Before front-line workers can consume training, they'll need to be added or invited to Flow365. There are two flows for this:
- Create a Flow365 user account: an LMS admin creates a Flow365 user account in the Learn365 Admin Center, the account is activated straight away, and the user logs in with a link they receive via email. This way requires fewer steps from the Flow365 user.
- Invite front-line workers to Flow365: an LMS admin invites a front-line worker, the front-line worker verifies and activates their account, and then logs in.
This article describes how you can add or invite front-line workers to Flow365 via the Learn365 Admin Center and shows how a user can activate their account and log in.
Create a Flow365 user account
Required role: LMS admin.
To create a Flow365 user account in the Learn365 Admin Center:
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: the department to which a user belongs.
5. Select Save.
The Learn365 Admin Center > All catalogs > Users page now displays the Flow365 user account that has been created and their Status will show as Accepted.
The Flow365 user receives a link and, if they were created using the email address sign-in identity type, a temporary password via email.
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.
Invite front-line workers to Flow365
Required role: LMS admin.
There are two ways to invite front-line workers to Flow365 via the Learn365 Admin Center:
After receiving the invitation, front-line workers need to activate their accounts.
It’s also possible to revoke invitations for front-line workers who haven’t accepted the invitation.
Invite front-line workers via the Invite users option
1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.
2. Select the down arrow next to the Create User and, in the opened drop-down, select Invite users. The Invite users panel opens.
3. On the Invite users panel, enter the email addresses of the front-line workers you want to invite to Flow365. Every email address you enter must be unique, meaning it can't belong to an existing user.
Only email addresses in the correct format will be accepted. Invalid email addresses are highlighted in red.
4. Select Invite.
The Learn365 Admin Center > All catalogs > Users page now displays the front-line workers who have been invited to Flow365 and their Status will show as Invite Sent.
Import front-line workers into Flow365
You can invite front-line workers to Flow365 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. Select 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 directory where you want to store the file.
4. Once downloaded, open the sample .csv file.
The .csv file contains:
- Display name (mandatory). A user's full name that will be displayed in Learn365. Users can change their display name while activating their account.
- Email (mandatory). A user's email address, to which the invitation is sent after uploading the file.
- Phone number (optional). A user's phone number.
- Job title (optional). A user's job title.
- Department (optional). The department to which a user belongs.
NOTE
The user's display name, phone number, and email address must be unique, meaning they shouldn’t belong to an existing user.
EXAMPLE
You want to import three users:
- John Doe has johndoe@test.com as their email address.
- John Doe Second has johndoe2@test.com as their email address and +5555555 as their phone number.
- John Doe Third, a miner from the West department, has johnthird@test.com as their email address.
In this case, the rows in the .csv file looks like this:
Display name;Email;Phone number;Job title;Department
John Doe;johndoe@test.com;;;
John Doe Second;johndoe2@test.com;+5555555;;
John Doe Third;johnthird@test.com;;Miner;West
5. Prepare the .csv 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. Select 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 error with the .csv file, an error message 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.
In the case of 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 users, select those you want to invite to Flow365, then select Import. The Learn365 Admin Center > All catalogs > Users page opens.
The Learn365 Admin Center > All catalogs > Users page now displays the front-line workers who have been invited to Flow365 via import and their Status will show as Invite Sent.
NOTE
If the upload was partially successful, meaning some of the rows from the .csv file contained errors while others didn't, you can select and invite the users whose details contain no errors, then resolve the remaining issues for the next upload.
Flow365 user activates their account
After you invite Flow365 users, the user receives an email that contains an activation link.
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.
Revoke invitations
To revoke an invitation:
1. Navigate to the Learn365 Admin Center > All catalogs > Users. The Users page opens.
2. Select the user with the Invite sent status for whom you want to revoke the invitation. The Actions panel opens.
3. Select Revoke invite and confirm the action. A success message is displayed in the top right-hand corner of the screen.
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.
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