Add a New User to the LMS
By Jeff Walter


This seven minute video, and the reference guide below, demonstrates how Portal Administrators can add new users to the LMS.

When it comes time to create a user in your LMS portal, it’s as simple as clicking Users => Add User from the left navigation menu. Here are key parameters that appear on the Add User form.

Please note that asterisks (*) in the form indicate a required field.

General Information

  • Username: The system requires a unique username for each user record in the LMS. Therefore, you  may want to consider using the person’s email address or establishing a naming convention for this criteria (e.g. company name_first initial, last name).  This can also help you identify a particular user's record at a glance. Field character limit: 100.
  • First Name and Last Name are required fields.
  • Email: It is important to register a regularly accessed email account, as the LMS uses this email address for a range of system generated notifications (e.g. enrollment notification, waitlist confirmation, etc) and communications from administrators.
  • Preferred Language: The LMS supports Canadian French, Mexican Spanish, Brazilian Portuguese and other translations! Select the user's preferred language.
  • Organization: New user profiles must be assigned to a Location within the organization hierarchy. This ensures that the user can successfully log into the LMS and that authorized administrators will be able to impersonate this user during support activities.
  • Position: The LMS uses Position assignment to define a hierarchical reporting structure in your portal. Please note that additional positions can be assigned to a Profile after the User is created. 
  • Password: Administrators can enter a predefined password, or have the system auto-generate a new password by checking the appropriate box.
  • Notify User: When “Yes, notify user of the new account” box is checked, the system will automatically send the user an email with their new credentials and instructions on how to access the LMS.

Additional Information

  • Effective Date and End Date - These dates represent the effective date range for a user's master record in the LMS. They may differ from Profile Effective and End dates, which control the user's profile at a given work location. The master user record is typically end-dated (resulting in an Inactive User status) only upon overall termination of the employee from the organization. Effective Date can be set for a future date if desired, and it is not necessary to populate and End Date during setup.
  • Phone number and address information is optional.

Clicking Add User will complete the creation of the new user account. A pop-up window will then appear asking if you have finished, would like to continue editing the account, or want to add another user.

All new users are created with the default role “Student”, an assignment that controls access rights in your portal. If you want to add instructor, manager or other roles to a user’s profile, you will need to continue editing. 

Categories: categoryLMS Support Document categoryLMS Training Video


  • Sarah Robinson 11/6/2015
    Hi Jennifer,

    That's a great question. The Add User process is designed to notify new users of their LMS access credentials ONLY when the "Notify User?" box is checked. But don't worry, you still have a couple ways to reach out to your learners through the LMS:

    1. If you established a naming convention for Usernames and standardized all Passwords (e.g. the person’s email address or something like Company_First initial,Last name), you could use the "Announcements" feature to send all new users login instructions and access information.

    2. If you would prefer to message users individually, you can search each account, click the "General Info" tab, check the box to "Auto-generate a new password", and click "Save User". This action will send an automated message to the user with his/her new access credentials. (Of course, you can also manually update a user's password, which will trigger a similar user notification.)

    If you have any further questions, please send them to Thank you!

  • Jennifer 11/5/2015
    I did not check Notify User when I created all of my user accounts. Is there a way to send their credentials and how to access the system after user creation?

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