As an administrator, you can make edits to an academy member’s account, including resetting their password if you are not using Single Sign-On (SSO). You can adjust what job the member is listed under in the academy. You can also designate specific roles in your academy to delegate responsibilities or for tracking purposes.
This page is only available to the users who have permission to manage, add, or merge users.
Navigation: UKG Learning > Academy Workspace > Academy Admin > Organization > Manage Team Members
On this page, you can search for a specific team member using the search bar, or use the organizational filters to get a group of users matching the same organizational criteria.
Basic Options
Under the tabs for the various types of team members, you can use filters, the search bar, and sorting options to easily locate a specific individual.
Available filtering options include organizational entity, role, origin (how the user was added to the academy), academy join date, hiring date, and birth date.
Selecting a user’s name displays the organizational entities they are associated with and provides quick access to their profile, where you can also review the organizational structure the user belongs to.
Within an individual's row, you can do the following by selecting the associated icon:
Edit team member: You can edit a user’s details by updating basic information, such as their name, or more specific information, such as their preferred language. Additionally, you can assign the user to an organizational or custom role. For more information, see: Edit a Member's Information
View reporting: This option will lead you to the Employees Dashboard of this specific user.
Log in as this team member: Proxy in as the individual (when able) to view their account as they would (private information withheld)
Note:
-
-
This option is available only to Academy Admins and users with the Backdoor Login permission.
-
It is not available if the user you want to log in as is also an Admin.
-
It is not available if the user you want to log in as is an active member of multiple academies.
-
When logged in as another user, certain personal information (such as messages or billing details) are not accessible.
-
Deactivate the individual (historical data is never deleted, and you can activate them later if needed).
Selecting the more menu also provides options for editing their jobs, and adding them to Units and Above Units.
Important:
Before trying to assign Jobs and locations to your Academy Members, make sure you have set up the structure on the Set Up Organization page. See the Set Up Your Academy's Organizational Structure article.
By selecting the boxes next to one or more individuals, you can add or remove them from the specified Above Units or Units, or select the More Actions icon (...) to deactivate the selected users.
To deactivate multiple team members simultaneously, you can download the deactivation template. After entering the required information, upload the completed file to finalize the process.
The mass deactivation template must be in one of the following supported file formats:
- .xlsx
- .xlsm
- .xls
Please ensure that the file size does not exceed the 1MB limit.
Add Team Members
To manually add team members:
- Select the + Add button.
- Enter the required information in the provided fields. Any errors or mandatory fields will be highlighted in red.
- Save when finished.
- After saving, you can edit, copy or delete each row.
Hint:
If an individual holds multiple jobs, you can copy a saved row, update the necessary details, and save it as a new row. - When finished, select the Submit saved rows button. The system merges the rows into a single account.
At the top of the page, you can download a spreadsheet to complete offline, if preferred. Once filled out, upload the spreadsheet to import the individuals.