Choosing The Right User Creation Method

Use this guide to determine the best way to create learner accounts based on your organization’s size, administrative workflow, and level of automation.

Key Point

Most institutions should use bulk uploads for large learner populations, manual creation for individual users, self-registration when learners should create their own accounts, and SFTP integrations when user creation should occur automatically.

Understanding User Creation Options

Each user creation method has advantages and tradeoffs. Choose the option that best matches your administrative workflow and level of control.

Method	Advantages	Drawbacks
Manual User Creation	Create users immediately Full control over account details No file preparation required	Time consuming Not practical for large populations Requires administrator effort for every user
Self-Registration	No administrator account creation required Scales easily Reduces onboarding workload	TAs cannot control which email address learners use Higher risk of duplicate accounts User profile information may be inconsistent Requires learners to complete registration correctly
Bulk Upload	Create large numbers of users quickly Consistent user data Supports branch codes and account updates	Requires CSV preparation Formatting errors can cause upload failures Requires ongoing file management
SFTP Integration	Automated account creation Reduces manual maintenance Supports ongoing synchronization	Requires technical setup Less administrator control over individual updates Errors in source systems can affect user accounts Requires coordination with IT teams

Using Manual User Creation

Manual user creation is best when creating accounts for individual learners or making occasional additions.

When To Use It

Creating one or two learner accounts.
Immediate account creation is needed.
User details must be carefully reviewed.

When Not To Use It

Large onboarding initiatives.
Recurring user creation workflows.
Organizations with hundreds of learners.

Using Self-Registration

Self-registration allows learners to create their own accounts using a registration link.

When To Use It

Open registration programs.
Volunteer or public training initiatives.
Large learner populations.

When Not To Use It

When learners must use institution-issued email addresses.
When user profile information must be tightly controlled.

Using Bulk Uploads

Bulk uploads allow Training Administrators to create and update large numbers of users using CSV files.

When To Use It

Large onboarding groups.
Annual user imports.
Organizations with standardized user data.

When Not To Use It

Creating one or two users.
Organizations without reliable user data.
Situations where automation would be more efficient.

Using SFTP User Creation

SFTP integrations automate user creation and updates using files exchanged between your systems and the Learning Portal.

When To Use It

Daily or recurring user updates.
Integration with HRIS or SIS systems.
Large organizations with dedicated IT resources.

When Not To Use It

Small user populations.
Organizations without technical resources.
Situations where manual control is preferred.

Comparing User Creation Methods

Requirement	Recommended Method
Create one learner	Manual User Creation
Create hundreds of learners	Bulk Upload
Allow learners to create accounts	Self-Registration
Automate account creation	SFTP Integration

Common User Creation Scenarios

Scenario	Recommendation
Adding a single employee today	Manual User Creation
Annual onboarding of hundreds of learners	Bulk Upload
Open registration program	Self-Registration
Daily synchronization from HR systems	SFTP Integration

Getting Help From UE

If you are unsure which user creation method is best for your institution, contact the UE Learning Enablement Team at launch@ue.org.

User Management

Choosing The Right User Creation Method