You create, update, and maintain your user roster by transmitting accurate employee profile data to Emtrain.
- LMS-connected accounts: You won’t create users via roster upload because your roster is managed through your LMS. Learners are added to the Emtrain user roster when they access training. However, you can create and update Account Admins in the user roster.
- All accounts: To take advantage of segmentation reporting with Emtrain Intelligence, you’ll upload demographic data about your learners to the user roster.
How it’s Organized
Your user roster data is organized into fields (think spreadsheet) including names, email, location, and more. When you import or upload user data, you map the columns in your file to our data fields. This ensures that your user roster successfully syncs and your employee data remains accurate. Learn about Mapping Your Roster Data for Import.
Profile fields are organized into standard and custom fields, with some containing required data and others containing optional data. Learn about profile fields in User Profile Fields.
Managing Your User Roster
Admins manage user rosters in different ways, depending on your how your organization maintains and transmits employee data:
- Emtrain HRIS Integration—automated updates from your HR system(s) to Emtrain. Learn more in Emtrain HRIS Integration Guide.
- SFTP—making roster updates via encrypted file transfer. Learn more in SFTP Data Sync Guide.
- Manual—updating the user roster via spreadsheet uploads. Learn how to manually update your roster in Importing a User Roster Manually.
Another way to manage your user roster is by updating individual user profiles—opening a user’s profile in Emtrain to update their data. You can update a user profile anytime, regardless of your roster management style. Learn more in Editing a User Profile.
The Import Roster tool allows you to download or update your user roster. Any changes you make, whether through upload or sync, appear immediately in your Users table. Learn more in Importing a User Roster Manually.
User Roster Settings
You can identify which roster management method you’re using in Site Config on the Integrations tab.
- The “Enable SFTP Connection” checkbox is not selected for accounts that import their roster manually.
- The “Enable SFTP Connection” checkbox is selected for accounts using the SFTP integration. Your account ID and the SFTP key also appear here.
- “Your account is configured to use Emtrain's HRIS Integration for automated user roster updates.” appears for accounts set up for Emtrain HRIS integration.