Adding and Importing New Users
Who is this article for?Administrators adding and importing users.
Administration Access is required.
Adding users to Ideagen Academy involves using administrative privileges to create individual user accounts within the system, providing details such as usernames, email addresses, and access permissions. Importing users can streamline the process by allowing administrators to upload a batch of user data from a file, facilitating the addition of multiple users in a single operation.
1. Adding a User
- Access the Ideagen Academy dashboard.
- Click on the Users button .
- Select Add User.
- When adding a user, provide the following information:
User Information | Description |
---|---|
Avatar | Add a user's photo (optional). |
First Name / Last Name | Mandatory fields. |
Username | Use the user's email address if possible. For administrators creating a separate learner account, either enter a different email address or create a unique username. You can link your administrator account with your learner account if needed. See Mapping User Accounts. |
Password / Repeat Password | Enter a password or generate one. |
Email Address | Mandatory field. Email address must be unique. |
Receive System Emails | Toggle this option if you want to control email notifications. |
User type | Choose from Learner, Instructor, Basic Administrator, or Professional Administrator. See Assigning User Accounts. |
Branch | Select your organization's branch name (or sub-branches if applicable). |
Language / Time zone | Set the user's language and time zone preferences. |
Short description / CV | Add a brief description or CV using the provided formatting options (optional). |
- Once you've filled in the necessary fields, click the Add button to complete the user addition process.
2. Importing Users
To import users in bulk into Ideagen Academy, follow these steps:
- Go to the dashboard and click on the Maintenance button.
- Select Import from CSV.
- Download the CSV template provided and complete the required fields.
- Usually, you only need to fill in the first five columns. If that's the case, remove the extra columns before uploading. These fields are:
Mandatory Fields | Description |
---|---|
login | This will be the user's username to access Academy. Use the user's email address if possible (must be unique). |
name | The user's first name. |
surname | The user's last name. |
password | Enter a password of at least 6 characters. The user will be prompted to change it the first time they log into the system. You can generate a list of random passwords at https://www.random.org/passwords/. |
The user's email address (must be unique). |
- The additional fields include the following:
Additional Fields | Description |
---|---|
receive_email | By default, it's set to 1 for normal notifications, change to 0 if you don't want the user to receive any notifications. |
public_id | An additional identifier field, use the user's email address. |
active | Set to 1 for active, 0 for inactive (default is active). |
user_type | Choose from Learner, Professional Administrator, or Professional Instructor (for Basic customers, use Learner or Basic Administrator, default is Learner). |
need_pwd_change | Set to 1 for the user to change the password on the next login, 0 if no change is needed (default is 1). |
language | Use the example in the CSV template for English or find the code for other languages on the Import from CSV screen (default is English). |
timezone | Enter the user's time zone, e.g., "UTC", or a specific zone like "Europe/Paris" (default is GMT). |
is_ldap | Leave this field blank. |
branch_public_id | Enter the branch ID for your branch or sub-branch. You can get the branch ID from the Branches section of the Academy. The clipboard icon next to the branch name will allow you to copy the branch ID as shown below. |
branch_name | Enter the name of your branch or sub-branch (default is your logged-in branch). |
UserLocation | Optional field. |
Important: Avoid using commas in the CSV template to prevent import errors.
- After completing all required fields, save the CSV template.
- On the Import from CSV screen in Academy, ensure the Data type is set to Users, and the Duplicates option is set to Ignore. Leave the Date format as the default.
- Check the Suppress Notifications checkbox if you don't want the system to send welcome emails to the users.
Note: Suppressing notifications means you'll need to inform users of their passwords manually or guide them to the Forgot Login Details link on the homepage.
- Click the Choose File button to locate and select the completed CSV template.
- Click Import to initiate the import process.
- A confirmation message will appear at the top of the screen.