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Feature List >

User Management

Features that control how users are created, organised, and managed within your Tribal Habits portal.

Creating and Managing Users

Last updated 23/06/2026

How it works

Admins can create individual users via a form in Admin > People, populating standard fields (first name, last name, username, email, type, manager emails) and any configured custom fields. Existing user profiles can be edited at any time. Admins can also reset passwords, resend invitation emails, and manage access permissions from the user profile.

Benefit

Gives admins full control over who exists in the portal and what information is stored against each person. Keeps user data accurate and up to date without requiring technical skills or external tools.

FAQs

No. Admins create and manage users directly from the admin area using a simple form — no technical skills, database access, or IT involvement required.
Yes. Beyond standard fields, up to 20 custom fields can be created to store any data relevant to your organisation — location, department, job title, employment status, and so on. These fields can then be used to filter reports and drive automated enrolment rules.
Editing a user’s profile does not affect their training history or enrolment records in any way — all historical data is preserved.
Yes. Password resets, invitation email resends, and access permission changes are all managed directly from the individual user’s profile in the admin area.

Bulk User Upload and Update (CSV)

Last updated 23/06/2026

How it works

Admins can create, update, or deactivate multiple users at once by uploading a CSV file via Admin > People > Bulk upload or enrol. Column headers are mapped to standard and custom fields during the import process. Up to 1,500 records can be processed per upload. The same function supports importing historical enrolment data.

Benefit

Eliminates the need to manually create or update large numbers of users one at a time. Particularly useful at implementation, during organisational changes, or when syncing data from another system without a direct integration.

FAQs

Yes. The same bulk upload function supports importing historical enrolment data, making it the primary tool for organisations migrating from another LMS who want to preserve prior completion records.
Each upload processes a maximum of 1,500 records. Larger volumes can be handled by splitting into multiple files and uploading sequentially.
Yes. Custom fields are included as additional columns in the upload. Multi-select list field values are separated by semicolons within the CSV.

User Types

Last updated 23/06/2026

How it works

Every user must be assigned a Type, which is a required standard field defaulting to ‘Staff’. There are 17 type options available (e.g. staff, contractor, volunteer, client). Type is used for filtering in reports, and can be used as a condition in automated enrolment and catalogue rules. The type assigned to users created via self-registration tokens can also be configured per token.

Benefit

Allows organisations to segment their user base — for example separating staff from contractors or volunteers — and then use those segments to control what training each group sees or is automatically enrolled in.

FAQs

Yes. User type is one of the primary conditions available when building automated enrolment rules — so contractors can be automatically enrolled in different training to permanent staff, for example, without any manual admin steps.
Yes. Each self-registration token can be configured to assign a specific user type to anyone who registers using it.
No. User type works alongside up to 20 custom fields, groups, and manager assignments to give organisations multiple layers of segmentation for reporting, enrolment, and catalogue rules.

Custom User Fields

Last updated 23/06/2026

How it works

Admins can create up to 20 custom fields to store organisation-specific user data beyond the standard fields. Field types include text, date, number, and list (single or multi-select). Each field has configurable visibility: filterable in reports, visible to the learner on their own profile, and/or visible to assessors. Custom fields can be populated individually, via CSV upload, or through integrations.

Benefit

Enables organisations to store and filter on data that is unique to their structure — such as location, department, job title, or employment status. This data then drives smarter reporting, automated enrolments, and catalogue rules without needing a separate HR system to manage it.

FAQs

It depends on how each field is configured. Each custom field has individual visibility settings — it can be made visible to the learner on their profile, visible to assessors, filterable in reports, or any combination of these.
Deleting a custom field permanently and irreversibly removes all stored data for that field across every user in the portal. This cannot be undone — fields should only be deleted when the data is no longer needed.

Super Admin Access

Last updated 23/06/2026

How it works

Every portal includes Super Admin access, which provides full, unrestricted access to all platform settings, people, knowledge, and reporting. Any number of users can be granted Super Admin access at no additional cost.

Benefit

Organisations can give as many people as needed full admin access without worrying about per-seat admin charges — a common limitation on competing platforms. Useful for organisations where multiple team members share responsibility for managing training.

