The employee list is the page at the center of an HR manager's day-to-day work. It's where you add, edit and remove the organization's members, and manage details such as roles and hourly rates (used for ROI calculations). When this information is in good shape, the numbers on the dashboard and in reports become accurate as a matter of course.
- Invite employees one at a time
- Invite many people at once with CSV
- Edit an employee's profile, hourly rate and language
- Give an employee roles in the organization
- Resend an invitation email, or remove an employee from the organization
Opening the employee list
Click Employees (社員一覧) in the left sidebar. The URL is /en-US/{organization ID}/hr/employees.
The page is titled Employee management (社員管理). If the line under the title says you can check employees' basic information, learning status and department, and narrow the list quickly with search and filters, you're on the right screen.
What's on the screen
Four fields sit side by side in one row.
- Name / Email (名前 / メール): matches any part of the name or email
- Department (部署): a drop-down (the list updates as soon as you choose). It matches the Department text on each employee's profile exactly.
- Learning status (学習ステータス): On track (順調) / Learning (学習中) / Behind (遅れ) / Not started (未開始)
- The black Search (検索) button. While a filter is applied, an (clear) button appears to its right.
- Left: Employees (社員一覧) with the total, "N in total" (全 N 名)
- Right: the white Bulk invite (CSV) (CSV 一括招待) button and the black Add employee (新規従業員を追加) button
- Profile picture (or the first letter of the name)
- Name and email address
- Department
- Progress, with a progress bar
- Average test score
- Learning status badge: On track (順調) / Learning (学習中) / Behind (遅れ) / Not started (未開始)
- A white View details (詳細を見る) button
The list shows 50 people per page, with people who are behind or haven't started listed first. When there are more, page links appear at the bottom: Previous (前へ) / page numbers / Next (次へ).
The employee details page
On an employee's card in the list, click View details (詳細を見る). The URL is /en-US/{organization ID}/hr/employees/{user ID}. It brings one person's learning together in one place, which also makes it a good page to review before a one-on-one.
Name, email, current department, title, and the date they joined the workspace (ワークスペース参加日). At the top right is the blue Edit profile (プロフィール編集) button.
- Overall progress (総合進捗率)
- Average test score (平均テストスコア)
- Lessons not yet completed (未完了レッスン)
For each path: its name, how it was assigned (Direct (直接) or Via department (部署経由)), the due date, progress, and lessons completed / total.
The most recently completed lessons (lesson name, course name and completion date).
Path tests they've submitted (date taken, test, path, score, and Pass (合格) / Fail (不合格)).
A card for each certificate issued (certificate name and date earned). A Auto-issued (自動発行) badge means it was issued automatically.
- The blue Resend invitation email (招待メールを再送) button
- The red Remove this employee from the workspace (この従業員をワークスペースから削除) button
Common tasks
- Click the black Add employee (新規従業員を追加) button at the top right.
- The Add employee (従業員を追加) pop-up opens.
- Enter their Name (氏名) and Email address (メールアドレス).
- Click the black Add (追加する) button.
- An invitation email is sent, with a link for setting a password, and a new card appears in the employee list.
When you need to register a lot of people at once, such as at the start of a hiring season, this is the reliable way to do it.
- Click the white Bulk invite (CSV) (CSV 一括招待) button at the top right.
- The CSV paste page opens.
- Paste your CSV data into the large CSV data (CSV データ) text area. Put one person per line, with the columns in the order
email,displayName,department,title. Everything except the email is optional; if you leave out the name, the part of the email before the @ is used. A header row (one that starts withemail) is ignored.email,displayName,department,title yamada@example.com,Taro Yamada,Sales,Team Lead sato@example.com,Hanako Sato,HR, - Click the black Send invitations (招待を一括送信) button.
- The results appear below: three totals, Created (作成) / Skipped (スキップ) / Errors (エラー), plus a table with the outcome for each row.
Rows for people who are already members, and repeated email addresses within the CSV, are skipped rather than treated as errors. People who were removed earlier are brought back. If the organization runs out of free seats partway through, that row and every row after it are skipped.
