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Create and manage users

Learn how to manage users, assign roles, use invite links effectively, work with user statuses and filtering, and understand deactivation/reactivation behavior, including automatic deactivation via integrations.

Updated today

Who can use this feature?

  • Available for users with role Owner.
    Learn more about roles and permissions here.

  • Available on All Plans

  • Available on Desktop

Accessing user management

  1. Click on your profile picture at the top right corner.

  2. Select Manage users.
    ​Alternatively: Click on Administration and then select Users from the main navigation on the left side.

User overview

In the user management section, you will see a table listing all users associated with your organization. The table includes the following columns:

  • Name: Displays the user's name, profile picture and email address.

  • Teams: Shows the teams the user is assigned to within your organization.

  • Role: Allows you to select the user's role within the organization. More information on roles and permissions can be found here.

  • Added at: Indicates when the user was added to the organization.

  • Status: Shows whether the user is active, deactivated, or not yet activated.

Note: Users with status Not yet activated still receive transactional emails (for example, mandatory training assignment and reminder emails, event invitations, and calendar updates). They do not need to log in first to receive these emails. Users with status Deactivated do not receive emails.

Automatic deactivation via integrations

If you synchronize users from HR systems (for example, Personio or Microsoft Entra ID), users are automatically set to Deactivated when their external status changes to inactive or when they are no longer found in the external system. Manually created users are not automatically deactivated by integrations.

For setup details, see the integration guides for Personio and Microsoft Entra ID.

Understanding user statuses

  • Active: Can log in and can be assigned or shared learning paths.

  • Not yet activated: Has not logged in yet but still receives transactional emails.

  • Deactivated: Cannot log in, cannot receive new assignments, and does not receive transactional emails.

Searching and filtering users

Above the user overview table, there is a search field to filter users by name. Additionally, you can use the Filter list button to open a window with various filter options:

  • Filter by roles

  • Filter by user status (Active, Not yet activated, Deactivated)

  • Filter by teams

Click Apply filters to confirm your selections or Reset filters to clear all filters.

Viewing user profiles

Click on a user's name or profile picture in the user overview table to view their user profile.

Adding new users

  1. Click the + Users button at the top right.

  2. Input one or more email addresses in the provided field. Separate multiple addresses with a tab, space, comma, or semicolon. You can also copy‑paste a column of emails from a spreadsheet (e.g., Excel).

  3. Click Add emails to display the addresses in a table.

  4. For each email, enter the first name, last name, select the desired role, and set the user's language. First name and last name are required fields.

  5. Click Add users to send invitation emails. Users will appear in the table with a status of "Not yet activated" until they register and accept the invitation.

Add new users form

Tip: Directly added users appear as Not yet activated but you can already manage them (e.g., add to teams, assign learning paths, and managers can rate their skills).

Note: If your organization configured Email Domains in Administration → Settings → Security, you may see a warning when inviting a user whose email domain is not on the allowed list. As an Owner, you can still send the invitation and the user can register with that email.

Tip: The user's language setting determines the preferred invitation email language. If that language is not yet available for transactional emails, the invitation will be sent in English as a fallback.

After being added, users with status Not yet activated will also receive transactional emails for assignments and invitations as described above.

Note: At the moment, it's not possible to set initial user passwords directly through the user interface. If you need to add a large number of users and/or want to set initial passwords, please reach out to edyoucated customer support. We’ll be happy to assist you and import your user data via CSV import.

Adding users who already have an edyoucated account in another organization

If the email belongs to a user who already has an edyoucated account in a different organization, direct add is blocked to protect privacy and data separation. A warning or error will appear.

Note: If a user already has an edyoucated account in another organization, you cannot add them directly via the users page. Ask them to join via an invitation link instead.

  1. Open Manage invite links on the user overview page.

  2. Copy the Organization invitation link or the Team invitation link.

  3. Send the link to the user. They can confirm and join your organization (or the specific team) themselves.

Resending invitations

If the user's status is Not yet activated, do the following to resend the invitation:

  1. Hover over a table entry and click the three dots to open the context menu.

  2. Click Resend invitation.

Deactivate users

If the user's status is Active, do the following to deactivate the user:

  1. Hover over a table entry and click the three dots to open the context menu.

  2. Click Deactivate user.

  3. In the dialog window, click Deactivate to confirm the deactivation.

Note: When a user is set to Deactivated:
• They cannot log in to your organization. Login attempts redirect them to the Join organization screen with a banner stating You have been deactivated.
• They cannot be given new access to learning paths. They are excluded from user search when sharing or assigning content.
• They keep previously granted access (shown in the UI for transparency) but cannot use it while deactivated.
• They do not receive transactional emails.
​
Team managers and admins still see deactivated users in lists with a deactivated badge. Admins may remove deactivated users from teams if needed. You can always reactivate a user at any point.

Reactivate users

If the user's status is Deactivated, do the following to reactivate the user:

  1. Hover over a table entry and click the three dots to open the context menu.

  2. Click Reactivate user.

  3. In the dialog window, click Reactivate to confirm the reactivation.

Note: Reactivation sends a transactional email informing the user that their access has been restored. The user is set back to Active and can use your organization on edyoucated as usual, including being assigned learning materials.

Email content differences (manual vs. automatic)

If a user is deactivated manually, the email includes the admin’s name who performed the action. If a user is deactivated automatically via integrations, the email uses a generic message and does not include an admin name.

Remove users

  1. Hover over a table entry and click the three dots to open the context menu.

  2. Click Remove user from organization.

  3. In the dialog window, click Remove from organization to confirm removing the user.

Note: If you remove a user from your organization, they are permanently prevented to access your organization on edyoucated. You will not be able to manage these users, their profile and their learning history anymore.

Using invitation links

Invitation links are useful for adding users without pre-entering their information. There are two types of invitation links:

  • Organization invitation link: Adds users to the organization.

  • Team invitation link: Adds users directly to a specific team.

Do the following to create and use invitation links:

  1. Click Manage invite links on the user overview page.

  2. Use the Copy organization link or Copy team link buttons to share the links with potential users.

Manage invitation links dialog

Note: Users added via invitation links are initially set as regular members. You can change their permissions after they register.

Tip: Click the refresh icon to invalidate the current link and generate a new one. This is useful if a link has been shared but should no longer be valid.

How domain restrictions affect invites

  • Organization or team invite links: Users can register with any email. They are automatically added to the organization only if the email domain matches Email Domains. If it does not match, they land on the Choose your organization screen.

  • Choose screen visibility: Users only see organizations that listed their email domain in the Domains field (Settings → Security). Other organizations do not appear.

Learn how to configure Domains and Email Domains in Manage organization settings.

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