Manage, edit, add and delete users

To manage and add users you must have an Admin or an Account Admin role. User management happens within Account administration. 

Who can use this feature?

👀 Account admins, and admins

🏳️ Available on all plans

Who can't use this feature?

❌ Not available for Creator users

❌ Not available for Integrated users, such as Ontrack

Contents of this article:

• Navigating the users page
• Adding creators or learners
• Editing user details
• Deleting users

Navigating the users page

To access the User management page, select the settings icon from the top navigation bar and select ‘User management’. You can also access this page from the dashboard and sidebar once you’re in the Account administration section.

There you will find options to search for, and edit or add creators or learners. You can also filter creators and learners by their status: All status, Active or Inactive. 

Adding creators or learners

Your users include Creators, Admins, and Account admins and Learners. 

From this page you can add all users by selecting the appropriate role for them. When you add learners you will view their list using the ‘Learners’ tab at the top of the User management page.

❗️ Note: Only Creators, Admins and Account Admins have access to create lessons.

Add a new user by: 

1. Select the settings icon from the top navigation bar
2. Select ‘ user management’ from the drop down 
3. Select ‘Add users’. 
4. Enter the email address and name
5. Select a user role. 
6. Select ‘Add’ to send that user an invitation to your account.

For Creator or Professional plans, your learners and creators can be managed in separate tabs. For example, to add learners, first select the learners tab and then repeat the above processes. 

⭐Tip:  You can’t create duplicates - you will get an error email already in use. If you get an error ‘email already in use’ contact us, and we can check if this user already has a separate account and move them to the correct account. 

❗️ Note: Once added, they will appear as an active learner on your learner list. To distribute lessons to learners they must be added to the learner list with a role of Learner.  

Editing user details

It’s possible to include a business title and update a user's name, email address and status by selecting ‘Edit’ from the Learner list or the Creator list.

Deleting users

Primary Admins and Admins can now delete users from the platform to keep account records accurate and up to date. Deleted users immediately lose access to HowToo, and their learning progress and reporting data are removed from your organisation’s account after a 30-day retention period.

 

Who can be deleted?

You can delete the following user types:

• Creators (Active or Pending)
• Learners (Active or Pending)

Note: Primary Admins and Admins cannot be deleted. 

 

Before you delete a user

• Deleting a user permanently removes their access.
• All learning progress and reporting data associated with the user will be removed from reports.
• Lessons created by a user are not deleted.
• If the user has created lessons, you will be prompted to reassign those lessons to a new owner before continuing.

How to delete a single user

1. Go to Manage account > User management.
2. Open the Creators or Learners tab.
3. Select ellipsis button on the user you want to delete.
4. Click Delete.
5. Review the confirmation message:
6. Creators with no lessons:
   • “Delete the user permanently? You're about to permanently delete this user's account and all associated learning history. This action cannot be undone.
7. Creators with lessons:
   • “Delete the user permanently? You're about to permanently delete this user's account and all associated learning history. Before deleting this user, assign their learning content to a new owner. This action cannot be undone.”
8. (If required) Choose a new owner for the user’s lessons and click Transfer & delete user.
9. Confirm the deletion.

Bulk delete learners

Primary Admins and Admins can bulk delete learners from the Learners tab.
To bulk delete:
 

1. Go to Manage account > User management > Learners.
2. Select multiple learners using the checkboxes.
3. Click Delete in the bulk action bar at the top of the learner list.
4. Confirm the deletion in the alert message.

When multiple learners are selected, individual learner actions (Edit/Delete) are disabled until the selection is cleared.

After a user is deleted

• The user immediately loses access to HowToo.
• Invite links for deleted learners are automatically deactivated.
• Deleted users are removed from user lists.
• All associated learning progress data is scheduled for permanent deletion after 30 days.
• Creator lesson content remains in the account and is reassigned if required.