How group leaders added to site and how to add new users
This guide explains how new users are added to the platform, how Site Leaders are created, and how Group Leaders can manage workforce onboarding while ensuring sufficient licenses are available.
Understanding Group Leader Accounts and adding users
When a new organisation purchases licences or food safety culture credits through the checkout process, the details entered during checkout are used to create the organisation's group leader account.
The group leader is the highest-level user within the organisation and has access to manage sites, users, training, reporting, licences, and food safety culture features.
Once logged in, the group leader can begin setting up sites and onboarding users.
Before Adding New Users
Before adding new users, ensure that:
· Sufficient licenses are available on the account.
· The required site has been created.
· Appropriate courses have been identified for the users being added.
Each active user requires an available license.
If no licences are available, additional users cannot be added until additional licences are purchased or licences become available through the licence management process.
Creating a Site
Before creating a Site Leader, the Group Leader must first create a site.
Sites help organise employees, training requirements, reporting, and compliance data. They are particularly useful for organisations operating across multiple locations or departments.
Once the site has been created, users can be assigned to it.
Adding a New User
To add a new user:
1. Log in using your Group Leader account.
2. Navigate to the user management area.
3. Open the Manage Single Users tab.
4. Enter the user's details:
o Full Name
o Email Address
o Password
5. Select the appropriate FSC role for the user.
6. Select the courses that should be available to the user.
Only the courses selected during setup will be accessible to users assigned to that site. This helps maintain accurate training records, reporting, and compliance tracking.
7. Select the site the user belongs to.
8. Click Add User.
The user will now be added to the platform and allocated a licence.
Promoting a User to Site Leader
After creating the user account:
1. Locate the user within the users table.
2. Search for the newly created user.
3. Select Edit User.
4. Locate the User Role Access section.
5. Change the role to Site Leader.
6. Save the changes.
Next:
1. Locate the Site Access section.
2. Select the site the user should manage.
3. Update the site access settings.
The user will now have Site Leader permissions and will be able to manage users, training records, and reporting for the assigned site.
Bulk User Import
For organisations onboarding multiple employees, users can also be imported in bulk.
To do this:
Navigate to the Bulk User Upload tab.
Download the sample CSV file provided.
Complete the CSV using the required format.
Upload the completed file.
Process the import.
The system will create user accounts based on the information contained within the CSV file.
Bulk importing users can significantly reduce administration time when onboarding large teams or multiple sites.
Best Practice for New Starters
When onboarding new employees, it is recommended to:
Create the appropriate site structure first.
Assign users to the correct site.
Select only the courses relevant to their role.
Verify licence availability before large imports.
Assign site leaders before onboarding large teams.
Review user details after import to ensure accuracy.
Following these steps helps maintain accurate training records, compliance reporting, and workforce visibility from the moment a new employee joins the organisation.
Account Creation Across Different Academies
The process for creating new users may vary depending on the academy or platform configuration.
Some academies allow users to create an account automatically during the checkout process when purchasing a course or subscription. In these cases, the learner's account is created using the details provided during purchase, and the purchased content is automatically assigned to their account.
Other academies may use administrator-managed onboarding, where users are created and enrolled by platform administrators, managers, or designated account holders.
Some platforms support organisational structures with multiple user roles, sites, departments, or groups, allowing administrators to manage learners centrally and assign training based on business requirements.
As a result, the steps for adding new starters may differ between academies. Users should always follow the onboarding process and guidance provided for their specific platform.
Related Articles
What is the difference between a group leader, site leader and subscriber?
ToLearn is designed to help businesses manage workforce training, compliance, competency, and audit readiness across multiple sites and teams. To ensure that responsibilities are clearly defined and access is appropriately controlled, ToLearn uses a ...How to use the group leader dashboard
Understanding the Account Information Panel The Account Information section provides an overview of your organisation and available resources. Company Name This displays the name of your organisation or group. If your academy allows it, the company ...What is a group and how does it work?
This guide explains how groups are used within the platform and how group leaders manage users, training, reporting, and compliance within their organization. Groups are the highest level of organisation within the platform and form the foundation of ...How to edit user details and course access?
This guide explains how user information can be updated after an account has been created. Employee information may need to be updated for a variety of reasons, including role changes, site transfers, email changes, training requirements, or account ...How to add multiple users using csv upload
This guide explains how to add multiple users at once using the bulk upload feature. Bulk User Management is designed to help organizations efficiently onboard large numbers of employees without having to create each user individually. Before You ...