Overview: Each user of the Flow Learning Platform needs an account for access. Learner accounts must be created for each user before they can log in and use any of the content or tools. Here we look at how to add these user accounts.
Adding learners through Mapal OS
For users on Mapal OS, your learners should now be added as employees on the Mapal OS dashboard.
- Select Company > Learners, and you should be taken to the correct location automatically.
- Follow the process to add a new employee to an operator.
Note: if you're not sure whether you are on Mapal OS, contact your customer success manager.
Adding learners through the Flow MS
Start from: The Flow Learning Dashboard.
Select Company > Learners to view a list of all learners in the company.
Select Add
Enter the new learner’s details in the fields.
Note: Mandatory fields are marked with an asterisk (*). Any fields which are not mandatory can be left blank when creating a new learner and updated later if necessary.
- Branch - Use the dropdown menu to select the branch that this learner is associated with.
- Forename*, Surname* & Date of birth - The learner’s personal details.
- Employment start date & Employment end date - The date the learner started and their last day at the company.
- Note: The Employment end date is usually left empty for new learners and entered only when they are leaving.
- Job title* - Use the dropdown menu to select the learner’s job title.
- External identifier - Links the learner account with external systems. This is automatically populated via the feed process, though can be included if a learner is added manually to the system.
- Email address* - The email address the learner will use to log in. This is also where email notifications from the system and password reset messages will be sent.
- Learner notes - A space for notes about the learner. Only visible by viewing the learner record on the Flow Management System.
- Learner performance - A space for notes about the learner’s performance. Only visible by viewing the learner record on the Flow Management System.
- Branch identifier - Links the learner account with external systems. Controlled by automated feed processes. This can’t be entered manually.
- Identifier - Links the learner account with external systems. Controlled by automated feed processes. This can’t be entered manually.
Select Save to complete the process and create the new learner’s account in the system OR select Close to cancel the process and return to the learners page.
The learner will immediately appear on the platform and receive a welcome email.
When an individual learner leaves
When a manually added learner leaves your company, you'll need to mark them as a "leaver" on the system. Update their record with an employment end date or mark them as a leaver (which populates the end date as the date they are marked as a leaver).
Adding learners via Feed
If you have an integrated HR/Payroll system feed set up correctly, you won't need to add learners manually - new learners will be synced automatically. This workflow is the same for Flow and OS.
When a feed learner leaves
When an automatically added learner leaves the company, the record will automatically be updated with their employment end date. Their account will become inactive on the system after that date.