FAQs

Super Admins have unrestricted access to all platform settings, people, content, and reporting. They are the only role that can create or modify other admins, and they always see all users regardless of any group assignments.
Active user billing is based on login activity — any user who logs in during a calendar month is counted as active. Super Admins who log in to manage the platform are counted in the same way as learners.
Super Admin is appropriate for those who need unrestricted platform control. For team members with more specific responsibilities — managing users, running reports, or overseeing enrolments — more targeted admin access levels are available on Business plans, scoping each person’s access to exactly what they need.

Admin Access Levels

Requires Business Plan

Last updated 27/08/2026

How it works

In addition to Super Admin, organisations can assign more granular admin roles to users: Standard Admin (day-to-day management, no high-level account settings), Knowledge Admin (manage training only, view-only people access), Instructor Admin (manage enrolments only), People Admin (can create and edit people, but cannot access topics, pathways), Observer Admin (read-only across people and knowledge), Reporting Admin (analytics access only), Restricted Admin (specific report access only) and Library Admin (can only review library content). Each level is assigned individually by a Super Admin via the user’s profile.

Benefit

Allows larger organisations to distribute admin responsibilities without giving everyone full access. Regional coordinators, L&D team members, or compliance officers can each be given exactly the access they need – no more, no less – protecting data integrity and reducing the risk of accidental changes.

FAQs

Yes. Beyond Super Admin, seven additional access levels are available — Standard, Knowledge, Instructor, Observer, Reporting, Library and Restricted — each scoping the admin’s access to a specific set of functions.
Yes. When the Groups feature is enabled, admin visibility can be scoped to specific groups — a regional coordinator only sees and manages users in their assigned group, regardless of their admin access level.
Admin access levels must be assigned individually by a Super Admin via each user’s profile. It cannot be set via bulk CSV upload or API.
Reporting Admin provides read-only access to all analytics reports with no ability to manage users, content, or account settings — making it the right fit for anyone whose sole need is reporting visibility.

User impersonation (user proxy)

Last updated 23/06/2026

How it works

Select admins can be granted the permission to temporarily impersonate any non-admin user in the portal. When impersonating, the admin sees the platform exactly as the learner sees it and can perform actions as if logged in as that user. Impersonation is enabled at two levels: first at the portal level (toggled on at Admin > Account > Subscription by a Super Admin), then per admin user (enabled individually via Edit Permissions on the admin’s profile). To begin impersonation, the admin navigates to the learner’s profile, selects Impersonate User from the I Want To menu, enters a reason, and confirms authorisation. A floating bar is displayed during the session identifying the user being impersonated. Sessions are capped at 15 minutes and end automatically. Impersonation cannot be used on other admin users. All impersonation activity — start, stop, and any actions taken during the session — is recorded in the Timelines report for both the admin and the learner, with a note identifying that the action was performed via impersonation.

Benefit

Eliminates the most frustrating support scenario — a learner reports being stuck but the admin cannot reproduce the issue from the admin view. Rather than asking the learner to describe what they see or share screenshots, the admin can view the platform exactly as the learner does and resolve the issue directly. The 15-minute session cap and mandatory reason entry ensure the feature is used appropriately, and the full audit trail in Timelines provides accountability for every impersonation session.

FAQs

Yes. Every impersonation session — start, end, and any actions taken during it — is recorded in the Timelines report for both the admin and the learner, with a note identifying that the action was performed via impersonation.
Yes. Impersonation must be enabled at the portal level first, then per individual admin. A reason must be entered before each session begins, sessions are capped at 15 minutes and end automatically, and admins cannot impersonate other admin users.

Managers and Team Leaders

Last updated 23/06/2026

How it works

Up to five manager email addresses can be assigned to each user. Managers do not need to be users in the portal — an external email is sufficient for receiving notifications. Team Leaders are managers who are also active users in the portal, giving them access to a Team page where they can view their team’s training status, enrol members in training, and subscribe to monthly team report emails.

Benefit

Connects training visibility to existing management structures. Managers stay informed of their team’s compliance and progress without needing admin access. Team Leaders can take action on behalf of their team directly from their learner dashboard, reducing the admin burden on central teams.

FAQs

No. An external email address is sufficient for a manager to receive notification emails — they do not need a portal account. If a manager’s email matches an active portal user, they automatically become a Team Leader with access to the Team page.
A manager is any email address assigned to a user — they receive notifications but have no portal access. A Team Leader is a manager who is also an active portal user, giving them access to a dedicated Team tab where they can view training status, enrol team members, and send reminders — all without admin access.
Yes, where enabled. Admins control which topics and pathways Team Leaders can enrol their team into via the topic’s Access tab — it is not on by default for all training.

