Add Users Individually
Add a single user manually through the admin interface. This is the quickest way to add individual new starters or when you only have a few users to create.
When to use this method
- Adding 1-5 new users
- Quick setup for a new starter
- When you don't have a spreadsheet ready
Step-by-Step: Adding a Single User
1
Open User Management
- Log in to your TrainMe UK admin account
- Select User Management from the admin menu
2
Click 'Add User'
- On the User Management page, click the Add User button (located at the top-right)
- A window will appear with the user creation form
3
Fill in User Details
Complete the following fields:
| Field | Required? | Description |
|---|---|---|
| Yes | The user's work email address. This will be their username for logging in (must match the company email domain). | |
| Display Name | Yes | The user's full name as it will appear throughout the system. |
| Role | Yes | Select from: Learner, Manager, or Admin. Default is "Learner". |
| Department | No | Select from existing departments or leave blank. |
| Job Title | No | The user's job title. |
| Location | No | The user's work location. |
| Manager | No | Start typing to search for their line manager. This enables Team Management features. |
| Status | Yes | Active (can log in) or Inactive (account disabled). |
4
Confirm and Create
- Review all the entered information
- Click Create User
- Wait for the confirmation message
5
What Happens Next
When you create a user:
- The user receives a welcome email with:
- A link to log in
- A temporary password
- Instructions to set up their account
- The temporary password expires after 24 hours
- The user must change their password on first login
Understanding User Roles
| Role | Access Level |
|---|---|
| Learner | Can access assigned training, view their dashboard, and complete courses |
| Manager | Learner access + can view their team's training progress via Team Management |
| Admin | Full access to all admin features, user management, course management, and reports |
For more details on permissions, see User Roles & Permissions.
Tips
- Setting a Manager: Assigning a line manager allows the manager to view the user's training progress in Team Management
- Inactive Status: Use this for employees on leave or when preparing accounts before their start date
- Missing Departments: If the department doesn't exist, add it first in Admin → Settings → Departments
Troubleshooting
"Email already exists" error
This email is already registered. Search for the existing user in User Management.
Domain doesn't match error
- Users can only sign up with email addresses from allowed domains
- The primary domain is automatically set from your admin email
- Add additional domains (like .co.uk, .com variations) for flexibility
- The primary domain cannot be removed
User didn't receive welcome email
- Check the email address is correct
- Ask the user to check their spam/junk folder
- Check with your IT team that emails from your LMS domain are whitelisted
Can't find the department I need
Go to Admin → Settings → Departments to add new departments first.
Related Guides
- Using the Bulk Import Tool - Import many users at once from a spreadsheet
- Adding Departments - Set up departments before adding users
- User Roles & Permissions - Understand what each role can access
- Assigning Courses - Assign training to users after creation