Admin Managers' Guide: How to Add Users
As an Admin Manager, you can easily add users to the platform using the method that best fits your organisation's setup. You can upload as many users as your current licence count allows. As you add new people, available licences will automatically be allocated to them from your licence pool.
✋ Note: Users won’t receive any automated emails the moment you add them. Onboarding emails are only sent when your first training session or series officially goes live. This gives your IT team plenty of time to configure whitelisting, set up the phish reporter, and run a test without pressure!
In This Guide:
- Option 1: Add Users Manually
- Option 2: Import Users in Bulk via CSV
- Option 3: Sync Users
- New User Notifications & Emails
Before You Begin: We recommend notifying your team before adding them. Let them know they will receive onboarding emails once training launches, and encourage them to set up their logins promptly. For email templates, check out our Employee Communications guide.
Watch our Video Tutorial:
Option 1: Add Learners Manually
Best for adding individual team members or small hires.
- Go to Users on the left menu.
- Click Add Users in the top-right corner.
- Select Add User.
- Enter the learner's First Name, Last Name, and Email Address.
- Assign the learner to a Department (optional).
- Click Save.
Need to set up Departments first? See our Creating Departments guide.
Option 2: Import Learners in Bulk via CSV
Ideal for adding multiple learners at once.
Recommended fields for your CSV file:
- First name
- Last name
- Email address
- Department
Steps:
- Go to Users > Add Users > Import Users.
- Follow the steps in the wizard to Load Users, Check Errors, and Save Users.
👉Detailed Walkthrough: Import Users in Bulk via a CSV File guide.
Option 3: Sync Users
Ideal for larger organisations where learners are frequently added or removed.
Steps:
- Go to Users on the left menu.
- Click Add Users in the top-right corner.
- Select Sync Users.
👉Setup Guides:
- How to set up Microsoft AD Integration
- How to set up Okta Integration
- How to set up Google Workspace Directory Integration
New Learner Notifications
What Happens Once Your First Training Session Goes Live?
When your first training session goes live, enrolled users will receive two automated emails:
- Email 1: Welcome to Your Security Awareness Training Programme!
- Prompting them to set up their password.
- Email 2: Action Needed: You Have New Training
- Directing them to get started with their assigned training.
Activation Link Expiry: For security reasons, the initial activation link in the welcome email is valid for 7 days. If a user tries to log in for the first time after 7 days, the link will have expired. They can simply go to https://app.goldphish.com/ and reset their Password to trigger a new welcome email.
- Automated Reminders: To save you time, the platform automatically sends nudges during the session to anyone with incomplete training. You don't have to lift a finger!
- Late Completions: Users can still access and complete their training even if the official session end date has passed.
Automatic Enrollment: If you select Everyone or a Specific Department when scheduling a session, series, or simulation, any new users added while it is active or upcoming will be automatically enrolled. Users will not be added to sessions or simulations that have already ended.
If you ever get stuck or need some tailored help, we’ve got your back! Pop us a message via the in-app chatbot or drop us an email via support - we're happy to help! 😊