Add users

Admins and user admins can add new users to the platform in 2 primary ways through the platform UI, each with distinct implications for the user's initial status and activation:

• Set up users on the platform: Users added via this method receive a notification email and can connect directly to the platform. Their account is billed as soon as the notification is sent.
• Invite users via email: Users added via this method receive an invitation email, and their account is initially in an "invited" status. To fully activate their account, they must follow the invitation link and complete a form (entering their name, setting a password) upon their first login. Their account becomes active and billable when they complete this form. Until then, they cannot log in or access the platform.

Users can also be added in bulk via CSV import, or synced automatically through other methods, including the API and HRIS connectors.

To add users without an email address, learn more about adding users without email addresses to the platform →.

If users do not receive any notification, learn more about helping learners who don't receive notifications →.

If you see the error "the following user already has an active account", learn more about adding users who already have an active account →.

Set up a user

To prevent spam, this option is unavailable for Free Trial accounts. Use Invite a user via email to add users instead.

Set up a user in a group

Administrators and user administrators can set up a user in their group.

If the user is added to a public group with the learner role, they will also be added to all higher-level groups as a learner until they reach a private group (included). Learn more about group hierarchy →

1. In the left sidebar, click on a group.
2. At the top right, click Create → User.
3. Click Set up a user.
4. Enter the fields First name, Last name, and Email.
   If the login with a username feature is enabled on your platform, you can also enter a Username.
5. Enter a Password, or check the option Send this new user credentials by email (login and password) at the bottom of the page (we then send the user a randomly generated password by email).
6. In the section Groups, click .
7. Select the groups.
8. On the bottom right, click Confirm.
9. In the section Roles, choose the roles for the user (the selected role or roles will apply to all selected groups from the previous step).
10. On the bottom, click Set up user.

The user will receive the following emails:

• If you checked the option Send this new user credentials by email (login and password), an invitation email to the platform.
• One invitation email per assigned session.

Set up users in a batch

See Set up multiple accounts via a CSV import.

The users will receive the following emails:

• If you checked the option Send this new user credentials by email (login and password), an invitation email to the platform.
• One invitation email per assigned session.

Invite a user via email

Invite a user to a group

Platform administrators can invite users to any group. Administrators and user administrators can invite users to their group. If the user is added to a public group with the learner role, they will also be added to all higher-level groups as a learner until they reach a private group (included). Learn more about group hierarchy →

To invite a user to a group:

1. At the top right of the homepage, click Create → User.
2. In the field Emails, enter an email address (you can enter several email addresses, separated by a comma or a semicolon).
3. In the section Groups, choose the groups for the user.
4. In the section Roles, choose the roles for the user.
5. On the bottom, click Invite.

The invited user will receive the following emails:

• An invitation email to the platform.
• One invitation email per assigned session (plus potential session reminders).

They will not receive any other email notifications until they activate their account.

Free Trial accounts only receive the initial platform invitation or password reset email. They will not receive session invitations or any other platform notifications until they click the link in one of these emails and activate their account.

Invite a user from a session

Session instructors who are also coaches or group admins can invite users from a session.

Invited users will have the learner role in only one group.

Track, resend, and cancel invitations

Administrators and user administrators can track, cancel, and renew invitations for their group.

Invitations remain active as long as they are not canceled and have no expiry date.

When the user activates their account, they are moved to the section Current members.

Check the list of invited users

1. In the left sidebar, click on a group.
2. At the top, click Users.
3. In the left panel, click Invited users.

Resend an invitation

1. In the left sidebar, click on a group.
2. At the top, click Users.
3. Click Invited users.
4. On the right of the invitation, click Send reminder.
5. Enter your message and click Send.

Cancel an invitation

This will disable the link in the invitation email and remove the invited user from the platform and all possible paths in which they were enrolled.

1. In the left sidebar, click on a group.
2. At the top, click Users.
3. Click Invited users.
4. On the right of the invitation, click Remove user.
5. Click Delete user.

Technical limitations

We recommend not adding more than 200,000 users in a single platform. See our article about limitations →