Creating Users in Training Marketplace

Table of Contents 

• User Types in Training Marketplace
• Adding Users Directly in Training Marketplace
  • Method 1: Creating a User
  • Method 2: Inviting a User
  • Method 3: Batch Uploading Users
• Creating/Linking Users Via DriverHub Integration
  • Method 1: Create/Link User from DriverHub Profile
  • Method 2: Create Users from Browser Mass Actions

User Types in Training Marketplace

Before adding users, it is important to understand the different user types available:

• Learners: Can log in, take assigned courses, and communicate with instructors. They cannot view other users, access other learners’ course results, or run reports.
• Instructors: Have learner permissions plus the ability to lead courses, mark assignments, mark attendance for ILT courses, and run reports for their specific courses. Instructors can only see data for the courses they lead.
• Managers: Oversee specific groups, edit learner details (name, email), manage login access, set account expiration dates, and reset passwords for their group members only.
• Admins: Have full access to manage every part of the Training Marketplace portal, including but not limited to creating/maintaining users, assigning roles, enrolling users, and running all reports. 

Creating Users Directly in Training Marketplace

Clients who are not integrated with our DriverHub software can add users directly into the Training Marketplace in three ways: creating them manually, inviting them via email, or uploading them in bulk. 

Method 1: Creating a User

This is the fastest method for adding a small number of specific users (learners, instructors, managers, or admins) and allows you to set their password manually.

1. Log into the Training Marketplace.
2. Click Users in the left navigation panel.
3. Click Actions on the top right, then select Create.
4. Enter User Information:
   • First Name & Last Name
   • Username: Must be unique (best practice is to use a company email or employee ID).
   • Email: Optional, but required if the system needs to send notifications.
5. Choose User Type: select from Learner, Instructor, Manager, or Admin.
6. Set Password:
   • Passwords are case-sensitive.
   • You can toggle the option to require the user to change their password when they first log in.
7. Optional Settings: Set an account expiration date and/or assign the user to groups. 
8. Click Save.

Please note, you will need to communicate login details (Login URL, username and password) to the user. 

Method 2: Inviting a User

Inviting a user emails them a link to set up their own account. This is useful when you want the user to define their own credentials. Before inviting users, you must enable portal invite emails or the invitations will never send. 

1. Open Settings from the navigation menu.
2. Click Email. 
3. Open Custom Email Templates. 
4. Select Portal Invites.
5. Toggle Enabled? to ON. 
6. Edit the message if needed. Do not change or delete the variable fields because they populate the user's name and invite link. 

Once you have completed the steps above, you can invite users using the steps below: 

1. Click Users in the left navigation panel.
2. Click Actions on the top right, then select Invite.
3. Enter the user's Email Address. You can enter more than one email separated by a comma to invite multiple users at once!
4. The user will receive an email with a link to click and complete their account setup.

Note: Users who have not yet accepted their invite will appear in the "Pending Users" list, but they can already be enrolled in courses and learning paths.

Method 3: Batch Uploading Users

Batch uploading is the most efficient way to add or update a large number of learners at once.

1. Open the Batch Upload Tool:

• Go to Users > Actions > Batch Upload.

1. Download the Example File:
   • Download the provided spreadsheet template. This file contains supported column headers and instructions.
   • Important: Delete the instructions section at the bottom of the file before uploading.
2. Prepare Your File:
   • Fill in the user data (Name, Email, Username, Password, Employee ID, Role, etc.).
   • Save the file as a CSV or XLSX.
3. Upload the File:
   • Return to the Batch Upload screen and upload your completed file.
4. Choose Optional Settings:
   • Send invites to new users: Automatically emails login instructions.
   • Update existing users: Updates information for users who already exist in the system.
   • Auto-enroll users in courses: Select courses to assign immediately during upload, however most admins prefer to handle enrollments after the upload is complete for easier management.
5. Submit:
   • Complete the upload to process the accounts. Once processed, the users will appear under the Users section of your portal. 

Creating/Linking Users Via DriverHub Integration

Clients who are integrated with DriverHub can enroll users into the Training Marketplace in two ways: adding users individually from their DriverHub profile, or adding multiple users at once using browser Mass Actions. Creating users from within DriverHub links the user so that completed course certificates automatically flow from the Training Marketplace back into DriverHub. Please note that any users created via the integration will be created as a Learner. The user type can be changed within the Training Marketplace if needed. 

Method 1: Create/Link User from DriverHub Profile

1. Navigate to the user in DriverHub and open their profile.
2. Click the three dots menu button at the top of the profile.
3. Select Actions, then click Enroll in Training.
4. In the background, DriverHub will automatically search the Training Marketplace for a user with the same name and email address.
5. Link or Create:
   • If a match is found: Select the matching learner to link the accounts.
   • If no match is found: You can create a new Training Marketplace user directly from this window. For new users, you can also enroll them in Learning Paths or Groups at this point. 
6. Click Create or Link to complete the action. The user is now connected, and any new certificates earned in the Training Marketplace will appear in their DriverHub records.

Method 2: Create Users from Browser Mass Actions 

1. Open the Team Member browser in DriverHub. 
2. Select the users you wish to add to the Training Marketplace.
3. Click More from the mass actions menu at the top of the browser and select Enroll Into DriverHub’s Train Module.
4. Click Enroll. Any users that were not already in the Training Marketplace will be added. 

Please note, this Mass Action will create new users in your Training Marketplace portal, but it will not link any users to existing profiles in the portal. Linking a user needs to be done via the user profile.