There are several ways to invite learners to the academy. In this article, we'll go over each of them in detail, along with the learner sign-up process.
π₯ The main information about inviting learners can be found in this video:
Inviting one or multiple learners
This method is suitable if you need to invite a few learners:
Go to the "Manage Learners" page:
π https://app.academyocean.com/learnersClick on "Invite Learners":
Fill out the form:
1) Learner's email address.
2) β Check the box to ensure the learner receives an invitation email.
3) First and last name.
4) You can select the teams the learner will be added to.
Refer to the π article "Teams in AcademyOcean" to learn more about teams.
5) Besides a regular learner, you can also invite a learner-analyst or a learner-admin:
Learnerβ a user with only access to courses, exams, checklists, and meetings.
Learner-analyst β a user with learner access and access to the statistics section.
Learner-admin β a user with learner access and administrative settings access: creating courses, inviting learners, viewing statistics, and more. The learner-admin role is only available on certain subscription plans.
Inviting learners in bulk via CSV file
Follow these steps to bulk upload learners to the academy:
Go to the "Manage Learners" page:
π https://app.academyocean.com/learnersClick on "Invite Learners":
Select the "Upload CSV file" option:
β The CSV file must contain three columns:
First name
Last name
Email address
Example:
4. When uploading a CSV file, you can also select the Teams the learners will be added to.
5. It is also possible to enable sending invitation emails to the learners.
Inviting learners inside the team
You can also invite learners while setting up a team. To do this:
1. Inside the team, go to the "Learners" tab and click "Invite to team":
2. Fill out the form and click "Invite":
As with inviting through the "Manage Learners" page, you can send an invitation email here by checking the box next to "Send Email Invitation".
Additionally, you can bulk-upload learners using a CSV file. You can find the requirements for the CSV file here.
After the invitation, learners will appear in the "Invites in team" tab, and once signed up, they will move to the "Learners in Team" tab.
Inviting learners via API
You can invite learners via API using the inviteLearners and addLearnersToTeams functions.
Documentation links:
inviteLearners: https://academyocean.com/api#inviteLearners
addLearnersToTeams: https://academyocean.com/api#addLearnersToTeams
How can a learner sign up for the academy after being invited?
If the box next to "Send Email Invitation" was checked during the invitation, the learner will receive an invitation email with a link to the academy.
To sign up, the learner simply needs to click the link and enter any password. This password will be required for future logins to the academy.
β If the learner didn't receive the email (for example, it was not sent during the invitation), you can share the link to the academy with the learner in any convenient way. The learner will be able to sign up using the link by entering the following details:
Login: the email to which they were invited
Password: any password. It will be required for future logins to the academy
You can copy the link to the academy from the address bar by switching to "View as Learner" mode:
How can an admin check if a learner has signed up?
After sending the invitation to the learner, their information will appear in the "Manage Learners" under the "Invites" tab:
1) If an invitation email was sent to the learner (i.e., the box next to "Send Email Invitation" was checked), the "Email Status" column will show "Email Sent."
2) When the learner accepts the invitation and signs up on the platform, the "Invitation Progress" column will display "Has accepted invite". The learner will then appear in the "Total Learners" tab.