Inviting One or More Learners
To invite one or more learners, go to the Manage Learners, Teams & Departments section and click Invite Learners:
In the window that opens, you can:
— Add one or more learners manually.
— Upload a list of learners in bulk using a CSV file:
When inviting learners, you need to enter their email addresses, first names, and last names. You can also:
— Enable sending an invitation email to the learner’s email address.
— Assign learners to the required teams immediately.
— Select the learner role: Learner, Learner-Analyst, or Learner-Admin:
💡 You can learn more about working with teams in the article “How to Create and Manage Teams?”.
Learner Roles
In addition to the regular Learner role, there are roles with extended permissions:
Learner has access to courses, exams, checklists, and meetings.
Learner-Analyst has all Learner permissions, plus access to statistics:
Learner-Admin has access to all Learner features and administrative settings, including creating courses, inviting learners, viewing statistics, and more.
💡 Please note that the Learner-Admin role is available only on certain subscription plans.
Inviting Learners in Bulk via a CSV File
If you need to invite a large number of learners at once, you can use a CSV file. To do this, go to the Manage Learners, Teams & Departments section, click Invite Learners, and select the option to upload a CSV file:
A window called Import from CSV File will open, where you can upload a CSV file. If the file is not ready yet, the same window provides an example template that you can use to prepare your own file, as well as a link to detailed instructions about the import process:
❕ The CSV file must contain three columns: First Name, Last Name, Email Address.
Example:
You can also add additional columns with variables when preparing your CSV file. For example:
Phone | Role | Department |
After uploading the file, the values from these columns will be available as variables on the platform. You will be able to select the corresponding variables and use them in the required places throughout your Academy.
After uploading the CSV file, the next step will open, where you can:
— Assign learners to the appropriate teams.
— Enable sending invitation emails to users’ email addresses.
— Configure the variables imported from the CSV file:
After reviewing the settings, confirm the import to add learners to the Academy.
Inviting Learners via a Team
You can also invite learners directly while setting up a team.
To do this, open the required team in the Teams and Departments section, go to the Learners tab, and click Invite Learners to Team:
In the window that opens, enter the learners’ details manually or upload them in bulk using a CSV file, then click Invite Learners:
As with inviting learners through the Manage Learners, Teams & Departments section, you can enable sending an invitation email to the learner’s email address. After the invitation is sent, learners will appear in the Invites in Team tab. Once they complete registration, they will automatically move to the Learners in Team list:
Inviting Learners via API
To automate the learner invitation process, use the inviteLearners and addLearnersToTeams functions. You can find detailed information and request examples in the official documentation:
inviteLearners – invites learners to the Academy: https://academyocean.com/api#inviteLearners
addLearnersToTeams – adds learners to teams: https://academyocean.com/api#addLearnersToTeams
How Can a Learner Sign Up in the Academy After Being Invited?
If the Send Invitation Email option was enabled during the invitation process, the learner will receive an email with a link to the Academy. To register, the learner needs to follow the link in the email and create a password:
❕ If the learner did not receive the invitation email, for example, because sending the email was not enabled, you can share the Academy link with them manually.
In this case, the learner will also be able to register independently:
Login: The email address they were invited with.
Password: The password the learner creates during registration and uses for future logins
You can copy the Academy link from the address bar by switching to View as Learner mode:
How Can an Administrator Check Whether a Learner Has Signed Up?
After sending an invitation, the learner’s information will appear in the Manage Learners section under the Invitates tab:
If the Send Invitation Email option was enabled during the invitation process, the Email Status column will display Email Sent. This means that the invitation email has been sent.
Once the learner accepts the invitation and completes registration, the Invitation Status column will display Invitation Accepted.
The learner will then automatically appear in the All Learners tab.