Add front-line workers to Flow365 via the Learn365 Admin Center

Before front-line workers can consume training, they'll need to be added to Flow365.

There are two ways to create a Flow365 user account via the Learn365 Admin Center:

• Create accounts separately via the Create user option.
• Create Flow365 user accounts via the Bulk import users option.

The newly created Flow365 user receives an email notification with their login details. LMS admins can change the notification text in the Learn365 Admin Center.

Create a Flow365 user account via the Create user option

Required role: LMS admin.

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. Select Create user. The Create user panel opens.

3. On the Create user panel, select the Sign-in identity type:

• Email address: for this identity type, the email address field is required. These Flow365 users sign in with their email address.
• Phone number: for this identity type, the phone number field is required. However, when creating a user, also enter the email address because the user receives a sign-in link via email. These Flow365 users sign in with their phone numbers.

4. Complete the following fields:

• Full name (required): the user's full name that will be displayed in Learn365.
• Email address (required): the user's email address must be unique, meaning it can't belong to an existing user.
• Phone number (required for the phone number sign-in identity type): the user's phone number must be unique, meaning it can't belong to an existing user.
• Job title (optional): the user's job title.
• Department (optional): the department to which a user belongs.
• Manager (optional): the user's line manager. If specified, the Flow365 user is displayed in the line manager's Line Manager Dashboard. Only Learn365 users can be line managers of Flow365 users.

5. Select Save. 

The newly created Flow365 user receives an email notification with their login details.

Create Flow365 user accounts via the Bulk import users option

Required role: LMS admin.

You can create Flow365 user accounts via import from a .csv file.

Before the import, it’s worth preparing a .csv file. To download a sample file with the correct structure:

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. From the Bulk actions drop-down, select Bulk import users. The Upload file panel opens.

3. In the Upload file panel, select Download to download a sample .csv file. Depending on your browser settings, the browser either automatically downloads the file to the default location or lets you select the folder where you want to store the file.

4. Once downloaded, open the sample .csv file.

The .csv file contains:

• Sign-in identity type. The valid sign-in types are Email (for Flow365 users who sign in with their email addresses) and Phone (for Flow365 users who sign in with their phone numbers).
• Full name (mandatory). The user's full name that will be displayed in Learn365.
• Email address (mandatory).
• Phone number (mandatory for the Phone sign-in type).
• Job title (optional). The user's job title.
• Department (optional). The department to which the user belongs.

5. Prepare the .csv file by recording the information about the relevant front-line workers, ensuring the structure of the .csv is exactly as described in step 4.

When the .csv file is ready, you can import it.

6. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

7. From the Bulk actions drop-down, select Bulk import users. The Upload file panel opens.

8. In the Upload file panel, select Upload CSV file.

9. Find and select the .csv file you’ve prepared. The Upload file panel will show the file you selected. If you selected the file by mistake, select the cross icon to remove it from the panel.

10. Select Upload. The Select users to import panel opens. Here, the imported users are displayed.

In case of an problem with the .csv file, an error is displayed at the top of the panel and a warning icon is displayed near the column where the error occurs. Hover over the icon to see more information about the error.

To cancel the process, perhaps because an error occurred during the import process, select Discard.

If the file contains an error, edit the file and correct the information according to the error message, and try to upload the file again.

11. From the list of imported user accounts, select those you want to create, then select Import.

Once the user accounts are created, the Users page opens. The Users page now displays the Flow365 user accounts that have been created via import and their Status will show as Accepted.

The newly created Flow365 users receive an email notification with their login details.

Notification for the creation of a Flow365 user account

Required role: LMS admin.

The newly created Flow365 users receive an email notification, which includes their login details and login link. 

If you created the account using the email address as a sign-in identity type, the user logs in with their email address and the temporary password. On first login, the Flow365 user needs to change their temporary password to a new one.

If you created the account using the phone number as a sign-in identity type, the user logs in with their phone number and the one-time code they receive when logging in.

After logging in, Flow365 users can access Flow365.

You can customize the email notification text and format by following these steps:

1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.

2. Select the down arrow next to the Email templates and select either:

• Sign in with email address for editing the notifications for the Flow365 users with the Email sign-in type. The Email notification template panel opens.
• Sign in with phone number for editing the notifications for the Flow365 users with the Phone sign-in type. The Email notification template panel opens.

The Email notification template panel has two mandatory fields: the email Subject and Body. It also has the optional Cc field, where you can enter the email addresses of the users who will receive a copy of the notification.  

A rich text editor is available for the Body field, using which you can insert media, images, or files from your local device. You can expand the text field by selecting the Fullscreen icon in the rich text editor. This gives you more space when you're working with the text. For customers with a Learn365 Professional or Select subscription, the rich text editor includes the spell check, accessibility checker, and PowerPaste features.

You can also use these variables in the Body field:

• {FULL NAME}: the user’s full name that is displayed in Learn365.
• {SIGN-IN HYPERLINK}: a link, using which a Flow365 user signs in for the first time.
• {EMAIL ADDRESS} (for the Email sign-in type only): the user’s email address.
• {TEMPORARY PASSWORD} (for the Email sign-in type only): a temporary password that a Flow365 user with the Email sign-in type uses during their first login.
• {PHONE NUMER} (for the Phone sign-in type only): a user’s phone number.

3. Select Save and, on the confirmation window, select Save again to apply the changes.

To reverse the changes, on the Email notification template panel, select Reset Template and, on the confirmation window, select Reset to Default.

Flow365 user activates their account

Before March 31, 2025, there were two flows for creating and activating Flow365 user accounts:

• Create a Flow365 user account: an LMS admin creates a Flow365 user account via API or via the Create user or Bulk import users option in the Learn365 Admin Center, the account is activated straight away, and the user logs in with a link they receive via email.
• Invite front-line workers to Flow365: an LMS admin invites a front-line worker via API or via the Invite user or Bulk invite user option in the Learn365 Admin Center, the front-line worker verifies and activates their account, and then logs in.

After March 31, 2025, we keep only the first, Create a Flow365 user account, flow. However, front-line workers with pending invitations from the second flow can still accept the invitations and activate their accounts, by following these steps:

1. The user selects the link in the email. The link redirects the user to the sign-in page.

2. On the sign-in page, the user selects Sign up with Email. The User Details page opens.

3. The user enters their email address and selects Send verification code.

The user receives a verification code to their email address.

4. On the User Details page, the user enters the verification code and selects Verify code.

5. After successful verification, the user sets their password and display name, then selects Create. After that, they can use Flow365.

Use Flow365

After logging in, users are redirected to the Training page, which shows a list of available training. Training is arranged by training status (Not started, Completed, etc.).

To sign out, users need to select Sign out in the top right-hand corner. 

If a Flow365 user forgets their password, they can reset it by selecting Forgot your password? on the login screen. This option is available only for users who were created using the email address sign-in identity type.

Flow365 users can also access the Learn365 mobile app. The interface of the app is slightly different for Flow365 users compared to Learn365 users. For Flow365 users, the following tabs are available: Dashboard with training but without catalogs, Notifications, and Settings.