---
title: Add New Teammates
description: Learn how to add new users, choose when invitations are sent, and manage their access to your Trainual account.
---

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1. [Help center](https://help.trainual.com/en?hsLang=en)
2. [Users, groups & access for training suite](https://help.trainual.com/en/users-groups-access-for-training-suite?hsLang=en)
3. [Adding & managing users](https://help.trainual.com/en/users-groups-access-for-training-suite?hsLang=en#adding-managing-users)

# Add New Teammates

## Learn how to add new users, choose when invitations are sent, and manage their access to your Trainual account.

---

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.   
![Add\_New\_Teammates\_IMG](https://help.trainual.com/hs-fs/hubfs/Add_New_Teammates_IMG.png?width=450&height=396&name=Add_New_Teammates_IMG.png)  
👉 Before you start:

- Adding a user to Trainual requires an [**open seat**](https://help.trainual.com/en/trainual-seats?hsLang=en) in each suite they'll need to access: [**operations**](https://help.trainual.com/en/operations-suite?hsLang=en), [**training**](https://trainual.com/training-suite), or both.
- Only [**Admins**](https://help.trainual.com/en/articles/9242472-admin-vs-billing-admin-permission-overview?hsLang=en) and [**group managers**](https://help.trainual.com/en/articles/9106194-group-manager?hsLang=en) can invite new users to Trainual.
- For more specifics around which pieces of content your employees can access, review their **[permission levels](https://help.trainual.com/en/articles/5589497-permission-levels?hsLang=en)** and **[subject content access](https://help.trainual.com/en/articles/5575360-manage-subject-content-access?hsLang=en)** 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?**](https://help.trainual.com/en/add-new-teammates#add-and-invite-to-trainual)
- [**Choose when to send a Trainual invite**](https://help.trainual.com/en/add-new-teammates#choose-when-to-send-an-invite).
- [**Set temporary Trainual access**](https://help.trainual.com/en/add-new-teammates#set-temporary-trainual-access).
- **[Example of a Trainual invitation email](https://help.trainual.com/en/add-new-teammates#invitation-email-example)**.
- [**FAQs**](https://help.trainual.com/en/add-new-teammates#FAQs).
- [**Learn more about managing your people in Trainual**](https://help.trainual.com/en/add-new-teammates#learn-more-about-managing-people-in-trainual).

---

### How do I add and invite a user in Trainual?

1. **Expand the** "**Account**" **options** from the left-hand navigation menu.
2. Choose "[**Manage users**](https://help.trainual.com/en/manage-users?hsLang=en)."
3. Open the "**Add user**" **menu** and select "Add user."

   ![Screenshot 2026-08-19 at 4.25.49 PM](https://help.trainual.com/hs-fs/hubfs/Screenshot%202026-08-19%20at%204.25.49%20PM.png?width=550&height=216&name=Screenshot%202026-08-19%20at%204.25.49%20PM.png)
4. **Fill out the user's details**. 
   
     - **Enter** the user’s **full name** (first and last) and their **email address**, then choose a [**permission level**](https://help.trainual.com/en/articles/5589497-permission-levels?hsLang=en).
     - **Select the suites** they can access: [**operations**](https://help.trainual.com/en/operations-suite?hsLang=en), [**training**](https://trainual.com/training-suite), or both.
     - **Include any** **other profile details** you have on hand.
5. Choose [**when to send the invitation**](https://help.trainual.com/en/add-new-teammates#choose-when-to-send-an-invite): now, later, or scheduled.
6. **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**](https://help.trainual.com/en/articles/5641114-resend-an-invite?hsLang=en) from the "[**Manage users**](https://help.trainual.com/en/manage-users?hsLang=en)" page. |
| **🗓️** *Scheduled* | Automatically sends out the invitation email on the date and time you select. ![](https://help.trainual.com/hs-fs/hubfs/image-png-Aug-19-2026-10-50-06-4721-PM.png?width=463&height=176&name=image-png-Aug-19-2026-10-50-06-4721-PM.png) 📝 **Please note**: Scheduled invitations follow the [**time zone you have saved**](https://help.trainual.com/en/updating-your-my-settings-options#:~:text=to%20select%20your...-,Working%20time%20zone.%C2%A0,-Preferred%20language%20while) 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**](https://help.trainual.com/en/archive-and-unarchive-people?hsLang=en).

![Screenshot 2026-08-19 at 3.22.28 PM](https://help.trainual.com/hs-fs/hubfs/Screenshot%202026-08-19%20at%203.22.28%20PM.png?width=400&height=422&name=Screenshot%202026-08-19%20at%203.22.28%20PM.png)

---

### 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: 👇

![](https://help.trainual.com/hs-fs/hubfs/Knowledge%20Base%20Import/Screenshot+2023-01-06+at+12_51_58+PM-1.png?width=350&name=Screenshot+2023-01-06+at+12_51_58+PM-1.png)

🔥 **Tip:** Is someone on the team not seeing their invitation? 👀 Walk through these common **[email delivery issues](https://help.trainual.com/en/articles/5808344-email-delivery-issues?hsLang=en)** 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.
  
  ![](https://help.trainual.com/hs-fs/hubfs/image-png-Aug-20-2026-12-07-38-3561-AM.png?width=568&height=75&name=image-png-Aug-20-2026-12-07-38-3561-AM.png)

***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**](https://help.trainual.com/en/submit-feature-requests-and-product-feedback-about-trainual?hsLang=en).

***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](https://help.trainual.com/en/articles/4113422-how-do-i-request-a-feature?hsLang=en)**.

---

### Learn more about managing your people in Trainual:

- Do you use an HR or payroll system? Check to see if it**[integrates with Trainual](https://help.trainual.com/en/integrate-your-hr-or-payroll-system-with-trainual?hsLang=en)**.
- **[Follow these best practices](https://help.trainual.com/en/articles/4917955-when-should-i-add-people-to-my-account?hsLang=en)** for learning when to add new users in Trainual.
- Upload a .csv to **[bulk-add your entire team](https://help.trainual.com/en/articles/5581415-bulk-invite-team?hsLang=en)** to your Trainual account.

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