Add people to your team
Invite people one at a time or from a spreadsheet, give each one a role, and follow them until they join.
The people on Team are the people Learniverse tracks. Their role decides which trainings they must complete (their training needs). Each one gets an email invitation to your portal, the site where they take their trainings.
Before you start:
- You are an Owner or a Manager. Viewers can open Team but cannot add anyone. Only the Owner can create or edit roles.
- You have seats left. Everyone takes a seat, including people who have not joined yet. Settings › PLAN shows your seats under Learners.
- You are in the right workspace. People join the workspace named under the Team title.
Add one person
Open the Add menu
In the sidebar, click Team. At the top right, click Add, then One person.
Enter the name and email
The Add a person dialog opens. Type the name in the first box and the email in the second, for example luis.ortega@northwind.example. The hint says At least one of the two, but while your people sign in by email (the default), the email is required. The mobile is optional, Canada or US only.
Say whether they are a new hire
For someone just starting, click Yes next to New hire? and pick the date under When do they start? A training need due a set number of days after hire counts those days from this date. For someone already on staff, leave No: the count starts at their first sign-in.
Pick a role
Under ROLE, tick one role, such as Sales: the training needs set for that role apply to them. If none fits, the Owner can click New role, type the name and click Create. A Manager can leave it empty and add the role later from the person's training file.
Send the invitation
Click Invite. You see "Invitation sent." and the person appears under WAITING TO JOIN. If you see "This person is already on the team.", that email is already in this workspace.
Import a list
Add up to 50 people at once from a CSV or Excel (.xlsx) file. Learniverse recognises the columns by itself.
Prepare the file
Use one row per person, with columns for the name, email, mobile and role. Each row needs an email address. A Start date or Hire date column sets each person's start date. The roles must already exist: an import never creates roles.
Drop the file
Go to Team › Add › A list. Drag the file onto Drag a CSV or Excel file here, or click browse your files. For a blank file, click Download a template. Files over 5 MB and old .xls files are not read.
Check the review
The dialog shows how many rows it read and a counter for each kind of row: READY, ROLE TO CHOOSE and NO CONTACT. Only five rows show at first: click Show the 7 other rows (your number) for the rest.
Choose the missing roles
When a role in your file does not match one of yours, the row shows your file's name for it, such as “Drivers” — choose. Click that box and pick one of your roles.
Invite the people who are ready
Choose the missing roles first: when you invite, the dialog closes and rows that are not ready are left out. Click Invite the 10 people who are ready (with your own number). You see "10 people invited."
A row marked "No email or mobile" cannot be fixed in the dialog. Correct your file and import it again: people already on the team are skipped.
Manage roles
Roles decide who a training need applies to and let you filter the Team list. A person can have several.
- Create a role. Click + Role, pick an icon, type a name and click Create the role.
- Filter by role. Click a chip. Whole team shows everyone again.
- Edit a role. Click the pencil on its chip. In Manage role, change the name or icon, tick people under MEMBERS, and click Save.
- Keep test accounts out of the Dashboard score. In Manage role, tick Exclude from the compliance score.
People waiting to join
People stay under WAITING TO JOIN until their first sign-in. Each row shows an INVITED badge and when they were invited, for example "Invited on September 25 — never signed in". The Dashboard does not score them yet.
- Send the invitation again. Click Follow up. If you see "1 already reminded in the last 24 hours", you or the agent, which sends automatic follow-ups, wrote to them recently.
- Open their file. Click the folder icon at the end of the row.
- Accept a join request. A row marked REQUEST is someone who signed up on your portal without an invitation. Click Accept. Requests appear only when Automatic admission is off in Settings › ADDRESS.
What the person receives
An email in your workspace's name and language, "You've been invited to join Northwind Supply", with a Join Academy button (academy means workspace). It opens your portal, where they choose a password, type the 6-digit code they are emailed, and add their name. See What your people see. If the agent's follow-ups are on, people who have not joined also get reminders to join.
Good to know
- Only removing someone frees a seat. With none left you see "The learner seat limit is reached — no one could be added." Seats are shared by all your workspaces.
- Text messages (SMS) are switched on by request. Until then, invitations and reminders go by email. To ask, write to support@learniverse.app.
- Roles are shared. Changing a role changes it in every workspace.
- Adding back someone you removed invites them again and keeps their history. Their row reads "Former member — invitation resent".
- Dates in a file are read day first. 03/04/2026 means 3 April 2026. Write YYYY-MM-DD to be safe.