A user is any employee who appears on your roster and has access to the Emtrain app, whether as a learner or as an Admin—or both.
Both LMS-connected and Emtrain-hosted accounts can manually add users. However, LMS-connected accounts can only add Admin users this way. Learners are added automatically when they access content assigned from the LMS.
Add users manually when you have a small number of employees to add to your roster. Depending on the user role you assign them, users you add will be able to access the admin tools in Manage mode and/or training assignments in Learner mode.
If you have a group of users to add to your roster, use the Import Roster tool.
Required Profile Information
To add a user manually, navigate to Users and select the + Add User button, located above the users table. This loads the Add User form.
You can save a user profile with minimal required fields, but if you have an Emtrain-hosted account, adding more information may be beneficial for your training needs. Start by completing the Login Information and User Information sections of the Add User form. Required fields are marked with a red asterisk (*).
Login Information
Users can log in to the Emtrain app with either an email address and password or an Employee ID and password, and some accounts are configured to give employees both login options. Additionally, some accounts may be set up for Single Sign-On (SSO) integration, which is based on the employee’s email address.
If your account is set up for email login or SSO, provide the user's email address.
Employee ID
If your account uses Employee ID (EEID) login, enter the user's EEID.
For users who sign in with an Employee ID, adding an email address to the Notification Email field enables them to receive campaign notifications. The email address can be for a shared email inbox or their personal email address.
If your account allows employees to log in with either an Employee ID or Email, we recommend completing both fields for a more complete profile.
Password
Allow the user to set their own (User-created) or set the new user’s password (Admin-created). If you set the user’s password, share it with the user directly. If you select the option for users to create their own:
- Users with Email login will receive an invitation to create their own password via email.
- Users with an Employee ID login will login with the default password and their Employee ID, then follow the system prompts to create their own password. Learn more in Learner Login Options.
Users can update their own passwords via Forgot Password or their User Profile in Learner mode. You can also generate temporary passwords for users from their profile. Learn about Generating Passwords.
User Information
Enter both a First Name and Last Name for the user.
Updating the fields Preferred Language and User Role is optional; they default to “English" and “User” if you skip them.
If an employee is on leave when you set up their user profile, you can select “Yes” for the On Leave option, under Employee Information. This overrides the default status for new users (Active) and sets them On Leave. Learn more about the On Leave status.
For user profile field-specific information, read User Profile Fields.
Fields Connected to Groups
Consider how your Dynamic Groups are configured and complete the related fields for your new user profile. This includes non-required and custom fields. If you omit relevant data, users may be left out of training assignments or receive an incorrect assignment. For example, Hire Date may be used in a rule connected to your new hire training or US State may be used in a rule connected to your state-specific compliance training.
Learn more in Understanding Groups and Creating Dynamic Groups.
Saving the Profile
Be sure to save the profile after you complete the necessary fields. If you run into an error, follow the error message instructions to resolve issues before saving again.