Add a User
Administrators add people to a Learning Program from the User Management screen, either by creating a new Skyllful account or by importing someone who already has one, then setting their Simulator, IQ, and Studio access.
What are the two ways to add a user?
Both start in the same place. Open the Learning Program, click Users under Quick Links, and the User Management screen opens on the Users tab. At the top right of the user list, click the plus (+) icon.
Option |
Use it to |
|---|---|
| New User | Create a Skyllful account for someone who does not have one yet. |
| Import User From Other Learning Program | Give an existing Skyllful user access to this Learning Program. |
Users belong to a Learning Program, not to your organization as a whole. Someone who already trains in one program has to be added to a second one before they appear in its user list, and importing is how you do that without creating a duplicate account.
Note: Build the top of your reporting chain first. Every Learner needs a manager, and only someone with Skyllful IQ access can be one, so a new Learning Program needs at least one IQ user before its first Learner can be added.
How do you create a new user?
Step |
Action |
|---|---|
| 1 | Open the Learning Program, then click Users under Quick Links. |
| 2 | At the top right of the user list, click the plus (+) icon. |
| 3 | Choose New User. The Create User window opens. |
| 4 | Choose the Authentication Type. SSO is selected by default, and your choice changes which sign-in fields you fill in. |
| 5 | Enter the First Name and Last Name. |
| 6 | Enter the Person Number. This is the person's unique identifier in Skyllful, and it is required. |
| 7 | Under Access, open the Simulator, IQ, or Studio tab and turn on the access this person needs. A tab's fields stay inactive until you turn its access on. |
| 8 | Click Create. |
Note: The Person Number is what tells one person apart from another in Skyllful. Most organizations already issue something that fits, an employee number or a badge number, and that is the value to use. If yours does not, assign a number in Skyllful and apply it consistently from then on.
Which fields does each authentication type require?
The authentication type decides how the person signs in, and the window rearranges itself as soon as you choose.
Authentication Type |
Sign-in fields |
Choose it when |
|---|---|---|
| SSO (default) | Email, required | The person signs in through your organization's identity provider. No password is set in Skyllful. |
| Skyllful Authentication | Username and Password, both required | The person signs in with Skyllful credentials. Email becomes optional and moves beside Person Number. |
How do you set a user's access?
Access carries three tabs, one per Skyllful component. A person can have any combination, including all three. Each tab opens with a single checkbox, and everything below it stays inactive until that checkbox is on. A green dot appears on a tab once its access is turned on, so you can see at a glance what this person will get.
Tab |
Turn on |
Then set |
|---|---|---|
| Simulator | Enable Simulator Access | Manager and Job Role, both required. Region, Market, Warehouse, Location, and Tags are optional and appear only on this tab. |
| IQ | Enable IQ Access | IQ Permissions, required, chosen from a list. Manager is optional here. |
| Studio | Enable Studio Access | Studio Permissions, optional. Select All and Unselect All act on the whole list. |
Note: You do not have to leave this window to create a job role. Open the Job Role list, type the new title into the Job Role Name box, and the row at the bottom of the list becomes + Add followed by what you typed. Click it and the role is created and ready to assign. The same list shows how many people already hold each role. To rename or archive a role later, see Manage Job Roles.
Note: To give someone read-only Studio access, turn on Enable Studio Access and leave every permission unselected. Skyllful confirms it for you: the label changes to Enable Studio Access (Read Only).
Who can be a manager?
Only a user with Skyllful IQ access. That is what makes the manager relationship mean something: IQ reports on the people who report to you, so a manager without IQ access would have nowhere to see their team.
The Manager list enforces it rather than leaving it to you. It offers only the users in this Learning Program who already have IQ access, and everyone else is simply absent from it. Type into the Manager Name box to narrow a long list.
Two things follow from that:
- Managers cannot be created on the spot. The Manager list has no + Add row, unlike Job Role. If the person you want is missing, give them IQ access first, then come back and assign them.
- Every Learning Program needs a top-level IQ user. Someone has to sit at the top of the chain before anyone can report to them. Create that person before you start adding Learners, or the required Manager field will stop you on your very first one.
How do you import a user from another Learning Program?
Step |
Action |
|---|---|
| 1 | On the User Management screen, click the plus (+) icon and choose Import User From Other Learning Program. |
| 2 | In the Add User window, choose the person from the Skyllful User list. It is required. |
| 3 | Enter the Person Number, and an Email if this program needs one. |
| 4 | Under Access, set the person's Simulator, IQ, or Studio access for this program. |
| 5 | Click Add. |
Note: The Add User window does not ask for a name or an authentication type, because the account already exists. Access, on the other hand, is set per program, so someone who develops content in one Learning Program can be a Simulator-only Learner in another.
FAQ
Do I have to enter a Person Number?
Yes. It is the unique identifier for that person in Skyllful. Use your organization's employee or badge number if you have one. If your organization does not issue one, create a number in Skyllful and apply it consistently, because it is what keeps one person distinct from another.
Why is the person I want missing from the Manager list?
Because they do not have Skyllful IQ access. The list only offers IQ users. Give them IQ access, then assign them as a manager.
Do the job roles have to exist before I add users?
No. If the role you need is not in the list, type it into the Job Role Name box and click + Add. The role is created in the Learning Program and assigned to the user you are building.
Do I need an email address for every user?
Only for SSO users, where Email is the sign-in field. Skyllful Authentication users sign in with a Username and Password, and their email is optional.
Why are Manager and Job Role greyed out?
Turn on Enable Simulator Access first. Both fields belong to the Simulator tab and stay inactive until that checkbox is on. Manager also appears on the IQ tab, where it is optional.
Can I add many people at once?
Yes, with a CSV file. See Bulk Import and Export Users.
Does adding someone to one Learning Program add them everywhere?
No. Access is granted program by program. Use Import User From Other Learning Program to bring an existing user into a second program rather than creating a second account for them.
Skyllful Knowledge Base | Administrators