Users & Groups

The Users section gives you the tools to manage accounts, organize learners into groups, and define custom attributes for your organization.

Role requirement: Managing users and groups requires the User Manager, Learner Manager, or Enrollment Manager role. These actions were previously restricted to Admins only.

Getting There

Navigate to Admin > Users. The left sidebar has three tabs:

Tab	What it's for
All Users	Your full user roster with search and filtering
Saved Groups	Dynamic learning groups
Org Attributes	Custom attribute definitions

The Create dropdown in the sidebar gives you four options:

New User — create a single user account
New Group — create a learning group
New Org Attribute — define a custom attribute
Bulk Import Roster — import multiple users via CSV

All Users

The All Users table displays every user in your organization. Columns are searchable and sortable.

Learning Group Filters appear above the table and let you narrow the list by attribute-based conditions — useful for previewing which users would match a given set of criteria.

Other table features:

Search — filter by any column value
Pagination — navigate through large user lists
Row click — opens the user's profile for editing

Note: If you navigate to a user profile and return, your search state is automatically restored so you don't lose your place.

Creating a User

Click Create > New User to open the creation form. The following fields are required:

Field	Requirements
First Name	Minimum 2 characters
Last Name	Minimum 2 characters
Email	Must be a valid email address
Role	Select from available roles (e.g. Learner, User Manager, Enrollment Manager, Admin)

Once created, the user receives a magic link email to set their password and activate their account. No temporary password is generated.

⚠️ If the email address is already in use, you'll see the error: "Email is already being used. Please try a different email address."

Learning Groups

Learning groups are collections of users with flexible membership. Navigate to Saved Groups to view and manage them.

Groups support two membership sources, which can be used together:

Source	How it works
Attribute-based rules	Dynamically includes users whose attributes match your filter criteria. Membership updates automatically when a user's attributes change.
Direct user assignment	Adds specific users by name, regardless of their attribute values.

Group List

The table shows each group's name, number of members, and the date it was last modified (sorted by most recent by default). Use the Status dropdown to toggle between Active and Inactive groups.

Creating a Learning Group

Click Create > New Group.
Enter a group name (minimum 2 characters).
Click Next to open the group configuration page, where you can define membership rules, add users directly, or add child groups.

Editing a Group — Staged Changes

When editing a group, changes are not applied immediately. The platform uses a staged-change workflow so you can review the impact before committing:

Preview — As you adjust rules or membership, the member list updates to show the projected changes. Users being added appear in green; users being removed appear in red.
Undo — Click Undo to revert any pending change before saving.
Save — Click Save to open a summary of all pending additions and removals.
Confirm — Review the summary and confirm to apply your changes.

Note: If another user edits the same group while you have unsaved changes, the platform will detect the conflict and ask you to reload before saving — so no one accidentally overwrites someone else's work.

Adding Users Directly

To add specific users to a group regardless of their attributes:

Open the group configuration page.
Click Add by User to open the user search drawer.
Search by first name, last name, or email.
Select individual users, or click Select All to add everyone in the results.
Confirm your selections — they'll appear in the staged changes preview.

Tip: Directly assigned users stay in the group even if their attributes no longer match the group's filter criteria.

Org Attributes

Custom attributes let you attach structured metadata to user accounts. Navigate to Org Attributes to manage them.

Attribute Types

Type	Description
Text	Free-form text values
Date	Calendar date values
Select	A single choice from a predefined list of options
Boolean	True/false values

Note: User Role and User Status are system-managed attributes and cannot be created manually. They are available for use in learning group filters and reporting.

Creating an Attribute

Click Create > New Org Attribute.
Select the Attribute Type (Text, Date, or Select).
Enter an Attribute Name (maximum 50 characters).
For Select attributes, define the dropdown options. At least two options are required.
Click Create.

⚠️ Attribute names must be unique within your organization. A duplicate name will trigger an inline error.

Editing an Attribute

Click any row in the attribute list to open the edit drawer. From there you can rename the attribute, add or modify select options, deactivate or reactivate it, or delete it (if it's not currently in use).

Note: To deactivate an attribute that's connected to an active learning group, you'll need to deactivate the learning group first.

Assigning Attributes

When assigning or updating an attribute on a user, you'll see a confirmation prompt noting that the change may trigger platform invitations or content assignments based on the updated attribute values.

Bulk Import

To import multiple users at once, click Create > Bulk Import Roster.

Drag and drop a .csv file into the upload area, or click to browse. Maximum file size is 10 MB.
The system validates the file structure and displays any errors inline.
Click Upload to start the import. The page polls for progress every 5 seconds.
When complete, a confirmation message appears and the user table refreshes automatically.

Common errors:

Error	What it means
File size limit exceeded	Your CSV is larger than 10 MB
Validation errors	Column formatting issues or duplicate records — click View Errors for details
Import job failure	The background job encountered an issue — try uploading again