We recommend starting off in the Groups area prior to the Users area. Groups allow you to easily segment your users into different cohorts, allowing you to manage enrollments and reporting for multiple people at once.

Groups are accessed by clicking on Users & Groups, followed by Groups.

You can click on the button in the upper-right (under Create New Group) to toggle between list and organizational chart views.

Click the Create New Group button to create a Group, and Name it.

In the Courses & Learning Paths tab, use the dropdown to select Courses and Learning Paths to assign to the Group. Click followed by the Assign button.

All current Group members, as well as any members added in the future, will be enrolled into the selected training.

For example, you could create a New Hires Group and assign all orientation/onboarding courses to it — whenever you have a new hire, just add them to the New Hire Group to ensure all of their onboarding training is assigned.

The Create a Sub Group button will create a subgroup in the organizational chart hierarchy, allowing you to easily create any organizational structure you require.

To add individual users to your platform, click on Users & Groups, then on Users.

Click the Add User button.

Fill in the form and click the Create New User button at the bottom.

After a user has been created, you can click on their name in the Users page to access their profile, make edits, and view their information that includes all their current and completed training.

o access the bulk actions, click on Users & Groups, then on Users. Click on the Bulk User Management button.

Use the radio buttons to select the action you want to perform.

The following actions are available, and you can click on the links to jump to the relevant sections.

Add Users: Allows you to add multiple users to your platform at once.

Edit Users: Allows you to modify the information of existing users, as well as import previous course records in bulk.

Deactivate Users: Allows you to deactivate multiple users at once, preventing them from logging into the platform.

Reactivate Users: Allows you to reactivate multiple users at once, granting them access to the platform.

Delete Users: Allows you to permanently delete users from the platform, including all of their respective course records.

Recover Users: Allows you to recover deleted users and their course records, as long as they were deleted within the last 30 days.

To add users in bulk, click on the Download CSV Bulk Add Template button. This will download a CSV file that can be opened in Excel or another similar program. After filling it in click on the Select a file to upload button to upload it into SkyPrep, or drag-and-drop the file into the upload area. You can click on the V button for instructions at any time.

This is what the CSV document will look like:

Important: The first three columns: first_name, last_name, and email are mandatory. The user will not be added unless these columns are filled in.

email_notifications: Enter Yes/No or True/False — Determines whether a user will have Email Notifications turned on. Email notifications do not include the user's login information — they must be turned on separately.

send_login_info: Enter Yes/No or True/False — If enabled, the New Account Email will be sent upon user creation. This will include the users' usernames and passwords. If you do not enable Send Login Info, your user will not receive their login credentials and you will have to manually notify them. Enabling this option will automatically generate a password for the user unless a password is specified in the password column.

Everything else is optional:

You can add additional columns from your Custom Labels area by entering the Default Value for the field you want to include, while following the same column formatting. For example, if you want to add the Ca 1 field, enter it as ca_1.

The expected format for the columns is all lowercase, with underscores replacing spaces.

Once the file is uploaded, your platform will run a check to ensure that all rows are valid. If any are invalid, such as missing an email or an entered email is already in use, you'll be notified of both the error and the row in which it's found.

If all rows are valid, click on the OK button to continue the process.

Click Next to proceed to the next screen.

The following screen will allow you to double check your imported information prior to the users being added. If a user was added accidentally, you can click the Actions button to remove the row prior to the file being uploaded.

Once checked, click the Add Users button.

Double check that the number of users pending upload is what you expect, and if it is, click the Confirm button to finalize the file upload and begin the user creation process.

To edit your existing users, click on the Download CSV Bulk Edit Template button to download the pre-filled CSV that contains all of your existing users and their information. If you enable the Include courses in template button, the CSV will also include their enrolled courses and course-related statuses and dates, such as completion dates, which can be used to edit progresses in bulk.

The edited CSV can be uploaded into the platform using the Select a file to upload button, or by dragging-and-dropping the file into the area. Clicking on the V button will display instructions.

When editing the file, ensure that the skyprep_internal_id column is not edited or deleted — this column is mandatory and your edits will not work if it is changed or removed.

If necessary, you can add additional columns from your Custom Labels area by entering the Default Value for the field you want to include, while following the same column formatting. For example, if you want to add the Ca 1 field, enter it as ca_1.

The CSV can also be used to import course data for your users.

In empty columns, enter Course 1, Course 1 Status, Course 1 Date Started, Course 1 Date Finished, and Course 1 Expiration Date. If downloading the CSV with the Include courses in template option enabled, change the number accordingly, ensuring that the hasn't yet been used.

Note: The headers must use the "Course 1", "Course 2", etc. format. Do not substitute "Course X" with the actual name of the course in the headers or the import will not work.

If the course does not already exist in the platform, you will need to create the course first. You can simply go to the navigation bar and click Teaching, then Courses, then click Create Course and enter the name of the course. You do not need to add any items to the course if you do not plan to use it, as this can just serve as a placeholder.

