Although every Account Admin may manage their users a little differently, there are common tasks and tips which will help your training to run smoothly. One of the most pressing questions for Account Admins is, "How do we keep our user population up-to-date?" Have you wondered that very same thing? Follow along with this article and learn the important tasks and best tips for managing your users.

SKIP AHEAD TO:

• How do I add new hires?
• How do I make edits to existing users?
• How do I remove terminations?
• How do users get placed into groups?
• How do we exclude a list of users from a group?

How do I add new hires?

There are several options for adding users as you are onboarding them. 

• Manually Add a User
• Manual CSV Import
• Scheduled CSV Import

Add User Tool

When manually adding users, please take these items into consideration:

• Complete all Required Fields as well as any fields that Dynamic Groups use
• An Emtrain Account Set-up Email will be sent to added users

User Roster Template

Both the Manual CSV Import tool and the Scheduled CSV Import tool depend on the User Roster, so let's go over a few key points about the roster spreadsheet. 

Field Mapping

Fields were originally mapped as closely to the original upload spreadsheet as possible. Spreadsheets should continue to be uploaded in the same column order for all future uploads to ensure data is placed correctly. Should you need to update the mapping, you are able to do so upon upload by reconfiguring which columns match which fields. Keep in mind that future uploads will follow the most field mapping for the last upload in the CSV import list. 

Download Options

• Download CSV: This will download a complete roster of users in the column order mapped to the most recently imported spreadsheet. This is helpful when you want to review all users on your account for edits, terminations, and so forth. 
• Download Template: This will download the column headers mapped to the most recently imported spreadsheet. This is helpful when you need to add a list of new hires and wish to know the column order.
• Download CSV of all Users: This will download a complete roster of users with the visible fields on the User Roster. This is helpful when you want to analyze data that is not typically included on the import mapping.

Field Formatting

Some fields look for specific formatting or other key data when importing. Be sure you review and update your spreadsheet to include the following items:

• Email = unique sync key (a new email address will create a new profile). Accepted characters include: ! $ & * - = ` ' | ~ # + / ? _ { }
• EEID = unique field (no two users on the account can have the same EEID)
• Status = active / inactive / onLeave or On Leave (case sensitive)
• Supervisor? = Yes / No (if this is not included, it will default to No)
• Dates = YYYY-MM-DD (if sent in an alternate format, the date may not be available for selection)
• Exempt? = Yes / No (if this is not included, it will default to No)
• Manager Email = email of a supervisor also on the account (if the supervisory user is not included on the account the user will not be added)

Manual CSV Import Tool

This tool enables you to import a group of users using a CSV Roster. It is certainly a quick and simple process, but there are a few key things to consider:

• It is most helpful to keep the column order the same for each upload. Fields can be mapped to your HRIS spreadsheet to simplify the process. 
• Any new columns you add will simply need to be added to the mapping. You can either place them to the right of existing data on the spreadsheet for easy mapping or re-map the fields to adjust the column order.
• Feedback for issues with the upload will be available under the Import Status section of the CSV Import Tool. Error messages will indicate a problem with data, some will result in the user not being imported (for example, if the EEID already exists on the roster) and some error messages are more informational. 
• If the CSV Roster spreadsheet includes more than 1000 users, the system will queue it for overnight upload and the import will not happen immediately.

Scheduled CSV Import (SFTP)

The Scheduled CSV Import Tool uses a SFTP transfer to send the roster to Emtrain. Properly uploaded files placed in the queue should take no more than an hour to upload successfully.

• Sync field = email address
• EEID = unique

Roster Update Frequency

The cadence of updates it completely unique to each company and there are no requirements. You might consider sending it: 

• • Weekly—Our best practice recommendation is to send an update on a weekly basis. A weekly update often follows along with the hiring cadence. 
  • Monthly—Some clients with a low-level of changes choose to send the file on a monthly basis. Employee changes are typically lower in number and not something that require immediate action. 
  • Combination—Many clients do a combination of weekly and monthly. Often, a New Hire report is sent weekly while terms and edits are sent over monthly.

How do I make edits to existing users?

What will I need to edit manually on individual profiles?

• Email addresses must be updated manually because email is the sync key
• Giving or removing Account Admin access must be done manually
• All other edits could be made on a Manual or Scheduled CSV Import

Can I download and edit a full roster?

• Use the Users > CSV Import Tool > Download CSV as the starting roster
• Any edits on the spreadsheet will over-write Emtrain User account details once uploaded
• Any changes to email addresses must be made manually

How do I remove terminations?

There are several options for removing users as you are off-boarding them. 

• Manually Deactivate a User on the User Profile
• Manual or Scheduled CSV Import by setting their Status to "inactive" (case sensitive)
• Please note: Excluding users from a roster does not deactivate them 

How do users get placed into groups?

How are groups formed?

Dynamic groups are formed by group rules and are fluid dependent upon the data in fields on Users' Profiles. Static groups are formed by manually selecting Users to be part of them. 

How do I add a user to a group?

If your account is set-up with Dynamic groups, users will qualify for and be automatically added to groups based on the criteria set by group rules. If someone seems to appear in the "wrong" group, it is likely that the data in the critical fields is causing this "error." Review the Dynamic group rules to be sure they are accurately including and excluding who you wish. 

If you use Static Groups, you will you be adding users to groups manually. 

Common Criteria for Creating Dynamic Groups

There are some considerations when creating groups. Users are included and excluded depending on the criteria set in Dynamic group rules which will use the roster fields. Think about these different variables:

• Duration for the campaign—If some should be given a different duration of time for training (for example, new hires) then they should be placed in a separate group & separate campaign.
• Difference in Email Cadence—If some should be emailed less than others, they should be placed in a separate group & separate campaign.
• Difference in Training Cadence—Those training annually should be placed in a different group than those training biennially.
• Different in Training Programs—If there are differences in the content to train on, users will need to be in different campaigns and therefore different groups (this will be the case for supervisor vs. non-supervisors versions of programs or US vs. International Users)
• Exclusion of Certain Users—If there is a reason to exclude people, criteria must be set to include or exclude Users. 

How do we exclude a list of users from a group?

Sometimes there are reasons to exclude certain users from traditional groups. Below are some example solutions of common reasons users are excluded from Dynamic groups.

Exclude Execs

There are a few ways this could be accomplished:

• Create a group rule which says "email IS NOT name@company.com" and add as many email addresses as are necessary
• If you have a Job Level code or Department, you could add a group rule to say "Job Level IS NOT Executive Team"

Attended Live Training or Recently Trained

• Add a field for Last Harassment/Security/Etc Training
• Use a code like 2019LIVE to indicate they received live training in 2019
• Create a group rule to say "Last Training DOES NOT CONTAIN 2019LIVE"