Although every Account Admin may manage users differently, there are common tasks and best practices you can adopt for smoother-running training. This article covers the essential tasks and strategies for effective user management—including how to keep your user population up-to-date.
Using the Emtrain HRIS integration to connect your HR System of Record to Emtrain handles the syncing and uploading of your roster data for you automatically.
When Should I Update Our Roster?
The frequency for updating your user roster is up to you. While we do not require a specific update schedule, here are some considerations:
- Weekly: We recommend sending an update on a weekly basis, which is a common hiring cadence.
- Monthly: Some organizations with very few employee changes upload roster updates once a month.
- Combination: Many organizations do a combination of weekly and monthly. Often, a New Hire report is sent weekly while terms and edits are sent monthly.
Adding New Hires
You have options for how to add users to your account as you onboard new hires:
- Manually adding an individual user will add one new user in the system.
- Manually importing a CSV file will add several new users via a file that you upload.
Before adding new hires, ensure that your User Roster is accurate by correctly mapping your data and properly formatting your fields. It can be helpful to download a CSV file of your roster and a roster template for reference—learn how to download both in Importing a User Roster Manually.
Editing Existing Users
You can make edits to user profiles as needed to keep your roster current and accurate:
- Bulk edits via your roster. You can download and edit your complete user roster for bulk updates. Learn more in Importing a User Roster Manually.
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Manual edits on individual profiles. You can edit a user profile to ensure their field data is up to date. Additionally, certain edits must be made directly on individual user profiles:
- Changes to the data in your CSV sync field, whether Email or Employee ID, must be updated directly on the profile
- Admin related changes, such as enabling a User to have admin access or updating an Admin User Role, take place on individual profiles
Removing Terminated Users
You can deactivate or delete users from your roster when an employee has been terminated. Whether they are deactivated or deleted will depend upon the status of their training assignments.
You can manually remove an individual user by deactivating or deleting the user directly in their user profile. Alternatively, you can set a user’s status to "inactive" in the roster import file you upload manually.
Excluding users from a roster import does not deactivate them.