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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

  1. Log in to your TrainMe UK admin account
  2. Select User Management from the admin menu
2

Click 'Add User'

  1. On the User Management page, click the Add User button (located at the top-right)
  2. A window will appear with the user creation form
Click the Add User button
Click the Add User button in the top-right corner
3

Fill in User Details

Complete the following fields:

FieldRequired?Description
EmailYesThe user's work email address. This will be their username for logging in (must match the company email domain).
Display NameYesThe user's full name as it will appear throughout the system.
RoleYesSelect from: Learner, Manager, or Admin. Default is "Learner".
DepartmentNoSelect from existing departments or leave blank.
Job TitleNoThe user's job title.
LocationNoThe user's work location.
ManagerNoStart typing to search for their line manager. This enables Team Management features.
StatusYesActive (can log in) or Inactive (account disabled).
Fill in user details - Part 1
Enter the user's email, name, and role
Fill in user details - Part 2
Add optional details like department and manager
4

Confirm and Create

  1. Review all the entered information
  2. Click Create User
  3. Wait for the confirmation message
User created successfully
The user has been created successfully
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

RoleAccess Level
LearnerCan access assigned training, view their dashboard, and complete courses
ManagerLearner access + can view their team's training progress via Team Management
AdminFull 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

  1. Check the email address is correct
  2. Ask the user to check their spam/junk folder
  3. 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.

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