If you do not intend to use this course, you can make the course inactive.

After verifying that all the courses from your users' historical records have already been added to the platform, you can return to the spreadsheet.

In the Course X column, enter the names of the course, exactly the way it's spelled in your platform.

In the Course X Status column, you will need to enter either not-enrolled for users that should not be enrolled in the course, not-started for users that are enrolled but have not started the course, passed for users that have passed, and failed for users that have failed the course.

In the Course X Date Started and the Course X Date Finished columns, enter the corresponding dates in dd/mm/yyyy format. For example, September 15th, 2025 would be entered as 15/09/2025.

If a user has not been enrolled in a course, leave these two columns blank, if they are enrolled but have not completed the course, only fill in the Course X Date Started column, and fill in both the Course X Date Started and the Course X Date Finished columns if they have finished the course.

Do the same for Course X Expiration Date if required. This will be used to calculate the date that users are re-enrolled into the course. For more information about re-enrollment, click here.

Once the file is uploaded, your platform will run a check to ensure that all rows are valid. If any are invalid, such as missing an email, you'll be notified of both the error and the row in which it's found.

If all rows are valid, click on the OK button to continue the process, then click on Next.

On the following screen, you'll see a preview of the users with the new information. You can click on Actions to remove any users that you do not want to update.

Once the data has been confirmed to be correct, click on Edit Users.

Confirm that the number shown matches the number of users that you are expecting to be edited, then click on Confirm.

You can deactivate accounts for users who should no longer be able to log into the platform whose information you want to retain.

Click on the Download CSV Bulk Deactivate Template button to download a CSV file. In the file, enter the emails or usernames of the accounts you want to disable.

The edited CSV can be uploaded into the platform using the Select a file to upload button, or by dragging-and-dropping the file into the area. Clicking on the V button will display instructions.

Alternatively, you can simply enter the emails of the users you want to disable in the text field, separated with commas, spaces, or new lines. Please note that you can only use this method with emails — non-email usernames are not supported and must be done via CSV instead.

After uploading the CSV, the platform will check to ensure that all rows are valid. If any are invalid, such as attempting to deactivate an account that does not exist, you'll be notified of both the error and the row in which it is found.

The same check will be performed for the text field after clicking outside of the text field after the emails have been entered.

Click on OK, then on Next.

On the next screen, you'll be able to confirm the users that are set to be disabled. You can use the Actions button to remove users from the list to prevent them from being disabled.

Click on Deactivate Users to proceed.

Ensure that the number of users set to be disabled matches the expected number, then click on Confirm to finalize the deactivation process.

You can reactivate users in bulk by using the checkboxes beside their name, or at the top to select all users.

Reactivated users will be granted access to the platform and will be able to log in.

After selecting the users, click on the Next button.

On the next page, confirm the list of users that will be reactivated. You can remove users from this list by clicking on the Actions button.

Once confirmed, click on the Reactivate Users button.

Confirm that the number shown matches the expected number of users you want to reactivate, then click on Confirm.

Users can be deleted from your platform in bulk. Please keep in mind that this process will also delete their course history. Deleting a user is permanent and cannot be undone after 30 days have passed since their deletion.

To delete users, click on the Download CSV Bulk Delete Template button to download a CSV file. In the file, enter the emails or usernames of the accounts you want to disable.

The edited CSV can be uploaded into the platform using the Select a file to upload button, or by dragging-and-dropping the file into the area. Clicking on the V button will display instructions.

Alternatively, you can simply enter the emails of the users you want to delete in the text field, separated with commas, spaces, or new lines. Please note that you can only use this method with emails — non-email usernames are not supported and must be done via CSV instead.

Click on the Next button to continue the deletion process.

The following page will display all of the users that are going to be deleted. You can click on the Actions button to remove users who should not be deleted.

Once you've checked the users, click on Delete Users.

Confirm that the number of pending deletions matches the expected number of users. If it does, enter delete X users in the text field, replacing X with the specified number of users. Click on Confirm Delete to delete the users.

If you need to recover users deleted within the past 30 days, select the users using the checkboxes beside their names. You can use the top checkbox to select all users.

Click on Next to continue.

The next page will display the users that are set to be recovered. Confirm that it is correct — users that should not be recovered can be removed by clicking on the Actions button.

Click Recover Users to continue.

Confirm that the displayed number of users matches the number of users you want to recover. If it does, click on Confirm to finalize the recovery process.

The Permissions & Roles feature, accessible under the Users & Groups area, allows you to create any number of custom roles in the platform, giving you complete control over what your users can see and access.

