User Profile Fields

Only a few fields are required to create a user in your roster, but understanding all options helps you manage your users effectively. If you have an Emtrain-hosted account, creating user profiles is how you ensure that learners receive the appropriate training assignments. If you have an LMS-connected account, you will only create user profiles for Account Admins, as you manage learners through your LMS. Consider completing additional fields based on how detailed you want your user roster to be, and whether you plan to use segmentation reporting in Emtrain Intelligence.

Find guidance on field formatting in Field Formats for Roster Uploads.

Required Fields

You must complete all required fields to add a new user or update an existing one. If you omit a field, the system will reject the profile, whether you’re manually adding a user profile in the app or via spreadsheet upload. 

Email address and/or Employee ID  

• If users log in with either an email address or an employee ID: You must include an Email address or an Employee ID. We recommend completing both.  
• If users log in via email: You must include an Email address.

Password

• When adding users via spreadsheet, you cannot enter a password. All passwords for users in your spreadsheet file will be User-created by default.  
• If you’re adding an individual user profile manually, select Admin-created or User-created for the password. The system default is User-created; your user will immediately receive an email to set up their account by choosing a password. If you select Admin-created, enter a password. Learn about Adding an Individual User and user login and password settings in Basic Info.   

First & Last Name

• You must include both a First Name and Last Name for the user. Be sure to review your entry to ensure correct spelling.
• The name entered into the First Name field will populate all system and campaign notifications. If an employee has a preferred name, use this field, then add a custom field for their Legal First Name, if needed. Learn more about adding Custom Fields.

Preferred Language

• The system will default to “English" if you don't include a language code when adding users via spreadsheet. Learn about language codes in Preferred Language Codes.

Emtrain User Role

• When adding users via import, the system will automatically assign the role of User. If you want to change the User Role for an individual user, do so by editing their user profile after the import is complete.
• If you add a new user profile manually, selecting Account Admin as their User Role will prompt you to select an Admin User Role for that user (or add one). 

Recommended Fields

These fields aren’t required yet often play an important role in campaigns. Do any of your Dynamic Groups contain rules based on these fields? If so, treat them as required fields.  

• Notification Email: Add this when a user has an Employee ID but no company email address, ensuring they receive campaign notifications.
• Supervisor?: Use this to identify users with supervisory roles in your organization so they can receive appropriate training assignments.  
• Hire Date: Include this data when creating campaigns based on hire date, such as new hire training.  
• Country: For global workforces, use this field to assign appropriate training based on geographical location.
• US State: For US-based employees, included this data to assign state-specific compliance training like workplace violence or sexual harassment prevention.

Custom Fields

Custom fields are established when your account is set up to reflect what's important to your business and your training organization strategy. Admins sometimes use custom fields as the basis for grouping learners (for example, a quarterly training schedule). Talk with your Client Success Manager (CSM) if you have a need for custom fields.

Custom fields vary across organizations; yours may include fields such as:  

• Promotion Date: Use this to qualify someone who was promoted from within for supervisor training, rather than hired as a supervisor.
• Quarter: Use this if you want to group employees by calendar quarters for training.
• PWH Completion Code: Use this if you want Harassment training cycles based on time periods other than hire dates or calendar years.
• Legal First Name: Use this if you have entered their preferred first name in the First Name field. 

System-Generated Fields

These fields appear as column headers on the user table in Users. You won’t enter or alter this data:

• Emtrain User ID
• Last Activity Date
• Links to User Profile and Activity Report
• Group
• User Created Date

Sensitive Data Fields

Some fields contain sensitive data, which is used for segmentation reporting in Emtrain Intelligence. Columns with sensitive data can be viewed in the user table in Users but the values are masked by asterisks (***). Similarly, if the user roster is downloaded, these fields will also display asterisks.

Sensitive data fields do not appear in user profiles.