This article explains how a Learn Administrator manually adds users to the Evotix Learn (the Evotix training content delivery platform) back-end admin interface. There are two methods depending on whether the user already exists in a health and safety system integrated with Learn, or whether the user is entirely new to the platform. Both methods require a two-step process: initial account creation followed by profile completion.
In this video, we look at how users can be created manually and assigned Missions.
Prerequisites
- System Administrator access to the Evotix Learn back-end admin interface.
- The user's email address and the intended role to assign.
- For new users: a username must be created. Usernames use the platform web address as a suffix.
Navigating to User Management
From the Learn dashboard, navigate to the Users section in the left-hand menu. Select Add New User to open the user creation page.
User Roles in Learn
Before creating a user, the Administrator must select the appropriate role. There are four roles available in Learn:
| Role | Access Type | Description |
|---|---|---|
| Subscriber | Front-end only | Can view published content. Cannot submit or create content. |
| Contributor | Front-end only | Can view published content and submit content if enabled by administrators. Cannot publish or edit content. |
| Content Administrator | Back-end | Can create, edit, and publish content (Pathways, Levels, Missions, Stages, Resources) and manage notifications. Cannot modify app-wide settings or user records. |
| System Administrator | Back-end | All Content Administrator permissions, plus access to app-wide settings and full user record management. |
Note: Contributor is the default role for front-end users. Content Administrator is the default role for Learn administrators. For most learners who only need to complete training, the Contributor or Subscriber role is appropriate.
Adding a New User
Use this method when the user has no prior account.
-
On the Add New User page, create a username for the user.
Note: The username uses part of the Learn platform web address as a suffix. Copy the relevant portion of the web address URL to construct the username - [customerkey].storyshareplatform.comIf you are having trouble finding it, navigate to the URL address at the top of the browswer and take the first section of the address - Enter the user's email address.
- Assign an appropriate role (for example, Subscriber for a user who will consume training content).
- Click Add New User.
Completing the User Profile
After the initial user creation step, the user profile requires further setup. Return to All Users in the left-hand menu and search for the newly created user to complete the profile.
Step 1: Update Name and Display Name
- Open the user's profile.
- Update the user's full name (for example, Joe Bloggs).
- Set the display name as required (for example, Joe).
Step 2: Add Optional Profile Fields
The following fields are optional but recommended where applicable:
| Field | Purpose |
|---|---|
| Job Title | Identifies the user's role within the organisation |
| Location | Enables the Leaderboard to be organised and ranked by location |
| Company | Enables the Leaderboard to be ranked by company, useful for organisations operating under multiple entities |
Step 3: Set Password and Assign Group Memberships
Scroll down to the Account Management section to:
- Set a new password for the user.
- Assign the user to the appropriate group memberships. Group memberships control which content the user can access within Learn. If you are assigning training from Assure, Groups can be skipped.
Step 4: Save
Once all details are complete, click Update User to save the profile.
Assigning Training Content from Assure
If your organisation manages training requirements through Evotix Assure (the Evotix EHS management platform) and uses the Assure-Learn integration to assign training, one additional step is required after the Learn user account has been created.
The newly created Learn user must also exist in the Person Register (the Assure module that stores and manages records of employees and other individuals) in Assure, and the email address must match exactly between both systems.
Important: If the email addresses do not match exactly between the Learn account and the Assure Person Register record, training assignments from Assure will not reach the user in Learn.
Next steps:
- In Assure, navigate to Modules > People > Person Register.
- Locate the individual's existing Person Register record, or create a new one if the person does not yet exist in Assure.
- Ensure the email address on the Person Register record is identical to the email address used when creating the Learn user account.
- Training can then be assigned to the user from the Assure side via a Training Needs Analysis (TNA) record or directly via a Training Record. Once assigned, and provided the Required By Date falls within the next 90 days, the training will automatically appear in the user's Learn account.
For full guidance on assigning training from Assure, refer to the Training Management: Managing and assigning courses from the Evotix Learn platform in Assure article.
Important Notes
- The user creation process is a two-step workflow. The initial Add New User step creates the account, but the profile (name, password, group memberships) must be completed separately via the All Users section.
- Group memberships are the primary mechanism for granting learners access to relevant content in Learn. Ensure the correct group is assigned before the user attempts to log in.
- For adding multiple users at once, use the Learn User Importer rather than manually creating users one by one.
AI Metadata
- Product Area: Evotix Learn -- User Management
- User Role: Learn System Administrator
- Tags: Learn, manually add user, new user, existing user, username, group membership, leaderboard, password, subscriber, user profile, user setup
- Version/Region: All versions of Evotix Learn; all regions
- Important synonyms: Manually Creating Users (add new user, create user account, new user setup); Existing User (integrated user, health and safety system user); Add Existing User (link existing user); Group Membership (access group, content access group); Subscriber (learner role, content consumer); Update User (save user profile)
- Suggested embedding keywords: manually add user Learn, add new user Learn platform, existing user Learn integration, username Learn, group membership Learn, Learn user profile setup, Learn user password setup, leaderboard location company Learn, add user Learn admin
- Relevant modules and cross-module implications: This article is scoped entirely within Evotix Learn. Users who already exist in a health and safety system (such as Assure) that is integrated with Learn can be added as existing users using their email address. Brand new users with no prior integration connection must be created from scratch. Group memberships assigned during user setup control which content the user can access within Learn.