Adding and Updating Members in Your Academy

There are two ways to add new users to your Academy:

• Manually, one at a time.
• Using a spreadsheet, multiple users at once.

Navigation

In the left navigation, make sure you are in the Academy Workspace.

When in the Academy Workspace, select Academy Admin for all Academy Administration options. 

Select Organization and then Manage Team Members.

Adding Users Manually

To manually add team members, click the + Add button.

Note that you can only add new users here, you cannot make any changes to existing users.

You can add new team members directly or invite users to join your academy.

To add new team members, enter the required information in the provided fields. Any errors or mandatory fields will be highlighted in red. 

• Firstname and Lastname are required fields. You can also add an External ID if needed.
• Add an Email or/and Username for your user. Email is optional if you add a Username and vice-versa. Adding an email is strongly recommended. 
• Please note that if you select to not add an email to the user you are adding, the user will not receive any notifications from your academy. 
• The password for each individual is automatically generated but you can also select to add a custom password. Make sure to change the Force Password field to Yes, if you want the user to select a new password upon the first login.
  
  
• Select to assign the user to an Above Unit / Unit and a job (Optional).
  
  
  
  Please note that these fields can be configured as required, if necessary. To do so, navigate to Academy Workspace > Settings and locate the Organizational Structure section. Under Add User Required Fields, you can designate the Above Unit/Unit, Job, or User External ID as mandatory fields.
  
   
• Set the user's Preferred Content Language (Optional).
  
• Give the user an Academy Role such as Admin, Training Manager, Content Manager, or Hourly Worker (Optional).
  
  
   
• Set the Custom Attributes of your Academy for this user if needed. Read more: Adding Custom Attributes (Fields) to Academy Member Profiles
  
  
   
• Check the row's box and click Delete If you need to delete a row. 
  

Save when finished.

After saving, you can edit, copy or delete each row.

If an individual holds multiple jobs, you can copy a saved row, update the necessary details, and save it as a new row. 

When finished, click on the 'Submit saved rows' button. The system will then merge the rows into a single account.

At the top of the page, you can download a spreadsheet to complete offline, if preferred. Once filled out, upload the spreadsheet to import the individuals.

Adding Users via a template
 

To upload multiple users at once, please follow the instructions below:

(please note that this option is not available for external members)

1. Click Download Template to download the sample spreadsheet. You can use this as a template to fill in the user's data.
   
   
2. Input all users' info into the file. Please note: each row corresponds to a user record. After finishing, save the file to your computer.
3. Click Upload template and select the file you have just saved. Click Upload to start the uploading process.
   
   
4. When this file is loaded, your employees' data will be populated on the page.
5. Review and correct any errors as needed, and add or remove rows if necessary. Schoox automatically flags errors, and you can use the Errors only option to display only the records containing errors.
   
6. Click Submit to start the process.
7. Individuals added will automatically receive an email from Schoox with their password if they have an email listed. 

Notes

• If you create only a single row, selecting Save will store the user’s information in that row but will not submit the user for creation. After saving the row, you must also click Submit Saved Rows to complete the process.

• If you try to add a user who already exists in Schoox (based on the user's e-mail), the user’s details will be filled in automatically. Details such as the user’s e-mail and name can’t be edited with the Add Users tool. You can only add information related to your academy, such as the user’s job, above unit, etc.
• You can also add a user in multiple units or different job roles by creating multiple copied records of the same user; in such a case only the user information (name, email, etc.) from the first record will be taken into account. All other academy information, such as jobs and units from other records, will be merged.
• You can’t upload an excel file if your page already contains one or more user records.
• If a password already exists, the corresponding field will be marked as "Already Set" which means you can’t change it.
• If the same name is used for multiple Above Units, you can identify which is the correct one, by checking the relevant Above Unit Type. If you need to add a user via an excel file, just make sure that you have added the Above Unit Type next to your Above Unit's name. As an example, if you have:

- Above Unit "A" of type "X" and
- Above Unit "A" of type "Z"

the relevant fields in the template should be: A-X and A-Z

Feel free to contact support@schoox.com, in case you experience any issue or need additional information on this process.

Updating Users

If you are an academy administrator, you can also manually update existing users through the Add Users page.

When you save your changes, a notification will appear to inform you that some users will be updated rather than newly created.

Please note the following:

• You can assign an Above Unit or a Unit, you can assign a Job and you can also update a member's role, the 'Force password' option and custom fields of this user.
• The fields that will not be updated via the Add Users page, even if you change them are the user's identifiers such as the user's first name, last name, username, password, email, language and external ID. If you want to do so, you will need to adjust those fields by editing their information directly through the Manage Members page.
• When assigning existing users to above units and units, you are only able to add and not remove. If the unit field is left blank, for example, the units of which the member is a part will remain the same.
• When assigning system roles, you are able to set the system role value using YES and NO. YES will add the role, NO will remove the role.
  
  
   
• When adjusting custom fields, you can only set or change the values of custom fields, not remove values from them.
  
• When adding a job, the original job(s) must be included; any job not listed in the upload will be removed.
• The super admin of the academy cannot be updated via the Add Users page.
   

Related articles

Inviting Members to Join Your Academy

Manage Members Options

Setting Required Fields When Manually Adding Members

How Yes/No Fields Are Interpreted When Left Blank During User Import