- On the employee's details page, click Edit profile (プロフィール編集) at the top right of Basic information (基本情報).
- On the edit screen you can change the following:
- Profile picture: click the pencil icon at the bottom right of the picture and choose an image file (it uploads as soon as you choose it)
- Name (氏名)
- Email address (メールアドレス（変更不可）): shown only; it can't be changed
- Department (部署): the department the HR dashboard and the Learning progress page group this employee under. It is also set by the department column of a CSV bulk invite. Adding someone with Add member on a department's page is a separate membership and doesn't change this field.
- Title (役職)
- Hourly rate (時給, in your organization's currency, e.g. ¥): used in the Executive ROI calculation. If left blank, the organization's average hourly rate is used instead.
- Language (言語設定): 日本語 (ja-JP) / English (en-US)
- Click the blue Save (保存) button.
Only users with HR (full access) can save role changes for other employees.
- Go to the Workspace roles (ワークスペース内の権限) section at the bottom of the employee's profile edit screen.
- Turn the following roles on or off with the checkboxes:
- HR (full access) (HR（フルアクセス）): can invite, edit and remove employees
- HR (view only) (HR（閲覧のみ）): can view the dashboard, progress and reports only; can't change anything
- Workspace admin (ワークスペース管理者): manages the organization's settings
- Executive (経営層): access to the Executive area
- Curriculum management (カリキュラム管理): can create courses and paths
- Developer (開発者): can register apps and issue API keys
- When you save, the changes take effect immediately.
- In Admin actions (管理操作) at the bottom of the employee's details page, click Resend invitation email (招待メールを再送).
- When the browser asks whether to resend the invitation email, click "OK". The new email contains a fresh link for setting a password.
- At the bottom of the employee's details page, click Remove this employee from the workspace (この従業員をワークスペースから削除).
- In the confirmation dialog, enter a reason (削除理由（任意）) if you like. It's optional, and it's included in the notification email the person receives.
- Click the red Remove (削除する) button to confirm.
- They're removed from the organization and receive an email telling them so. If they don't belong to any other organization, they can no longer sign in. Their learning history and the audit log are kept (fully erasing their personal information requires a separate process).
- Type part of a name or email into the Name / Email (名前 / メール) field, then click Search (検索).
- The Department (部署) and Learning status (学習ステータス) drop-downs apply as soon as you choose an option.
- You can combine several conditions at once (department AND status AND name).
- To clear the filters, click the × button at the far right.
Troubleshooting
| Problem | Likely cause and what to do |
|---|---|
| No employee cards are shown | No one matches the current filters. Clear them with the × at the far right. If you haven't invited anyone yet, start with Add employee (新規従業員を追加) or Bulk invite (CSV) (CSV 一括招待). |
| Lots of errors or skips in a CSV bulk invite | Check the messages in the results table. Errors are usually malformed email addresses. People who are already members, and addresses repeated within the CSV, are skipped. If the header row shows up as an error, make sure it starts with email. If rows were skipped because the seat limit was reached, upgrade your plan and send just those rows again. |
| Role changes aren't saved | Saving changes on the edit screen requires HR (full access). With HR (view only) you can open the screen but not save. Ask someone with full access to make the change. |
| Someone added to a department doesn't appear under it on the dashboard | The dashboard and Learning progress group people by the Department (部署) field on this edit screen, not by Add member (メンバーを追加) on the department's page. Set the field here as well, spelled exactly like the department name. |
| The employee still doesn't get the invitation after a resend | It may have gone to their spam folder or been blocked by the company's email gateway. Check with your IT team. Email addresses can't be changed, so if necessary, invite them again under a different address. |
| I want to bring back an employee I removed | There's no undo button, but you can invite them again from Add employee (新規従業員を追加) (or by CSV) with the same email address. Their previous record is reused, so their learning history comes back with them and they can sign in again. This needs a free seat; if there isn't one, the invitation is refused. |
| I saved with the hourly rate blank and got a warning | It isn't an error: the organization's average hourly rate is used as a fallback. A warning mark may also appear on the Executive dashboard. |
