Customer Managers' Guide: How to Add New Learners
Before You Begin
Start by communicating with your employees (learners). Let them know they'll soon receive onboarding emails and encourage them to set up their logins promptly.
For templates and guidance on how to communicate effectively with your team, visit our Employee Communications Guide.
Watch our Video Tutorial:
Importing Learners
Adding learners is simple! Choose the method that works best for your organisation:
Option 1: Add Learners Manually
Perfect for adding single learners, such as new hires.
- Go to the 'Users' section on your Admin dashboard.
- Click 'Add Users' (top-right corner).
- Select 'Add User'.
- Enter the learner’s details.
- Click 'Save'.
Need to create a Department? Visit our Creating Departments Guide for additional details.
Option 2: Bulk Import Learners via CSV
Ideal for adding multiple learners at once, using data from your HR team.
Recommended fields for your CSV file:
- First name
- Last name
- Email address
- Department
Steps:
- Navigate to the 'Users' section.
- Click 'Add Users' (top-right corner).
- Select 'Import Users'.
- Click 'Load Users From File' and upload your CSV.
- Complete the process by clicking 'Complete Upload'.
For detailed instructions on how to Import learners by CSV, visit our Import Users in Bulk via a CSV File Guide.
Option 3: Sync Learners with Active Directory (AD)
For organisations with a large number of learners being frequently added and removed, syncing learner imports with our Active Directory Integration feature is a preferred option.
Steps:
- Navigate to the 'Users' section.
- Click 'Add Users' (top-right corner).
- Select 'Sync Users'.
For setup instructions, visit our Microsoft AD Integration Guide.
New Learner Notifications
Once learners are added, they’ll receive two emails from app@goldphish.com.
- Welcome Email: Contains their username and a link to set their password.
- Training Notification Email: Sent after you launch a training campaign, informing them about assigned training.
NOTE: These system emails will only be sent to learners once the first Training Campaign has been launched. This allows managers to launch simulated phishing campaigns without learners being alerted.
Note: For security purposes, the initial token/link received in the onboarding email is only valid for 7 days. A learner logging in for the first time after this period will receive an 'Invalid token' message on the Welcome page and will need to click on the 'Forgot your password?' link to receive another onboarding email.