LearnWorlds gives you full control over your user base. In this article, you will learn how to manually add users to your LearnWorlds school and efficiently manage them using filters, tags, and advanced search tools.
Add a new User
To manually add a new user to your school:
1. Navigate to Users → All Users and click on Add User.
2. Fill out the User Details for the new account:
- Update the user's first and last name or username, and email.
- User fields: Edit any user fields created in your school.
- User role: Assign a role (Administrative, Instructional, Reporting, or Affiliate).
User Roles are available only on Learning Center plans or higher.
- Enroll user: You can enroll the user in multiple products during creation (see below).
- User tags: Add or remove a tag from the user.
- Validate that the user has given consent to receive emails from this school (when the GDPR is enabled).
- Validation rules: By enabling this option, you choose to bypass registration constraints for users. For instance, if your school requires email verification, you can skip this for the new user by enabling this option. This will auto-verify their email.
3. Click Add User to complete the process.
Enrollment Tab
After clicking Enroll user, you’ll enter the Enrollment tab. Here’s what you can do:
- Select Products: Choose one or more products from the dropdown menu.
Edit Expiration Date: Set a custom expiration date for each product. You can either define a specific date or a custom time period (days, weeks, or months).
If you set a time period, it starts from when you add the user.
Create a Payment Record: Decide whether to create a payment record for this enrollment.
If you enroll the user in multiple products, a single payment record will include all selected products.
Edit Enrollment and Completion Preferences: Choose whether to send the enrollment email and/or payment email to the user. Optionally, mark the course(s) as completed and choose whether to send a course completion email.
Add Additional Notes: You can add internal notes for future reference. These are only visible to you.
User Roles Tab
You can also create a user directly from the User Roles page and assign a role at the same time.
- An activation email will be sent automatically to the new user, asking them to set up a password for the account. The email link is valid for 1 month.
- If you want to add many users at once, use the Bulk import option.
Search for Users
Once users are added, you can locate specific ones using the search bar by entering their name or email. To narrow results, apply filters such as Product, Date, Role, or Status.
You can also filter users by tags by clicking the Tag filter to view and select from available options.
For more detailed search options, check our Reporting Tools here.
Advanced Search
For detailed searches, use the Advanced Search option to apply filters related to Users, Courses, Social features, or UTMs. You can also export the user report (available to Learning Center plans or higher) directly from the top ribbon.
