There are multiple ways to create users in the platform. In this article, we'll go through all of them so you can find what suits your needs.
Good to knowš
User creation adds the user to your platform.
User activation helps the user access their account.
Having trouble getting a user started? First, check whether they appear in User Management.
If the user hasn't been created yet, check the creation method first. Resending an activation email or resetting a password will not create the user.
Integration
With a user integration, user creation is automatic. For activation, users can typically activate their accounts via:
Automatic Activation Email: Users receive an email with a unique link to set up their password.
Single Sign-On (SSO): Users can log in using existing SSO credentials.
User information and access
The information transferred depends on your integration setup. Each user must have a unique ID from your source system, such as an employee number. We require including an email address or username.
We also recommend including first name, last name, department, job profile and first and last working day. These details help you manage users and learning, but are not general requirements for integration.
Good to knowš Users without an email address or phone number can use a username and a one-time password. For integrated users, the one-time password needs to be configured in the integration by our team. Please reach out to us to get this set up.
Activation Email or SMS
Activation emails can be sent automatically when users are created if enabled in your communication settings, and these can also be resent if needed. This email contains a unique activation link for users to set up their passwords. The same thing applies for getting it sent via SMS.
Single Sign-On (SSO)
If your organisation uses SSO, users can log in with their existing SSO credentials without setting up a separate Learningbank password.
The user must already be created on the platform before they can log in using SSO.
Good to knowš Users can use the same SSO login whether they are logging in for the first time or returning to the platform. They do not need to select āFirst time loginā to use SSO.
Self-Sign Up
A self-sign-up form can be enabled on your platform, allowing users to create their own accounts.
The information users need to enter depends on your platform's Self-Sign Up settings. Depending on the setup, users can choose their department or have it assigned automatically.
Good to knowš Users do not need to enter both an email address and a username. A phone number is only required when phone-based sign-up is enabled and neither an email address nor a username is entered.
This form appears on the login page as an option: "Don't have an account? Create one now!"
It is also possible to set up this flow via department-specific QR codes or links. Learn more here!
Having trouble with Self-Sign Up?
If a user cannot complete their sign-up, there are a few things you can check:
Check that Self-Sign Up is enabled.
Review your Self-Sign Up settings to see which information the form asks for and how departments are selected or assigned.
Check that the user is using the correct sign-up link or QR code.
Check whether the user already appears in User Management before troubleshooting activation.
Still having trouble? Please reach out to our Support Team with the exact error message and a screenshot of the form. We're happy to help!
Manual User Creation
Users can be created or uploaded directly to the platform:
Manually: One-by-one user creation. This is done by clicking create in user management and then filling in the mandatory spaces.
āExcel Upload: Use the import template available under User Management, which can be imported under the 3 dots. If you need the template to fill out, you can download it from here as well.
āNote: The import is one-time and does not overwrite existing information.
Good to knowš
ā
Required information for manual creation and Excel import:
First Name
Last Name
Job Profile
Department
Permission Type
Email or Username
Language
Please note: A phone number is optional for manual creation and Excel import, regardless of the enabled login options.
Users without an email address or phone number
You can create users with a username and a one-time password through manual creation or Excel import. No special setup from our team is needed for these methods.
For integrated users, please contact us so we can configure the one-time password in your integration.
Good to knowš We recommend adding an email address or phone number where possible. Without either, users cannot receive email or SMS communication. Push notifications may still be available.
Adding a phone number
If you add a phone number, make sure it is valid. Do not use a made-up number to complete the form.
Phone login enabled: Each phone number must be unique.
Phone login disabled: Several users can share the same phone number.
For manual creation and Excel import, adding a phone number is optional.
Troubleshoot a user who is not created
Has a user tried signing up, but you cannot find them on the platform? Let's go through what to check:
Check User Management: First, check whether the user already exists. If they do, continue with the activation options below.
Check the creation method: Confirm whether the user should be created through an integration, SSO, Self-Sign Up, manual creation or an Excel upload.
Check the information: Note any missing fields or error messages. For Self-Sign Up, check the setup described above.
Good to knowš Do not use made-up email addresses or phone numbers to complete the form. If the user doesn't have the requested contact details, please reach out to our Support Team to find the right option for your setup.
Still having trouble? Send our Support Team the creation method, the exact error message and a screenshot showing what happens. This helps us take a closer look.
Activation Options
Via Activation Email (if users have email addresses).
One-Time Password: Can be granted manually under User Management or specified in the Excel import template.
Via Activation SMS
FAQs
Q: Can users log in with both email and username if they are created with username + phone number, and later an email is added?
āA: Yes, they can use both.
ā
Q: If SMS notifications are purchased and enabled, will the platform then send emails to users with an email and SMS to those without one?
āA: If both options are enabled, and the user both has an email and phone number both options will be sent.
Q: Where can I see when a user was created in Learningbank?
A: Go to User Management and add the column Created on. This shows the date the user was created in Learningbank.
Good to knowš The creation date does not necessarily show when the user activated their account or logged in for the first time.