Inviting users

Overview

Inviting users is one of the first and most important steps in setting up your Learn Amp platform. Before learners can access content, complete training, or engage with their development, they need to be added to the system and receive an invitation.

Learn Amp offers flexible options for adding users—whether you're onboarding a single new starter, importing a large batch via CSV, or syncing automatically from an HR system.

Functionality Breakdown

There are three main methods for inviting users to Learn Amp:

Manual Invite (Single User)

Best for adding individual users quickly. Ideal for:

• New starters joining outside of regular onboarding cycles

• Ad-hoc additions to the platform

• Testing user setup before a larger rollout

CSV Batch Import (Many Users)

Best for adding multiple users at once. Ideal for:

• Initial platform rollout

• Bulk onboarding of new cohorts

• Updating user details in bulk

HR System Integration

Best for automated, ongoing user management. Ideal for:

• Keeping Learn Amp in sync with your source of truth

• Reducing manual admin work

• Ensuring leavers are automatically deactivated

When users are invited, they receive an email with an activation link. Once they accept and set their password, their status changes from "Invite Pending" to "Confirmed".

Pre-requisites

To invite users to Learn Amp, you'll need:

• Access to the People section in the sidebar navigation

• User details (at minimum: name and email address)

• For batch imports: a correctly formatted CSV file

Role Requirements

To invite users, you must have one of the following roles:

💡 Tip: If you're unsure which role you have, check with your platform administrator.

FAQs

Q: Why hasn't my employee received their email invite?
Common reasons include: incorrect email address, email went to spam/junk folder, email blocked by firewall, or the system was busy and the invite was queued. Ask the user to check spam folders, verify the email address is correct, and try resending the invite.

Q: Do invitation email activation links expire?
Yes, invitation links do expire for security reasons. If a user's link has expired, simply resend the invite from their profile—this generates a fresh activation link.

Q: What happens if a new joiner has the same email as a deactivated user?
Email addresses are unique identifiers in Learn Amp. You cannot have two users with the same email. If a new starter needs to use the same email as a previously deactivated user, you can either reactivate the old account or contact support to discuss using a custom field as the unique identifier.

Q: Will a user's active status change if they first log in using SSO?
Yes. If SSO is enabled and a user logs in via SSO for the first time (without accepting an email invite), their status will automatically change to Confirmed.

Q: Why aren't new starters added automatically to Learn Amp?
Automatic user creation requires an HR system integration to be configured. Without an integration, users must be added manually or via CSV import. Contact your Admin or Learn Amp support to set up an HR integration.

Q: How do I handle names with special characters in CSV batch uploads?
Ensure your CSV file is saved with UTF-8 encoding. In Excel, use "Save As" and select "CSV UTF-8" as the format. This preserves special characters like accents and symbols.

Q: Can I schedule invites to be sent at a specific time?
Yes. When using the batch importer, you can choose to send invites immediately, at a scheduled time, or not at all (allowing you to send them manually later).

Troubleshooting

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