This area is divided into four tabs, Power Users, Roles, Datasets, and Automated Power User Assignment

Roles determine what permissions are assigned to a user, such as the ability to edit courses or update course progresses. Datasets determine where those permissions are applied, such as which courses they can edit and whose course progresses are visible. Power Users are the users that have a Role and Dataset applied to them. Automated Power User Assignment automatically assigns Roles and Datasets to users who match specific rules.

To begin creating Power Users, click on the Roles tab and then the Create Role button.

You’ll see all of the possible permissions, each broken down into different categories. Use the checkboxes to enable the permissions you want the Power User to have.

Once you’re satisfied with the permissions they’ve been assigned, click the Create button.

You’ll also need to create a Dataset to specify where your newly created role can apply its permissions.

Click on the Dataset tab and on Create Dataset.

You’ll be able to specify items and areas they can access and view. Most options will have three settings, None, All, and Subset.

When selecting None, this will prevent the Power User from seeing anything related to the item. All will allow access to all of the items related to the datasets. Subset lets you specify particular items that they have access to.

If Subset is chosen, you have two additional options available:

Regardless of what you’ve chosen, it’s important to carefully consider what they will need access to. For example, if you want a Power User to be able to manage course enrollments, they will need permissions for both Courses and Users.

When you are adding a new filter or editing an existing one, you can use dynamic placeholders to assign users who match information found in the Power User's profile.

In other words, dynamic placeholders check the specified field in the Power User's profile and use whatever is entered as the filter.

You can also use multiple placeholders in the same field. In the following example, a custom Reports To field is using a placeholder that will assign users whose manager is the Power User's full name.

The filters refer to the default label/property of your user profiles and are as follows:

{power_user.first_name}

{power_user.last_name}

{power_user.email}

{power_user.username}

{power_user.title}

{power_user.company}

{power_user.address}

{power_user.address_2}

{power_user.country}

{power_user.state}

{power_user.city}

{power_user.zip}

{power_user.cell}

{power_user.phone}

{power_user.work_phone}

{power_user.ssn}

{power_user.date_of_birth}

{power_user.user_identifier}

{power_user.ca_0}

{power_user.ca_1}

{power_user.ca_2}

{power_user.ca_3}

{power_user.ca_4}

{power_user.ca_5}

{power_user.ca_6}

{power_user.ca_7}

{power_user.ca_8}

{power_user.ca_9}

{power_user.ca_10}

{power_user.gender}

{power_user.notification_email}

Once the Role and Dataset are created, click on the Power Users tab, then on the Create Power User button.

Select the user(s) you want to set as a Power User, then click Next.

Choose the Role they should be assigned and click Next.

Finally, select the Dataset(s) and click on the Create Power User button.

In the Power Users list, you’ll see them listed, together with options to Edit, Delete, and to Log In as User.

When a Power User logs in, they’ll see an interface that’s similar to the Admin one, but scoped to only show the features and content that they’re allowed to see.

In Courses, Learning Paths, and Groups, you will see tabs for Learners and Groups (not shown in Groups).

These are used to enroll Learners and Groups respectively. Enroll users manually by clicking Enroll Users or Enroll Groups, depending on which tab you’re in, and selecting who should be enrolled by using the checkboxes.

You can also enroll Learners using rule-based automations.

To configure rules, click on the V button beside Enroll Users in the Learners tab of Courses or Learning Paths, and click Automatic Enrollments.

If you're in a Group, click the Automatic Enrollment button in the Learners tab.

Rules are separated into two categories, User Rules that run based off user properties, such as Title and Country, and Course Progress Rules that run based off course properties, such as completion statuses and deadline dates.

Use the Add Filter button to add filters, and select whether Any or All rules must be met, depending on how you want the filter to behave.

Clicking Confirm will create the rule set.

You can have as many rule sets as you want — click Add Rule to add an additional rule set once your first has been created.

Each rule set will be separated by an “Or” statement, meaning users who match any rule set will be enrolled.

Click Preview Users to see which users would fall under the rules you have created.

Click Save to add the rules and enable automatic enrollments.

Users who match the rules will be enrolled, while users who no longer match the rules will be unenrolled as long as they were originally enrolled via the rule. Users who were manually enrolled will not be affected by rules in any way.

Once Learners are enrolled in training, you can view and manage their progress by clicking on their Status in the Learners tab.

The Course Status dropdown lets you change their overall course progress, while the Clear Course History button below it will completely clear their current progress and start them over from the beginning.

The Edit button lets you change course-related dates such as End Dates and Completion Dates.

You can also toggle individual module completion using the Results column buttons.

SCORM packages will have a SCORM Data button. This opens a window that contains the raw data related to the Learner’s SCORM progress along with a Clear SCORM Data button that clears their progress in the SCORM package and allows them to retake it.

Assessments will have a Details button beside them that expands the row to display all of their assessment attempts, allowing you to view their results as well as delete individual assessment attempts — this can be used to allow additional retries if a user fails to complete an assessment within the allowed number of attempts.