Add Members to Your Academy

There are two ways to add new users to your Academy:

• Manually, one at a time.
• Using a spreadsheet, multiple users at once.

Navigation: UKG Learning > Academy Workspace > Academy Admin > Organization > Manage Team Members

Add Members Manually

1. Select the + Add button. 

2. You can add new team members directly or invite users to join your academy.

   

3. To add new team members, enter the required information in the provided fields. Any errors or mandatory fields will be highlighted in red. 

   

   • Firstname and Lastname are required fields. You can also add an External ID.
   • Add an Email or Username for your user. Email is optional if you add a Username and vice-versa. Adding an email is strongly recommended. Users without an email do not receive any academy notifications.
   • The password for each individual is automatically generated but you can create a custom password. Change the Force Password field to Yes if you want the user to select a new password upon the first login.
   • (Optional) Select to assign the user to an Above Unit / Unit and a job. These fields can be configured as required, if necessary. To do so, navigate to Academy Workspace > Settings and locate the Organizational Structure section. Under Add User Required Fields, you can designate the Above Unit/Unit, Job, or User External ID as mandatory fields.
     
     
   • (Optional) Set the user's preferred content Language.
   • (Optional) Give the user an Academy Role such as Admin, Training Manager, Content Manager, or Hourly Worker
   • Set any custom attributes. For more information, see the Add Custom Attributes (Fields) to Academy Member Profiles article.
   • To delete a row, select its checkbox and select the Delete button.
4. Select Save.
5. After saving, you can edit, copy or delete each row. For example, if an individual holds multiple jobs, you can copy a saved row, update the necessary details, and save it as a new row. 
6. When finished, select the Submit saved rows button. The system merges the rows into a single account.

Add Users by Template

You can add multiple employees in bulk using a downloadable template.

Note:
This option is not available for adding External Members.

1. Select Download Template to download the sample spreadsheet. You can use this as a template to fill in the user's data.
   
   
2. Input all users' info into the file. 
   Note: each row corresponds to a user record. After finishing, save the file to your computer.
3. Select Upload template and select the file you have just saved. Select Upload to start the uploading process.
   
   
4. When this file is loaded, your employees' data will be populated on the page.
5. Review and correct any errors as needed, and add or remove rows if necessary. The Learning solution automatically flags errors, and you can use the Errors only option to display only the records containing errors.
   
6. Select Submit to start the process.
7. Individuals added will automatically receive an email with their password if they have an email listed. 

Additional Information

• Adding a user who is already a member of your academy (based on e-mail), results in an error message.
• Selecting Save stores the user’s information in that row but does not submit the user for creation. You must also select Submit Saved Rows to complete the process.
• When adding a user who already exists (based on e-mail), the user’s details are filled in automatically. Details such as the user’s e-mail and name cannot be edited with the Add Users tool. You can only add information related to your academy, such as the user’s job, above unit, etc.
• You can add a user in multiple units or different job roles by creating multiple copied records of the same user; in such a case only the user information (name, email, and so on) from the first record is taken into account. All other academy information, such as jobs and units from other records, is merged.
• You cannot upload an excel file if your page already contains one or more user records.
• If a password already exists, the corresponding field will be marked as Already Set. This password cannot be changed. 
• If the same name is used for multiple Above Units, you can identify which is the correct one by checking the Above Unit Type. If you need to add a user via an excel file, make sure that you have added the Above Unit Type next to your Above Unit's name. As an example, if you have:
  • Above Unit "A" of type "X" and
  • Above Unit "A" of type "Z"

the relevant fields in the template should be: A-X and A-Z

Update Existing Members

Academy administrators can also update members who already exist in the academy from the Add Users page.

When you enter an email address or username, the system checks for a matching member in the academy. If a match is found, the member's first and last name are automatically populated and become read-only.

Any existing information associated with the member is also automatically populated in the form.

A warning icon appears at the beginning of the row. Hover over the icon to view a message indicating that the member already exists in the academy and that you can only update their information.

This warning icon is especially useful when uploading multiple members by using the template because it allows you to easily distinguish existing members from new additions.

When you save your changes, a notification appears indicating that existing members will be updated rather than added.

Additional Information

Please note the following:

• You can assign an Above Unit or Unit, assign a job, and update a member's academy role, Force Password setting, and custom fields.
• The fields that cannot be updated from the Add Users page are the member's identifying fields, including first name, last name, username, email, and External ID. To update these fields, edit the member directly from the Manage Team Members page.
• When assigning existing members to Above Units and Units, you can add assignments but not remove them. For example, if you leave the Unit field blank, the member's existing Unit assignments remain unchanged.
• When assigning academy roles, use Yes to assign a role and No to remove a role.
• 

• When updating custom fields, you can set or change values, but you cannot remove existing values.

  

• When updating jobs, include all jobs the member should retain. Any job not included in the update is removed.
• The academy Super Admin cannot be updated from the Add Users page.
• Editing a member's identifying information through the Manage Team Members page is intended only to correct or maintain that member's own record. Do not change an existing account's personal information, such as name, username, or email address, to assign it to another individual. If the existing account belongs to someone else, create a new member account instead.

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