Adding New Users

Introduction

Managing users in a Learning Management System is an essential task for administrators and educators. There are two common methods for adding users to myAko: bulk uploading and adding them individually. In this document, we will explore the reasons for when to use each method and how to do it.

For quick access to the how to guides, use the table of contents below.

Information needed to add users

UUID or Unique Identifier 

A UUID is a Unique User ID, this can be any combination of letters or numbers as long as it isn’t already in use, you can not have a duplicate UUID as we use this number to identify each unique user in your organisation.  We recommend using a payroll number or an employee number.

Name

What you enter for the user's name is how their name will appear on your reports and on their certificates. The system uses these details to generate a username.

Email Address  

Email addresses are optional; however it is beneficial for users to have email addresses registered so that they can receive notifications for things such as course allocations or event invites.  They can also use their email address to request a password reset if they have forgotten their password.

Job Role and Site 

The job role and site determine where a user will sit in your hierarchy builder and myAko allows you to create Course Assignment Rules so that the system can automatically allocate a set of courses to a user based on their job role and site. Once a course assignment rule is saved, this means that everytime a new user is added with the same job role and site, they are automatically allocated the correct learning, as per your rules. This saves you having to allocate courses every time a new user is added to your solution.

Line Manager ID (Upload only)

We need the user's Line Manager UUID so that we can ensure that the user automatically gets added in the correct position in the hierarchy and this ensures that their line manager has access to their compliance and other activity reports. The only cell that should remain blank is that of the person who sits at the top of the hierarchy.

Start Date

When allocating courses myAko gives the option to allocate a course from the user's start date, If you select to use the learners start date, and this is in the future, the course will not be allocated until this date. This rule is important as it also impacts how long a learner has to complete a course. If you have a one month completion period (for example), using this option would mean they have one month from when their start date rather than one month from the date they were added to myAko.

Method 1 - Bulk Upload

Bulk uploading refers to the process of adding multiple users to myAko in one go using a downloadable template. Here are some situations where bulk uploading users to an LMS is beneficial:

Large Number of Users

When you need to add a significant number of users to the LMS, bulk uploading is a time-saving and efficient method. Instead of manually adding each user individually, a bulk upload allows you to import all the user information in one go.

Time-Sensitive Onboarding

When you have a tight deadline for onboarding new users, bulk uploading can help expedite the process. By preparing a spreadsheet with all the necessary user details in advance, you can quickly upload them to the LMS and get users started without delay.

Consistent User Data

If you have consistent user data across multiple users, bulk uploading ensures accuracy and consistency. By organising and structuring the data in a spreadsheet, you can easily map the columns to the corresponding fields in the LMS, reducing the chance of errors.

Adding Users Individually

Adding users individually involves manually inputting user information into myAko one user at a time. Here are some scenarios where adding users individually is preferable:

Custom User Settings

If you have users with unique settings or permissions, adding them individually allows you to personalise their accounts according to their specific needs. This method grants you more control over individual user profiles, enabling you to set higher permissions or a different status.

Limited User Volume

When the number of users you need to add is small, adding them individually can be a quicker and more straightforward approach. It eliminates the need for preparing a spreadsheet and ensures that each user's details are entered accurately without the risk of mistakes during bulk uploads.

Conclusion

Deciding whether to bulk upload users or add them individually to an LMS depends on several factors. Consider the number of users, the urgency of onboarding and the need for personalised settings such as permissions. By understanding the benefits of each method, you can choose the most suitable approach for your specific requirements.

FAQs

What is a UUID/Unique Identifier? 

A UUID is a Unique User ID, this can be any combination of letters or numbers as long as it isn’t already in user by another user in your organisation.  We recommend using a payroll number or an employee number.  This is needed so that the system can identify each user. 

 Why do you need an email address? 

Email addresses are optional; however it is beneficial for users to have email addresses registered so that they can receive notifications for things such as course allocations or event invites.  They can also use their email address to request a password reset if they have forgotten their password.  

 What if a user doesn’t have an email address? 

Not a problem, we will provide you with a username and a One Time Password (OTP) that you can give to the user so that they can log in. Once they enter their OTP, they will be prompted to create a new password.  You will find this information in User Management. 

 Why do you need each user’s job role and site? 

This is for course allocation.  myAko allows you to create Course Assignment Rules so that the system can automatically allocate a set of courses to a user based on their job role and site, this means you don’t have to worry about assigning courses every time you add a new user. 

 Why do you need to add the line manager ID? 

This is so that when using the uploader function, the system knows where to place the user in the hierarchy and can show reports to the correct people. On the upload template, the only cell in the Line Manager ID column that should be left blank is the user who will sit at the top of your hierarchy.

Do I need to assign courses to the new users? 

If you have already created a Course assignment rule for the users’ Job roles and sites, no, the system will automatically assign the courses that are specified in those rules.

NOTE – The system will take roughly 5-10 minutes to auto-allocate the courses so you may not see them straight away, if after 10 minutes the courses are still not showing contact our support team on the live chat and we will be able to investigate it for you. 

 When is best to use the uploader to add users? 

It’s best to use the uploader method if you have 10 or more users to add at one given time or if you are adding a new site to your organisation. 

 I got an error message, what does this mean? 

Usually, if you get an error message it is because either the email address or the UUID is already in use.  The best thing to do is to look through your user management to check for both. 

NOTE – The details could also be used by a user you have previously deactivated, check your Archived folder as well to make sure. 

If you cannot find it, contact us on our live chat and we will be able to look through our database if that user’s email address is in use elsewhere.  

 I made a spelling mistake can I change the user’s details? 

Yes, in user management, click edit next to the user to change the user’s name. 

NOTE – This will not change the user’s username; to get that changed contact us on our live chat and we will get it changed in a matter of seconds.

You can change the spellings of Roles and sites in the Roles and Sites pages found under Site Management. 

What is the user’s Status? 

myAko allows you to set whether a user is currently active or if they are currently unavailable if they are away for reasons such as maternity leave.  If they are away, we remove them from your Compliance Report (Active Users) so that they aren’t included in your compliance calculation. 

When is best to use the hierarchy to add users? 

We would recommend using the hierarchy builder to add users if you are adding 1-10 users. 

My hierarchy is large, is there a way to easily find where to add a user? 

Yes, the best way to find the node you wish to add a user to is to search for the new user’s Line manager using the search bar in the top left of the hierarchy page, this will transport you directly to the line manager node, then you can find which node to add them to below the line manager.