External users
External users are people outside your company invited to follow your trainings in OpenAleph Academy. How they differ from members and how to manage them.
External users are people outside your company (partners, clients, distributors, freelancers...) whom you invite to follow your trainings in an external workspace, the OpenAleph Academy. They are managed from the People module, but they are not members: they have no Core HR profile.
Go to Company › People › External users.
Before you start
- Your company needs at least one external workspace. Workspaces are set up by the OpenAleph team: if the External access list is empty when you invite someone, contact your OpenAleph account manager.
- To assign trainings, they must exist in Learn with at least one training session.
Members vs external users
| Members | External users | |
|---|---|---|
| Who | Your employees | People outside your company |
| Created from | Members page, import or HRIS | External users page |
| Core HR profile and people attributes | Yes | No |
| Appear in Members, Organization Chart, My team, Skills | Yes | Never |
| What they access | The OpenAleph suite, according to their access level | Only their Academy workspace and what their scope permits |
| Removal | Deactivation | Deactivation |
The External users page
- A reminder that external users "have their own dedicated portal and are fully independent from your CoreHR data".
- Three counters: Total external users (Across all scopes), Active learners (Last 30 days) and Pending invitations (Awaiting first login).
- A table with User, Organisation (the external workspace), Scope, Status, Training sessions and Last seen, with a Search bar and filters on Scope and Status.
| Status | Meaning |
|---|---|
| Pending | Invited, the account hasn't been activated yet. |
| Active | The person has activated their account. |
| Inactive | Access deactivated. |
Invite an external user
- Click Add new user (on a phone: Add external user).
- Identity: fill in First name, Last name, Email and choose the External access (workspace). Click Next.
- Access scope: choose Learner. Survey, Trainer and Certification only are shown as "coming soon".
- Training assignment (optional): select sessions in Assign to training sessions.
- Click Send invitation. The message "Invitation sent to (email)" confirms it.
The person receives an email "You've been invited to (workspace)" with an Activate my account button to set their password, then signs in with their email.
Note: if you invite the email of one of your own employees, their existing company account is reused: no invitation email is sent and they are active right away. An email that belongs to an account of another company is refused.
Manage external users
From the three-dot menu of a row, or from the user's page (click the row):
| Action | What it does |
|---|---|
| Edit | Change first name, last name, scope, photo, and add training sessions (existing enrollments are kept). The email and the workspace can't be changed. |
| Resend invitation / Resend invite | Sends the invitation email again. Only for people outside your company. |
| Deactivate / Reactivate | Removes or gives back access to the workspace. Nothing is deleted. |
Select several rows to Send / Resend invitation email or Deactivate selected external users in one go.
The external user's page has three tabs: Overview (full name, email, organisation, invitation date, last activity, access scopes), Trainings (training, mode, deadline, completion) and Certifications (issued and expiry dates, status, download of the certificate and copy of its verification link).
For the full procedure, see Invite and manage external learners.
Common questions
Why doesn't my external user appear in Members or on the Organization Chart?
External users are fully separate from your workforce data by design.
The External users menu is missing.
You need the Manager creator access level or above.
Can I delete an external user?
No, you can only deactivate them. Their training history is kept.
The External access list is empty.
Your company has no external workspace yet. Contact your OpenAleph account manager.
Still stuck?
Our team answers every question. Tell us what you are trying to do and we'll walk you through it. Contact support