Managing Users

Overview

Managing users in Learn Amp allows you to maintain accurate information about your learners, control access to the platform, and keep your organisation's data current. Whether you're updating your own profile, editing another user's details as an admin, making bulk changes via CSV import, or managing user status, Learn Amp provides flexible options for all your user management needs.

User management includes personal information (name, email, job title), organisational data (teams, managers, locations), system settings (time zone, language), role assignments, and user status (active, deactivated, taking a break).

Functionality Breakdown

Learn Amp offers several ways to manage users, depending on your needs:

Method	Best For	Who Can Do It

Method	Best For	Who Can Do It
Edit own profile	Updating your personal details, preferences, and settings	All users
Edit another user	Changing a single user's details, role, or team assignments	Admins, HR, Owners
Bulk CSV update	Updating multiple users at once (teams, locations, roles)	Admins, Owners
Login as user	Viewing the platform as another user sees it	Admins, Owners
Deactivate/Reactivate	Managing user access when people leave or return	Admins, HR, Owners
Anonymise users	GDPR-compliant data removal for deactivated users	Admins, Owners

Pre-requisites

Role Requirements

Action	Required Roles

Action	Required Roles
Edit your own profile	Any confirmed user
Edit another user's details	Admin, HR, Owner
Bulk update users via CSV	Admin, Owner
Login as another user	Admin, Owner
Deactivate/Reactivate users	Admin, HR, Owner
Anonymise users	Admin, Owner

💡 Tip: Most day-to-day user management tasks require Admin, HR, or Owner roles. Learners, Curators, and Reporters have limited access to user management features.

Quick Start Guide

To manage users in Learn Amp:

From the sidebar, click People
Select Individuals to view all users
Use the filters to find specific users by status, team, role, or name
Click the three dots (⋮) next to any user for available actions

FAQs

Q: Where can I see a user's invitation date if their status is 'confirmed'?
At the moment, once a user has activated and their status shows as 'confirmed', the original invitation date is not displayed anywhere in the system.

Q: Is 'taking a break' available as a filter or criteria for Groups?
No – currently, setting a user to 'taking a break' only stops them receiving notifications. It cannot be used as a filter or criteria for dynamic Groups.

Q: What's the difference between deactivating a user and deleting a user?

Deactivating: All user data is preserved and the user can be reactivated later with their history intact
Deleting: All user data is permanently removed and cannot be recovered

Q: What's the difference between deactivating and anonymising a user?

Deactivating: Prevents login but preserves all data – the user can be reactivated
Anonymising: Permanently removes personal identifiers (name, email) from a deactivated user's record for GDPR compliance – this cannot be undone

Q: Can I stop users from updating their own email address?
Email changes can be restricted through your SSO or identity provider settings if you use integrated authentication. Contact support for specific configuration options.

Q: Is the hire date an editable field?
The hire date field can be set via CSV import or through integrations. Manual editing depends on your account configuration.

Q: What are the different user statuses?
Users can have one of five statuses: Not Yet Invited (created but no invitation sent), Invite Scheduled (invitation will be sent on a future date), Invite Pending (invitation sent but not accepted), Confirmed (active user), or Deactivated (account disabled).

Troubleshooting

Issue	Solution

Issue	Solution
Can't edit another user's details	Check you have Admin, HR, or Owner role. Learners, Curators, and Reporters cannot edit other users.
CSV import not updating users	Ensure your CSV includes email addresses that match existing users exactly. Check the import settings are set to 'replace/overwrite' rather than 'add only'.
User can't update their own email	If using SSO/Azure AD, email changes may need to be made in the identity provider first.
Changes not appearing after bulk import	Allow a few minutes for the system to process. Check the People Logs for any import errors.
Time zone showing incorrectly	Users can update their own time zone in their profile settings under Languages & Locations.
Can't find a deactivated user	Use the Status filter and select 'Deactivated' to view deactivated users.
User keeps getting deactivated after reactivation	If you use an HR integration, ensure the user is also reactivated in your HR system to prevent automatic re-deactivation during sync.