Managing Users¶
As the administrator of your company, you decide who gets access to online:academy, what role a person has, and which department they belong to. This page shows you how to invite people — individually or as a whole list — and how to maintain existing users.
Where this happens
You manage users, invitations, and roles & permissions in the Admin Portal — that's the separate administration interface, not the regular learning app. Topics like mandatory assignments, learning paths, or analytics, by contrast, live in the app under Administration.
Inviting a single person¶
The quickest way to onboard a new colleague:
- In the Admin Portal, switch to Users.
- Click Invite (or Invite user).
- Fill in the fields:
| Field | Required | Note |
|---|---|---|
| yes | The address the invitation is sent to. There can only ever be one open invitation per address — a new one replaces the old. | |
| Role | yes | What the person is allowed to do. You can only assign roles that are below your own (see Roles and permissions). |
| Department / learning group | no | Places the person organizationally. Handy for later bulk actions (e.g. "everyone in Sales"). |
- Submit — the system sends an email with a personal registration link.
Screenshot to follow
Invitation form in the Admin Portal with email field and role selection
How long is the invitation valid?
The registration link is valid for 7 days by default and works exactly once. If it expires, simply invite the person again.
Inviting many people at once (CSV import)¶
If you want to onboard an entire team, the bulk invitation by file is worthwhile:
- In the Admin Portal, go to Users → Import (CSV import).
- Upload a CSV file. Format:
- One email address per line
- No header row, no additional columns
- Optional: choose the role(s) all invited people should receive.
- Start the import.
After the import, the system tells you how many invitations were successfully created, how many rows were skipped (e.g. duplicate addresses), and whether there were any errors.
Tip for the CSV file
A spreadsheet application like Excel or LibreOffice cleanly exports a single column of addresses as CSV. Make sure to remove any header row (e.g. "Email") before exporting.
The role rule applies here too
In the CSV import as well, you can only assign roles that are below your own. If you try to assign a role that's too high, it's rejected.
What happens when the invitation is accepted¶
The invited person receives an email with a link. When they click it, they land on a registration page and fill in the following themselves:
- Required: first and last name, password (at least 8 characters)
- Optional: phone, address, date of birth, job title, preferred language
After submitting, the account is active, the role from the invitation is applied, and the person is redirected to sign in. From then on they can get started — a getting-started guide is available under Getting Started for Learners.
Screenshot to follow
Registration page the invited person sees after clicking the link
Editing an existing user¶
Has a person's data or role changed? You maintain that directly on the user:
- In the Admin Portal, go to Users.
- Find the person in the list (by name or email) and open them.
- Adjust whatever is needed:
| What | How |
|---|---|
| Change role | Select a new role — again only roles below your own. Details under Roles and permissions. |
| Department / learning group | Assign or reassign the person to a department or group. |
| Master data | Correct name, contact details, and profile fields. |
- Save.
A role change takes effect after signing in again
If a person's role changes, they should sign out and back in once so the new permissions take full effect.
Archiving / deactivating vs. deleting¶
When someone leaves the company or temporarily no longer needs access, there are two very different paths:
| Action | What happens | When it makes sense |
|---|---|---|
| Archive / deactivate | The person can no longer sign in. But their data — completed lessons, learning progress, certificates — is retained. | The standard case: a person leaves but the records should stay documented. |
| Delete | The account is permanently removed. | Only if none of the person's data is needed anymore. |
When in doubt, archive rather than delete
Archiving is almost always the right choice: access is revoked immediately, but certificates and learning history are not lost. Deleting is irreversible — think beforehand about whether records (e.g. for training obligations) are still needed.
Relationship with licenses¶
A person often needs not just an account but also a license seat in order to access certain (license-required) courses. If someone can sign in but doesn't see a licensed course, the license seat is usually missing.
Also: if you archive a person, their associated license seat is freed up and can be assigned to someone else. How you allocate and revoke seats is described under Licenses and access.
Maximum number of users
Depending on your contract, your company may have a cap on the number of users. Once it's reached, you can only create new people again by archiving others or having the cap raised (via the platform team).
Frequently asked questions¶
The invited person didn't receive an email. Please have them check the spam folder first. If nothing arrives, invite the person again — this generates a fresh link. Make sure the email address is spelled correctly.
The invitation link says "expired" or "already used". Links are valid for 7 days and can only be used once. Simply invite the person again. If they've already registered successfully, they should just sign in normally instead.
I can't select a particular role. You can only assign roles that are below your own. Higher roles must be assigned by a person with the corresponding permissions — see Roles and permissions.
An archived person should regain access. Find them in the user list (use the "Show archived" filter if needed), reactivate the account, and make sure they get a license seat again if necessary.
Related pages: Roles and permissions · Licenses and access