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. You can only add new users here, you cannot make changes to existing ones.

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

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