Overview
Learner Administration provides authorised customer administrators with tools to manage users in the Skill Dynamics platform. From this area, you can add learners individually or in bulk, edit user information, view assessments, export a user list, and request or cancel learner deactivation.
Use Learner Administration for routine learner additions and deactivation requests. If the feature is unavailable or you cannot complete an action, you can contact Skill Dynamics Support for assistance.
Applies to
- Academy Coordinators who have been granted Learner Administration access.
Before you start
- Sign in to your Skill Dynamics account and check that Learner Administration is available in your navigation menu.
- Have the correct learner details available, especially the registered email address and the required role or learning-plan information.
- For bulk additions, prepare the learner information using the XLSX template available in the feature.
- Review the selected users carefully before submitting a deactivation request.
How to access Learner Administration
1. Sign in to Skill Dynamics. Use your usual platform sign-in method.
2. Select Learner Administration. The Users screen will open, displaying user information and available actions.
Depending on your permissions and company setup, the user list may display Name, Email, Company, Manager, Profiles, Region, Country, Request Status, and Actions.
Screenshot: Learner Administration main Users screen.
How to add a learner manually
1. Select Add new user. Choose Add manually.
2. Complete the user details. Enter the required information shown on the form, including the learner’s name, email, role and applicable organisation fields.
3. Save the user. Review the information before saving.
The fields displayed may vary by customer configuration. The form may include First Name, Last Name, Email, Role(s), Region, Country, Timezone and other user or organisational details.
Screenshot: Add new user — manual entry form.
How to add several learners using bulk upload
1. Select Add new user, then Bulk upload.
2. Download the XLSX template. Use the spreadsheet provided in the feature.
3. Complete the spreadsheet. Include one learner per row, with the requested information.
4. Upload the completed file. Choose the file in the upload area and select Upload.
The template contains fields such as First Name, Last Name, Email, Role, Region, Country, Location, Business Unit and Department. Complete the columns applicable to your organisation.
Screenshot: Bulk upload form with template download and upload area.
How to edit an existing user
1. Find the user. Locate the relevant learner on the Users screen.
2. Open the Actions menu. Select the three dots beside the user and choose Edit.
3. Update the available details. Change the information you are authorised to edit, then save.
Screenshot: User details screen for editing an existing learner.
How to view a learner’s assessments
1. Open the user in edit mode. Find the learner and open their details.
2. Select User’s assessments. This tab lists available assessment records.
3. Open the assessment. From the relevant assessment’s Actions menu, select View.
The assessment view may show assessment results, current and target competency levels, and the Learning Journey generated from the assessment.
Screenshot: User’s assessments tab with an assessment record.
How to request learner deactivation
To remove a learner’s access, submit a deactivation request from Learner Administration. The request is sent for processing; selecting Request deactivation does not immediately deactivate the learner.
1. Select the learner or learners. Use the checkboxes on the Users list.
2. Select Request deactivation.
3. Enter the Reason for deactivation. Provide enough detail to identify why access should be removed.
4. Select Send request. The request is submitted for processing and you are copied on the notification email.
Screenshot: Request deactivation form showing the selected users and reason field.
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Understanding the status: The selected users are marked PENDING DEACTIVATION while the request is awaiting action. This status does not mean their accounts have already been deactivated. |
Screenshot: Request Status displays PENDING DEACTIVATION.
How to cancel a pending deactivation request
If you change your mind before a request has been processed, you can submit a cancellation through Learner Administration.
1. Select the relevant users. Choose the users with a pending deactivation request.
2. Select Bulk Cancel Deactivation Requests.
3. Enter the cancellation reason or remarks.
4. Confirm the cancellation request. Select Bulk Cancel Deactivation Requests in the confirmation window.
Screenshot: Bulk Cancel Deactivation Requests confirmation window.
Submitting a cancellation request notifies the team handling the deactivation. If deactivation has already been completed, contact Skill Dynamics Support for assistance.
How to export the current user list
1. Open Learner Administration.
2. Select Export users. A real-time user report is downloaded for review.
The export may include learner names, email addresses, company and profile details, user and invitation statuses, registration, deactivation or reactivation dates, and last sign-in information where available.
Screenshot: Example information from the exported user list.
If you cannot use Learner Administration
If Learner Administration is not available to you, or an action cannot be completed using the feature, the Academy Coordinator can email support@skilldynamics.com to request assistance with adding or deactivating learners.
Type of request |
What to include |
|
Add one or more learners |
Attach the completed Registration File with the learners’ names, email addresses and relevant learning-plan information. |
|
Deactivate one or more learners |
Provide the learners’ full names, email addresses, employee IDs (if available), and clearly state who should be deactivated. |
|
Add and deactivate in one request |
Separate the learners to add from those to deactivate, and attach the relevant file or lists. |
Requests sent directly to Support by a manager or learner require Academy Coordinator approval before they can be processed.
Example email for an assisted request
|
Subject: Learner Administration assistance — [Company name] Hello Support Team, I am unable to complete the following action using Learner Administration: [add learners / deactivate learners]. Please find the learner details or completed Registration File attached. The issue experienced is: [brief description]. Please confirm once the request has been processed. Thank you. |