UpKeep Learn helps you build, assign, and track training for your whole team in one place. Use AI to create courses in minutes, keep an audit-ready record of every completion, and send automatic reminders so training gets done on time.
This article covers how to set up your account and gives you a quick tour of the platform.
Before you begin, you'll need Admin access to complete setup. If you see a Learner Mode toggle in the top right, make sure it's off so you're working in the admin view.
Set up your account in this order
Learn works best when you set it up in a specific order, because each step builds on the one before it.
Add your locations
Go to Settings → Locations and add your Sites (your physical locations, like a store or plant) and Departments (the teams within each site). Every user is assigned to one site and one department, so managers only see data for their own team.
Note: Locations in Learn are separate from locations in UpKeep's Maintenance and Safety products and don't sync between them. If you've already set up sites in those products, you'll need to add them again in Learn.
Build your Learning Model
Go to Settings → Learning Model. The AI uses everything you add here to create content that fits your business. The more you fill in, the more specific your courses will be.
Organization: Add your industry, company size, location, languages, and a short description of your operations. If your AI-generated courses feel generic, check this tab first.
Regulatory Frameworks: Select the standards that apply to you, such as OSHA regulations. The AI will reference them by name when it builds compliance content.
Content Standards: Set preferred and banned terms, your writing tone, and default passing scores and recertification periods.
Skills: Create the skills and certifications your team needs, including expiration dates if they require renewal.
Job Titles: Connect each job title to the skills that role requires.
Sources: See which of your Library documents the AI can use, and turn them on or off.
Add your users
Go to Settings → Users to add team members one at a time, import a list with the downloadable template, or sync users from your UpKeep account. Each user's job title connects them to the skills they need, so Learn knows exactly what training to line up for them. If someone's job title changes, their training requirements update automatically.
Tour the platform
Dashboard
Your daily view of how your training program is doing. See your compliance rate, on-time rate, overdue training, and upcoming certification expirations. You can filter by site and department. Compliance Advisor gives you plain-language insights on your numbers, flags high-risk teams, and explains why they're at risk.
Trainings
A Training is a requirement, such as "Hazardous Materials Handling every 3 months for the Meat & Seafood team." Trainings can track things that happen outside Learn, like in-person sessions, and each one keeps a full audit trail.
Courses
A Course is the learning content itself: lessons, quizzes, and videos. Choose Build with AI to generate a full draft from a topic and your own documents, or Build manually to start from scratch. The AI can also turn lesson text into a narrated training video and translate courses into additional languages. An AI Assistant is available on every tab, and nothing it suggests is saved until you approve it.
Trainings vs. Courses: A Training is what someone needs to complete. A Course is how they learn it. You can link a Training to a Course, or track a Training on its own and mark people complete manually.
Compliance
Track every training and course assignment in one place, including who's assigned, due dates, and completion dates. Assign training in bulk, or add a record for training completed outside the platform. Every record includes an audit trail you can show during an audit.
Library
Upload the files, links, and text you want the AI to use when it builds courses, such as your SOPs or safety data sheets. If a document goes out of date, turn off AI Synthesis for it instead of deleting it.
Onboarding
Create step-by-step training paths for new hires based on their job title. Learn will alert you if a job title doesn't have an onboarding path yet.
Customization
Add your logo and brand colors to the learner experience and completion certificates.
Reminders
Set how long a completion stays valid and when reminders go out before training is due. Choose whether reminders go to the learner, their manager, or both. You can set a company default and create exceptions for specific courses or trainings.