Add New Teammates

New people incoming? 👀 Create a smooth onboarding experience by welcoming them into Trainual when the time is right and aligning their access with their role and tenure.

👉 Before you start:

Adding a user to Trainual requires an open seat in each suite they'll need to access: operations, training, or both.
Only Admins and group managers can invite new users to Trainual.
For more specifics around which pieces of content your employees can access, review their permission levels and subject content access levels.

🗂️ Table of contents: Skip around to just the parts you need with these links.

How do I add and invite a user in Trainual?
Choose when to send a Trainual invite.
Set temporary Trainual access.
Example of a Trainual invitation email.
FAQs.
Learn more about managing your people in Trainual.

How do I add and invite a user in Trainual?

Expand the "Account" options from the left-hand navigation menu.
Choose "Manage users."
Open the "Add user" menu and select "Add user."
Fill out the user's details.
- Enter the user’s full name (first and last) and their email address, then choose a permission level.
- Select the suites they can access: operations, training, or both.
- Include any other profile details you have on hand.
Choose when to send the invitation: now, later, or scheduled.
Hit the action button in the bottom-right corner to add the user to Trainual.
- 📝 Please note: This button label will reflect the invitation timing you selected, and will either read "Send invite," "Add user," or "Schedule invite."

Choose when to send a Trainual invite:

Trainual offers three user invitation timing options — now, later, or scheduled.

📬 Invite option:	📋 Invite description:
📨 Now	Adds the user to Trainual and sends out an invitation email immediately. → Select this option when the user needs access right away.
⏱️ Later	Adds the user to Trainual without sending an invitation email. → The invite remains pending until you manually send it from the "Manage users" page.
🗓️ Scheduled	Automatically sends out the invitation email on the date and time you select. 📝 Please note: Scheduled invitations follow the time zone you have saved under your own Trainual user account.

Set temporary Trainual access:

Temporary user access is useful for your seasonal employees, contractors, or anyone on the team who only needs to be in Trainual for a set period.

Before sending out an invite to these teammates, open the "Advanced" tab in the "Add a user" pop-up window, select "Schedule automatic archive", then choose the date and time this user should be automatically archived.

Example of a Trainual invitation email:

Trainual sends an invitation email to the address entered for the user. The email will include a link to join your company’s Trainual account and will look like this: 👇

🔥 Tip: Is someone on the team not seeing their invitation? 👀 Walk through these common email delivery issues first to troubleshoot.

FAQs:

Why is the action button grayed out in the "Add a user" pop-up window?
The action button to add and/or invite a user (displayed as either "Send invite," "Add user," or "Schedule invite") will remain disabled when required info is missing or invalid.

🛠️ To troubleshoot, check that:

Every field marked with an asterisk (*) is complete.
The full name (first and last) and work email fields are entered correctly.

Can Trainual invites be branded or customized?
Trainual invitation emails can’t currently be branded or customized. If you’d like this capability added in the future, let us know.

How can I submit my feedback and ideas about features?
If you'd like to share your thoughts about managing users in Trainual, or think of something else you'd like to see added, send us your feature requests and ideas.

Learn more about managing your people in Trainual:

Do you use an HR or payroll system? Check to see if it integrates with Trainual.
Follow these best practices for learning when to add new users in Trainual.
Upload a .csv to bulk-add your entire team to your Trainual account.