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Send invitations individually or in bulk

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Alex
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You are able to invite learners to a learning program in two ways:

1. Individually
2. In bulk to avoid having to send out individual invitations

Individually

There are two ways you can find the option to send individual invitations:

First Option: 
Users homepage > + Invite Learners

1. Select Invite Learner 
2. Fill in required fields: Name and Email. External ID is an optional field.
3. Click Continue.
4. A pop-up to choose a program will appear:

  • Choose the program you want to invite learners to. You can only select one program at a time. ⭐Tip: You can also type the program name in the search bar to filter the list. 
  • Click Continue once your selection is complete.

5. A pop-up to choose a contract will appear:

  • Choose the contract you want to associate the invited learners to. You can only select one contract at a time.⭐Tip: You can also type the contract name in the search bar to filter the list.
  • Click Continue once your selection is complete.

6. Review the invitation preview for errors. During this stage you will want to review the below for accuracy:

  • Learner details
  • Program
  • Contract

7. Check the box for Send invitation to new learner if you want invitation email to be sent. Uncheck this box if you do not want an email to be sent. 
8. Click Send invitation if the box to send invitations to new learner is checked or Create invitation if the box is unchecked. 
9. Confirmation messages will appear once complete. Exit out of these messages.

Second Option: 
Admin homepage > Learning Programs section > Learning Program card

1. Click the Manage Learners tab
2. Click the +Invite Learners dropdown
3. Click Invite Learner
4. Fill in required fields: Name and Email. External ID is an optional field.
5. Click Continue.
6. A pop-up to choose a contract will appear:

  • Choose the contract you want to associate the invited learners to. You can only select one contract at a time.⭐Tip: You can also type the contract name in the search bar to filter the list. 
  • Click Continue once your selection is complete.

7. Review the invitation preview for errors. During this stage you will want to review the below for accuracy:

  • Learner details
  • Program
  • Contract

8. Check the box for Send invitation to new learner if you want invitation email to be sent. Uncheck this box if you do not want an email to be sent. 
9. Click Send invitation if the box to send invitations to new learner is checked or Create invitation if the box is unchecked. 
10. Confirmation messages will appear once complete. Exit out of these messages.

Bulk Invitations

There are three ways you can find the option to send invitations in bulk:

  1. The Admin homepage > "Learner engagement with the platform" section > Invite learners button 
  2. The Users homepage > + Invite Learners button.You will see two options: Send Bulk Invitations and Invite Learner. Select Send Bulk Invitations. 
  3. The Learning Programs section > Invite learners link

A pop-up to choose a program will appear (Note: this pop-up will appear for only options 1 and 2 above):

  1. Choose the program you want to invite learners to. You can only select one program at a time. ⭐Tip: You can also type the program name in the search bar to filter the list. 
  2. Click Continue once your selection is complete.

A pop-up to choose a contract will appear:

  1. Choose the contract you want to associate the invited learners to. You can only select one contract at a time. ⭐Tip: You can also type the contract name in the search bar to filter the list. 
  2. Click Continue once your selection is complete.

Click on download the .csv template link:

  1. Open the CSV file and add rows for all your learners. Note: All 3 headers are required.
  2. “Full Name” and “Email” are required fields.
  3. “External ID” is an optional field (even if you don’t fill this column, make sure to include the header)

Go back to the popup prompt and click the browse files link and upload your completed CSV file. You can also drag and drop the file into this page:

  1. Click Upload 
  2. Review the file upload preview for errors. During this stage you will want to review whether:
    • all rows were uploaded
    • the program is correct
    • the contract is correct
  3. Check the box for Send invitations to new members after import if you want invitation emails to be sent. Uncheck this box if you do not want emails to be sent out. 
  4. Click Send invitations if the box to send invitations to new learners after import is checked or Create invitations if the box is unchecked.

A confirmation popup will appear stating the import is complete and that the invites were sent (if applicable): Click Close.