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

Before front-line workers can consume training, they'll need to be invited to Flow365, then they'll need to activate their accounts. Invitations are sent and managed by the LMS admin in the Learn365 Admin Center or via the Learn365 API.

This article describes how you can invite front-line workers to Flow365 via the Learn365 Admin Center and shows how a learner can activate their account.

Invite front-line workers to Flow365

Required role: LMS admin.

To invite front-line workers to Flow365, you can use the Invite users option on the Learn365 Admin Center > All catalogs > Users page of the Learn365 Admin Center.

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

2. 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 and can't belong to an existing learner.

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

Required role: LMS admin.

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 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 learner’s full name that will displayed in Learn365. Learners can change their display name while activating their account.
Email (mandatory). A learner’s email address, to which the invitation is sent after uploading the file.
Phone number (optional). A learner’s phone number.
Job title (optional). A learner’s job title.
Department (optional). The department to which a learner belongs.

NOTE

The learner’s display name, phone number, and email address must be unique, meaning they shouldn’t belong to an existing learner.

EXAMPLE

You want to import three learners:

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 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 learners 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 learners, 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 learners whose details contain no errors, then resolve the remaining issues for the next upload.

Flow365 learner activates their account

After you invite Flow365 learners, the learner receives an email that contains an activation link.

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

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

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

The learner receives a verification code to their email address.

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

5. After successful verification, the learner sets their password and display name, then selects Create.

NOTE

The learner is responsible for their passwords. The LMS admin can’t reset or change a learner’s password.

After creating the account, the learner is redirected to the Training page, which shows a list of available training. Training is arranged by training status (Not started, Completed, etc.).