All about users

When you click on 'manage' and then on 'users', you will arrive at the users overview page.

Create user

To create a user, click on 'new user' in the user overview. Here you fill in the name and email address of the new user.

Click on 'more settings' for the following functions:

• Roles: when creating a user you can assign additional roles, such as author or manager. In our article about roles you can read what these roles entail.
• Language: here you indicate in which language your user should see the platform interface. By default, this is the language of the organisation, which you have set under 'branding' in management. You can also always change the interface language for a specific user later in his or her profile. To do this, go to 'users' > click on the user's name > click on 'profile'.
• Notifications: by default, a participant receives notifications of, for example, missed chat messages. If you want to switch this off or change the frequency, you can do that here. Read more about notification settings in this article.

Add categories

You can add categories to users. A category is a field with extra information. Suppose you have learners from different organisations. Then you may want to create a category 'organisation', so you can easily filter users on this in the user list or in reports.

Step 1. In management go to 'categories' to create a category. In this case, you choose a user category. You then fill in the fields in the image below. If you want to define fixed organisations in advance, choose 'fixed value' for type. You then enter the organisations yourself. It is also possible to choose a date field, checkbox or an open field. In that case you don’t need to set any options in advance.

Step 2. You have completed and saved the category. But now you still need to link the correct user to the correct category. You do this under the user's profile. You find this by going to 'users', clicking on the name of a user and then opening the 'profile' tab.

Also very handy: when creating a category you can choose to let a user fill in the field themselves. This way you don’t have to manually select the right organisation for each user!

Now that you have set this up, you can conveniently filter your user list by the different organisations - or by another category, giving you a lot of flexibility!

(Re)invite user

When creating a user, you can choose to invite them directly to your academy by keeping the slider below active:

Of course, you can also send an invitation later. To do this, select the user in the user list and click on the mail icon.

Delete user

If you want to delete a created user, tick the user and click on the icon of a figure with a cross (move to trash). The user is now in the trash. If you want to permanently delete a user, tick the user here again and press the trash icon.

Import users

When you want to add many users at once, it is convenient to use the import tool. Here you can add users based on a CSV file. In the user overview, first click on the button with an upward arrow.

Step 1: Upload CSV file with participants

The CSV file must contain a column with names and a column with email addresses. Do your columns have headers? Then don’t forget to tick the function 'this file has headers'.

Step 2: Link the correct fields to the correct column.

Have you created extra fields under 'categories'? Then you can also link these to a column. This way you influence how this appears in Pluvo.

You can also indicate here in which language a user should see the Pluvo interface and email invitation. For this it is necessary that you have created a column with language codes in your CSV file. You don’t need to create this column if all your participants should be addressed in the same language.

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The following language codes can be used in your CSV file:

NL - use for Dutch participants

EN - use for English participants

DE - use for German participants

FR - use for French participants

ES - use for Spanish participants

PL - use for Polish participants

CS - use for Czech participants

Step 3: Check the data

Everything correct? Then you can import them and send an invitation. As mentioned above, you can also send participants an invitation later.

Search, sort and filter

Back to user management. Later you might have a very long list of participants and you’re just looking for that one participant. What can you do to easily find them?

1. Search bar: use the search bar to search by email address or name.
2. Filters: next to the search bar you will find filters. By default, you can filter by groups and roles, but you can also filter by the categories you have added. So if you added the 'organisation' field under categories, you can also filter on this and only display participants belonging to a specific organisation.
3. Sorting: the user list is sorted alphabetically by default. Click on the button next to 'name' to sort the entire list the other way around, from z to a.

Add users to a learning journey

You can also add users to a learning journey. To do this, first open the learning journey where you want to add the users, and click on the participants tab. You will see a + icon there. Click on that.

Next, you can choose to add existing or new users here. If you want to add an existing user, a screen will slide open where you can select and add users.

In case you want to add a new user who does not yet exist in Pluvo, another screen will slide out where you can fill in this person’s details. You can then also choose to send this person an academy invitation for the academy, or an invitation for the specific learning journey. You can also tick both options. Click save, and the new user is added to the learning journey.

For adding trainers, the same steps apply, but you add them via the trainers tab which you find next to the participants tab.

Updated on: 11/09/2025