User Deactivation and Deletion

Last updated 23/06/2026

How it works

Admins can deactivate users individually via their profile, in bulk via the People page, or via CSV upload. Deactivated users cannot log in but retain all their data and training history and can be reactivated at any time. Deletion permanently removes all user data and training history and cannot be undone. Both actions are available via bulk selection on the People page.

Benefit

Deactivation is the recommended approach for managing leavers or temporary departures — it preserves training history for audit and compliance purposes while preventing portal access. Deletion is available for cases where data removal is required (e.g. for privacy compliance).

FAQs

Yes, and the distinction matters. Deactivation preserves all data and is reversible. Deletion permanently removes all user data, training history, and enrolment records and cannot be undone. Deletion should only be used when data removal is specifically required — for example, for privacy compliance.
Yes. Users can be deactivated individually via their profile, in bulk via the People page using bulk selection, or via CSV upload.
Deactivated users are excluded from reports by default, but their data is fully retained and can be included by adjusting report filters.

Scheduled Deactivation and Reactivation

Last updated 23/06/2026

How it works

A future deactivation date can be set on any user profile, via CSV upload, or via the API. On that date, the platform automatically deactivates the user. Similarly, a reactivation date can be set to automatically reinstate a deactivated user on a specified future date. Both dates are visible on the People page as filterable fields. Optional automated notification emails can be configured to alert users ahead of their deactivation or upon reactivation.

Benefit

Removes the need for manual follow-up when managing users with known end dates — such as contractors, secondees, or employees on parental leave. Reactivation scheduling is equally useful for automatically restoring access after a planned absence, ensuring the user returns to an active account without admin intervention.

FAQs

Optional notification emails can be configured to alert users ahead of their scheduled deactivation and upon reactivation. Both are disabled by default and must be actively enabled.
Yes. Self-registration tokens can be configured with an auto-deactivation period — a set number of days after registration — so temporary users such as contractors or event attendees are deactivated automatically without any admin follow-up.

Self-Registration (Tokens)

Last updated 23/06/2026

How it works

Admins can enable a publicly accessible registration page and create unique token codes tied to specific topics or pathways. When an external user visits the registration page, enters their details and a valid token, they are automatically created as a user and enrolled in the associated training. Each token can be configured with a usage limit, an expiry date, a user type, and an optional auto-deactivation period. Token usage is tracked via the Tokens report in Analytics.

Benefit

Allows organisations to onboard external users — such as contractors, volunteers, or customers — into specific training without admin involvement. Particularly useful for high-volume or repeating cohorts where manual user creation would be impractical. Tokens can be distributed in induction packs, emails, or onboarding portals.

FAQs

Yes. Each token can be configured with a usage limit, an expiry date, both, or neither — giving full control over access without requiring manual monitoring.
Tokens are distributed by the organisation — they can be included in induction packs, welcome emails, onboarding portals, or printed materials. The platform provides the registration page; distribution is handled however suits the organisation.
Yes. Token usage is tracked via the Tokens report in Analytics, showing which tokens have been used, by whom, and when.

Groups

Requires Business Plan

Last updated 23/06/2026

How it works

Super Admins can create a list of named groups and assign users to one or more groups. Once groups are enabled, all admins (except Super Admins) and assessors have their visibility in the admin area restricted to only users within their assigned groups. Groups can be assigned individually, via bulk action, via CSV upload, or through integrations. Groups can also be used as a filter condition in catalogue and automated enrolment rules.

Benefit

Designed for larger organisations with regional or divisional admin structures. Prevents admins from viewing or managing users outside their area of responsibility, supporting privacy requirements and operational boundaries. Eliminates the risk of a Brisbane-based admin inadvertently modifying records for users in another division.

FAQs

No. Super Admins always see all users regardless of group assignment — Groups only scope the visibility of Standard Admins, Knowledge Admins, Instructors, Observers, Reporting Admins, and assessors.
Yes. Groups can be used as a filter condition in both catalogue rules and automated enrolment rules — so different groups can see different training options or be enrolled in different content automatically.

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