Who counts as a user?
Users are anyone who will be tracked, assigned training, or responsible for compliance in UpKeep Learn. This includes maintenance technicians, operators, safety staff, new hires, and contractors—not just CMMS users.
User roles
UpKeep Learn includes three user roles:
Admin — Full access to manage users, trainings, compliance, and settings
Manager — View and manage their team’s compliance and send reminders
Learner — View assigned trainings and track their own progress
Note: These roles are specific to UpKeep Learn and are separate from CMMS roles.
Add a user
Go to Users
Click New User
Enter the user’s details: name, email, job title, Learn role, site, and department
Assign a primary manager (if applicable)
Click Save
Add multiple managers
If a user reports to more than one manager (e.g., a site manager and a department lead), you can add additional managers from the user’s profile.
Additional managers will have visibility into that user’s training progress and completion records.
Manage access across teams
If a leader (e.g., VP or cross-functional manager) needs visibility across multiple sites or departments, you can grant access without changing their role:
Go to the user’s profile
Select Access Grants
Choose the sites or departments they should be able to view
Bulk import users
To add multiple users at once:
Go to Users
Click Import
Download the CSV template
Fill in user details and upload the file
Before importing: Make sure sites, departments, and job titles are already created. Users will be mapped to these during import, and they must exist first.
Job titles and skills
Job titles and skills help define your workforce structure and improve training relevance. They will also power AI-driven course creation in future releases.
Add job titles: Settings → Job Titles → Add Job Title
Add skills: Settings → Skills → Add Skill
You can:
Link job titles to specific skills
Assign users to job titles
The more complete this information is, the more effective your training assignments—and future AI-generated courses—will be.