So, you’ve logged a new employee under a temporary username on your Upskill People learning platform. For simplicity’s sake, let’s call him Joe. You did this as he didn’t have a payroll number at the time, but needed to get on with some of the courses so that he can be trained quickly and be compliant and working safely.
Temporary usernames may seem like something you don’t really have to bother with, but they can be especially helpful with incoming employees – and could even be the difference between an employee joining the business or taking another job!
Your learning platform is a brilliant way to show potential employees that you, and the business, are both engaged with and invested in your people. And this can be the deciding factor for many, especially younger people, when it comes to deciding on taking a job!
And this is where temporary usernames come in. So, you want to show a potential employee the platform or give them the opportunity to engage with some learning, but of course they won’t have a payroll number just yet. Or maybe you’ve taken on some agency staff for a period of time, but who need to complete some courses. So a permanent username in these cases isn’t really an option. Instead, you can give them a temporary username, solving all your problems!
Let’s turn back to Joe. He’s now completed his initial courses and received his payroll number. However, when his payroll number was automatically created in the learning platform, it didn’t update his temporary user account like it was supposed to – so now you have two learning accounts for the same person!
Now, as a manager, this is going to affect your learning stats (and the last thing you need right now is your Area Manager on your case because your compliance levels are down, am I right?):
You’re fairly certain Joe isn’t going to do a runner, so it’s time to transfer all the courses he did under his temporary user account, across to his new permanent one.
From your Manage courses menu, select Transfer courses
First, you locate the TEMPORARY username and Select it (hint: type your employee’s surname into the Search bar if there are many users to sort through):
After that, locate Joe’s PERMANENT username (the one with his payroll number), and choose Transfer. This should lead you to this page here:
Carefully look through the details and make sure you’ve got the correct people lined up, then confirm transfer once you’re satisfied.
All of the courses that Joe did using his temporary username, are now showing against his permanent username without him having to redo everything from scratch. And we’ve also switched off his temporary user account (automatically) as he won’t need to login with that again.
This means that your team’s learning stats are now where they need to be:
Now, let’s go and have that chat with Ivan and get him upskilled as well, the Area Manager’s due in next week for the learning audit!
A good follow on guide to look at next is ‘Setting learner’s course progress as complete’.
You might also find these useful to help you get up to speed with how the various applications all work together:
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