# How to Add a User

HTML version: [How to Add a User](https://support.gladstonesoftware.cloud/golearn/how-to-add-a-user)

## Problem
You need to create a new staff user in GoLearn, set their login details and CoachPortal PIN, assign a Global Group, and control which regions, centres and courses they can access.

## Resolution

1. **Open Users & Groups**
   - Click **Settings** in the left-hand menu, then **Users & Groups**.
   - Click **Add User**.

2. **Enter the user's details**
   - Enter the user's **First Name** and **Last Name**.
   - Enter the user's **Email Address** (optional). An email address is required if you are sending the user a password reset email. If you are creating their password for them, you don't need to enter an email address.

3. **Choose how the password is set**
   - **Automatic Password?**: if you wish to send the user a password reset email, make sure this setting is ticked. This emails the user a random password, which they must change on login.
   - If it is unticked, you need to set their password manually.

4. **Enter the login details**
   - Type in their **Username**.
   - Enter their **Password**. The password must include at least 1 number, 1 lowercase letter, 1 uppercase letter and 1 special character.
   - Re-enter the password in **Confirm Password**.

5. **Set the CoachPortal PIN**
   - Enter their **CoachPortal Pin Code**. This PIN allows the user to access CoachPortal (minimum 4 digits, maximum 10 digits).

6. **Assign a Global Group**
   - Select the **Global Group** the user needs to be assigned to from the dropdown (for example, No Group, Administrators, Front of House, Receptionists, Supervisors or Teachers; the list shows the permission groups configured on your system).

7. **Review the Centres settings**
   - Tick any that are required:
     - **Super User**: makes the user a member of ALL centres, with permissions for EVERYTHING. Intended for IT management and all-site managers.
     - **Member of All Regions & Centres**: gives the user access to every region and centre you have within GoLearn (past, present and future).
     - **Member of All Courses**: gives the user access to every course you run within GoLearn (past, present and future).
     - **Home Centre**: select the user's home centre. The user needs access to a centre or region before you can set the home centre.

8. **Limit visibility (if applicable)**
   - If the user should have limited visibility of locations and courses, specify this in the **Permissions** section towards the bottom of the page. You can override permissions for:
     - A specific region: click **+ Add Region**.
     - A specific centre or centres: click **+ Add Centre**.
     - A specific course or courses: click **+ Add Course**.
     - A specific course at a specific centre: click **+ Add Centre Course**.

9. **Save the user**
   - Click the green **Save User** button.

## Notes

- Global permissions apply regardless of the user's current centre (unless overridden), and each permission can be set to **Grant**, **Allow**, **Deny** or **Inherit**.
- Related: [Permissions for Replacement Sessions and Planned Absences](permissions-for-replacement-sessions-and-planned-absences.md); [Which Permission Enables the Switch User Functionality in CoachPortal](which-permission-needs-to-be-enabled-to-be-able-to-use-the-switch-user-functionality.md).