🎥 The main information about inviting learners can be found in this video:
Inviting one or multiple learners
Inviting individual learners or a small group is suitable when you need to add a limited number of users
To do this, go to the "Manage Learners and Teams" page and click "Invite Learners"
In the form, you need to enter the learner’s email address, check the box to send them an invitation email, and provide their first and last name
You can also assign the learner to specific teams right when sending the invitation 🙌
💡 You can learn more about working with teams in the article "Managing Teams"
In addition to a regular learner, there are roles with extended permissions:
Learner has access only to courses, exams, checklists, and meetings.
Learner-Analyst has all the permissions of a regular learner, plus the ability to view statistics
Learner-Admin has access to all learner features as well as admin settings, including course creation, 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 CSV file
To invite a large number of learners to the Academy at once, you can use a CSV file. This is convenient when you need to add many users simultaneously. To do this, go to the "Manage Learners and Teams" page and click "Invite Learners", then select the "Upload CSV File" option
❕ The CSV file must contain three columns:
First name
Last name
Email address
Example:
When uploading the file, you can assign learners to the appropriate teams and enable sending invitation emails to their addresses
Inviting learners via the team
Learners can also be invited directly while setting up a team
To do this, open the desired team in the "Teams" section, go to the "Learners" tab, and click "Invite to team"
In the window that appears, fill out the form with the learners’ information and click "Invite"
As with invitations through the "Manage Learners and Teams" page, you can send an invitation email by checking the "Send Email invitation" option. Additionally, you can upload multiple learners at once using a CSV file. The requirements for the CSV file format are described in the requirements for the CSV file here
After sending the invitations, learners will appear in the "Invites in team" tab, and once they complete registration, they will automatically move to the "Learners in team" list
Inviting learners via API
This can be done using the inviteLearners and addLearnersToTeams functions, which allow you to automate the process of adding learners and assigning them to teams
Detailed information and request examples can be found in the official documentation:
inviteLearners – inviting learners to the Academy: https://academyocean.com/api#inviteLearners
addLearnersToTeams – adding learners to teams: 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
❕ 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 an invitation, the learner’s information appears in the "Manage Learners" section under the "Invites" tab:
If the "Send Email Invitation" option was enabled during the invitation, the "Email Status" column will show "Email Sent" – this means the invitation email was successfully sent
When the learner accepts the invitation and completes registration, the "Invitation Progress" column will show "Has accepted invite"
After this, the learner will automatically move to the "All Learners" tab