Managers and administration

Inviting people, and seats

How to add and invite people one at a time, as a list or from a CSV file, resend an invitation, and remove someone.

You manage your people on the Users and access page. Open it from the app's Profile page, under Account. Managers see it, and it comes with every paid business plan. The free plan has no user management.

Unlimited users

On paid business plans the price is flat per organisation and there is no limit on users. You can invite all your staff without buying anything more.

At the top of the page is Seats in use. Active and invited people use a seat; disabled people don't. Show who uses a seat narrows the list to exactly those people.

• If your organisation has no seat limit, the figure says no seat limit underneath.
• If a seat limit has been agreed for your organisation, the figure reads in use / seats. Once every seat is taken, you can't add or invite anyone until you disable someone or withdraw an invitation.

Invite one person

1. Under Add person, enter their work email. Name is optional.
2. Choose a role: Learner or Manager. Roles and access explains the difference. Managers come with Platform + manager console + audit and with Enterprise. On Platform the only manager is the main admin, so everyone else is invited as a learner.
3. Leave Send an invitation link by email ticked and press Add person.

If you untick Send an invitation link by email, the person is active straight away and gets no email. Tell them yourself that they sign in at app.cyberact.io with their own work email.

Invite many at once

As a list of addresses

Paste a list of addresses under Add several people: the recipients of an email, say, or a column from a spreadsheet.

• Separate the addresses with line breaks, commas, semicolons or spaces.
• Name <address> works too, and the name is kept.
• Everyone gets the same role (Role for everyone) and, if you like, the same department (Department for everyone).
• A list can have up to 500 addresses.

Press Preview. You see what will happen to each address, and nothing is saved until you confirm.

From a CSV file

Under Import people from a CSV file, Download a template gives you a file to start from.

• The columns are email, name, role and department.
• The role is optional and defaults to learner. It can be learner or manager. On Platform a manager row is not imported, and the preview says why.
• The department is optional too. A department that doesn't exist yet is created, and someone already in the organisation is moved to the department the file names.
• Separate the columns with commas or semicolons. Save the file as UTF-8: in Excel, choose CSV UTF-8 (Comma delimited).
• A file can have up to 500 rows and be up to 256 kB.

Choose the file and press Preview. The file itself is not kept.

What the preview tells you

The preview shows what will happen to every row:

When it all looks right, confirm the import.

Once the invitations are sent

Invitations go out in batches of 25. If some are still waiting, Invitations has a Send the next 25 button.

The invitation comes from support@cyberact.io with the subject You have been invited to Cyberact. The person opens the link, presses Send the sign-in code and signs in with the code that arrives by email. Signing in for the first time accepts the invitation, and they become active.

An invitation lasts 7 days

An invitation link is valid for 7 days from sending and works once. Invitations shows every open invitation with when it was sent, when it expires and its state: Valid, Expired or Waiting to be sent.

• Resend sends a new link. The old one stops working.
• Withdraw asks you to confirm first. The link then stops working, the person leaves the list and their seat becomes free. You can invite them again later.

You can't change an invited person's role or status. Withdraw the invitation and invite them again, or wait until they sign in.

When someone already has a Cyberact account

You can invite someone who already has a Cyberact account in another organisation, such as their own account or a previous employer's. Invite them one at a time under Add person. In a list or a CSV file their address shows as Cannot be added.

The invitation page tells them that their learning history moves with them. Nothing moves until they accept the invitation and sign in with the code. Their completions, answers, memory bank, XP, streak and achievements then come over to your organisation. The organisation they leave no longer sees their progress and keeps no copy of it.

An open invitation like this uses a seat, as any invitation does.

Removing someone

The actions in the list give you two ways to take someone's access away.

Disable stops them signing in, and their open session ends. Their progress stays with the organisation as evidence of their training, and their seat becomes free. You can bring them back later with Enable.

Delete removes the person and all of their data for good: their account, completions, answers, memory bank, daily quizzes and profile. In the access log their email address is replaced with an identifier. Backups keep the data for up to 14 more days. The same delete is on the manager console's People page.

You can't delete yourself, or change your own role or status. The organisation's only active manager can't be deleted.

Related guides

• First steps after buying
• Roles and access
• The sign-in code doesn't arrive