Invite and manage external learners

External learners are managed from your company's OpenAleph suite, in People › External users. From there you invite people into your Academy (external workspace), assign them training sessions, and follow their trainings and certificates. For the general presentation of external users in the People section, see External users.

Before you start

• Permissions: you need the Manager creator role or above (Manager creator, Scoped admin, Admin, Super admin). The External users menu is hidden for managers and employees. See Access levels.
• Your company must have at least one external workspace. External workspaces are set up by the OpenAleph team; ask your OpenAleph account manager if the workspace list is empty when you invite someone.
• The trainings you want to assign must be published in Learn and have a training session.

The External users page

Go to People › External users. The page shows:

• Three figures: Total external users (Across all scopes), Active learners (external users with the Learner scope whose access is active, including those who haven't activated their account yet) and Pending invitations (Awaiting first login).
• A table with User, Organisation (the external workspace), Scope, Status, Training sessions (number of sessions the user is enrolled in) and Last seen.
• A Search field (by first or last name), a rows-per-page selector and a Filter button to filter on Scope and Status.

Invite an external user

1. In People › External users, click Add new user (or Add external user on mobile). The Invite external user window opens.
2. Step 1, Identity: fill in First name, Last name, Email, and choose the External access (the external workspace to invite them into). All fields are required.
3. Click Next.
4. Step 2, Access scope ("Choose what this user can access. Scopes can be updated later."): choose Learner. The other scopes (Survey, Trainer, Certification only) are marked "coming soon" and can't be selected yet.
5. Training assignment (optional): in Assign to training sessions, select one or more training sessions.
6. Click Send invitation (or Back to return to step 1). The confirmation "Invitation sent to " appears.

What happens next:

• The person receives the invitation email "👋 You've been invited to " with an Activate my account button to set their password. The email is in the person's language.
• They appear with the Pending status until they set their password (or sign in), then switch to Active automatically.
• They are enrolled in the selected sessions and will see those trainings on their Academy dashboard. Sessions they are already enrolled in are skipped.

Assign external learners from Learn

You can also enrol external users when you create or edit a training session in Learn:

1. Open the session creation or edit window of a training (see Learn).
2. In the Select assignees step, open the External members tab (next to Internal members).
3. Select the external users (you can search and filter by scope and status), then finish the session as usual.

The selected external learners are enrolled in the session and see the training in their Academy. The session's end date is shown to them as the due date.

Edit an external user

1. In the table, open the row's menu and click Edit (or, on the user's profile, open the ⋮ menu and click Edit). The Edit external user window opens.
2. You can change First name, Last name and the Access scope, and add training sessions. The email and the workspace can't be changed.
3. Click Next, then Save.

The name you set here is specific to this workspace (it's the name shown in the Academy and printed on certificates). It doesn't change the person's account in other workspaces.

To change the photo, open the user's profile and click Edit photo.

Resend an invitation

• For one person: row menu › Resend invitation, or Resend invite on their profile. The confirmation "Invitation email sent successfully." appears.
• For several: select them in the table, click the Send / Resend invitation email icon above the table, then confirm with Send email in the Send the invitation email ? window.

A new activation link is emailed and the person goes back to Pending until they set a password or sign in again. Their current password keeps working in the meantime. Resending is only offered for external-only people (not for colleagues using their company account), and is available whatever their status.

Deactivate or reactivate

• From the table: row menu › Deactivate. The user is deactivated immediately, without a confirmation window ("External user deactivated.").
• From the profile: ⋮ menu › Deactivate user, then confirm with Deactivate in the Deactivate this external user? window.
• Admins and Super admins can deactivate several users at once: select them, click the Deactivate selected external users icon above the table, then confirm with Deactivate.
• To restore access: row menu › Reactivate ("External user reactivated.").

A deactivated user gets the Inactive status and loses access to this Academy immediately; their trainings, progress and certificates are kept. An external learner with no other active Academy can no longer sign in to OpenAleph at all.

External users are never deleted, only deactivated.

Follow an external user

Click a user in the table to open their profile (it opens in a new browser tab). The header shows their photo (with Edit photo below it), name, email and workspace, and badges for the scope, the status and External user. On the right: Resend invite (external-only people) and the ⋮ menu with Edit and Deactivate user. Three tabs:

External learners also appear in the training analytics of Learn, where you can filter on external users (see Manage a training). Certificate settings are defined on the training in Learn (see Certificates and badges).

Common questions

I don't see People › External users.

You need the Manager creator role or above. Ask an admin (see Roles and access).

The External access list is empty in the invitation window.

Your company has no external workspace yet. Contact your OpenAleph account manager to set one up.

The invited person didn't receive the email.

Check the email address on their profile, ask them to look in spam, then use Resend invitation.

Can external learners see my company's data?

No. They only see the Academy of the workspace they were invited into and the trainings they are enrolled in. They don't see your people directory, org chart or any other module.

Can I remove a training from an external learner?

Enrolments are managed on the training session in Learn. Editing an external user only adds sessions; it doesn't remove existing ones.