How to Add Learners to a Classroom

Whether you're onboarding five new hires or rolling out compliance training for hundreds, ProProfs Training Maker makes it easy to add learners and get them started without any admin chaos. You can do it manually, in bulk, through the API, even without email addresses.

This guide walks you through all the ways to add learners smartly, including setting up account expiration for limited-time access.

Before proceeding, you can watch our quick video guide on how to train a group of learners.

Why This Matters

Most teams don't just need to "add users"; they need to organize them by role, location, or access time. You may need:

• To bulk upload seasonal or contract workers

• To auto-register users from other systems (like HR software)

• To give access without email accounts (common in retail, manufacturing, or field roles)

• To remove access after a certain date

Each of these use cases is built into ProProfs, without extra tools or complex workarounds.

Here are some ways to add learners to your classroom:

• Adding learners manually
• Auto-enrolling using API
• Adding learners without email
• Setting the expiration date for a learner's account

How to Add Learners to Classroom Manually

If you want to add a few learners to your classroom, you can do it manually by following these steps:

Step 1: Once you've created a classroom, you'll be prompted to add users. Click Add Users.

Step 2: In the Add Users dialog, 

1. Enter the name, email/ID, and password (optional) of the user. 

2. Click the plus icon (+) to add multiple users.

3. Select the group in which you wish to add the user.

4. Select the course to assign.

5. Click Done.

Alternatively, you can bulk import user details from your Gmail or Microsoft accounts or upload an Excel file. Go to Import to download a sample file.

How to Auto-Enroll Learners Using API

If you're syncing with other systems (like Salesforce or HR tools), ProProfs' REST API lets you auto-register users on the fly.

You just pass user info, name, ID/email, password, group/course, and they're added without logging into the dashboard.

To find your API key:

Click the User icon > My Account to get started.

Need the technical doc? Click here.

How to Add Learners Without an Email

Not all learners use email, think factory workers, students, or volunteers. ProProfs lets you register them using an ID or a custom username instead.

Note: You can modify the login form on the welcome screen under Classroom settings so that the start screen prompts users for an ID/username in place of an email address, as shown in the image below:

Follow the steps below to add users to classrooms with their IDs:

Step 1: 

• Go to your classroom > Users > New User.

Step 2: In the Add Users dialog, enter the desired IDs of the learners you want to add. If you have more than one ID, separate them with a comma. Alternatively, you can bulk import user details from an Excel file.

Note: If you enter multiple IDs, they will be added as Guest Users. You can assign them names individually in the Edit User section.

Learners can log in using the ID and password you set. For best results, customize the classroom login screen to show an ID field instead of an email prompt.

How to Set an Expiry Date for a Learner Account in the Classroom

Sometimes access shouldn't be permanent, like training for interns, contractors, or limited-time certifications. You can expire accounts in two ways:

Option 1: During Bulk Upload

Include the expiration date column in your Excel sheet.

Option 2: Change the Expiration Date in the User's Classroom Profile

1. Access your classroom and click on "Users."

2. Search for the user and click on the name to edit.

3. Click "Show More" in the user's profile.

4. Scroll down to the "Expiration Date" section, select "Expires on the date" from the dropdown, and click "Apply."

This prevents forgotten access and helps with license management.

Quick Tips

• Use manual add for quick setups, like onboarding new hires in small batches.

• Use the API if you want zero-touch enrollment from another system.

• Use a non-email login when you're dealing with on-ground staff, school IDs, or field teams.

• Use expiration dates for short-term contracts or to stay audit-ready.

FAQs

1. Can I send different login instructions to different learner groups?
Yes. You can create multiple classrooms with separate login screens, welcome messages, and invite emails. This is especially useful when managing onboarding for different regions or departments. If you're not sure how to customize the login screen, check the Brand a Classroom guide for details.

2. How can I simplify login for a large number of kiosks or retail learners?
Use a dedicated device in classroom mode or kiosk setups. Disable browser autofill and cache to avoid auto-login issues. If using shared devices, clear session data regularly to prevent learners from signing in under someone else's ID.

3. What's the best way to track enrollment activity without logging in every day?
Set up scheduled email reports for your classrooms. You'll get updates on who signed up, started, or completed a course, sent right to your inbox.

4. Can I resend login instructions to only those who haven't started the course?
You can filter learners by status under Users > Reports and use the "Resend Invite" option only for pending learners; no need to resend to the entire classroom.

That's all about adding learners to a classroom. If you have any more questions, you can contact our support team for resolution.