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How to add and edit employees

Last updated on Jun 16, 2026

This guide helps platform administrators add employees to LMS Smart Way manually or by importing them from a file, and update their details when needed.

Before you start

Prepare the employee's details:

  • first name;

  • surname;

  • email;

  • phone number, if needed;

  • department;

  • position;

  • notes, if needed;

  • gender;

  • decide whether Academy access should be granted.

The email address must be unique for each employee. If an employee with this email already exists in the system, LMS platform will not create a duplicate.

How to add one employee?

  1. Sign in to Smart Way with an administrator or HR user account.

  2. In the menu, go to the "Employees" section.

  3. Click the "Add employee" button.

  4. In the "New employee" window, fill in the required fields:

    • First name;

    • Surname;

    • Email;

    • gender.

  5. If needed, fill in the additional fields:

    • Phone;

    • Department;

    • Position;

    • Notes.

  6. If the employee needs to complete learning in the Academy, enable the "Grant Academy access" option.

  7. Make sure the employee has appeared in the list.

After adding an employee, you can find them by searching by full name, position or department.

How to edit employee details?

  1. Go to the "Employees" section.

  2. Find the employee in the list. If needed, use "Search by full name", "Search by position" or "Search by department".

  3. Click the row with the employee's surname in the table. A window with their details will open.

  4. In the "Edit" window, update the required details.

  5. If you change the email address, make sure it is not used by another employee.

  6. If you need to remove a department or position, delete the relevant value from the list in the field.

  7. Click "Save".

  8. Check that the updated details are shown in the employee list.

If the employee is an administrator, some access settings may not be available for editing in this form.

How to fill in the "Department" and "Position" fields?

The "Department" and "Position" fields are not used only as reference information. They help filter employees, grant access to learning materials and tests, prepare reports and ratings.

You can choose an existing value from the list or enter a new one. Each time you enter a new value, it is automatically added to the position and department selection list, so it can simply be selected next time. If an employee has several positions or belongs to several departments, you can set several values.

After entering a value, press "Enter" or leave the field so that the value is added to the list.

What "Grant Academy access" means?

The "Grant Academy access" option defines whether the employee will have access to learning courses.

Enable it if the employee needs to:

  • take courses;

  • receive assigned learning;

  • be included in learning reports;

  • take tests based on learning materials.

If the employee only needs to be added for psychological tests, Academy access does not have to be granted.

How to upload an employee list from a file?

Bulk upload is useful when you need to add many employees at once.

  1. Go to the "Employees" section.

  2. Click the "Upload employee list from file" button (the cloud upload icon on the right side of the "Add employee" button).

  3. In the "Add employees" window, click "Download file template".

  4. Open the downloaded XLSX template.

  5. Fill in employee details in the template without changing the column structure.

  6. If one cell needs to contain several positions or departments, separate the values with commas.

  7. Save the file in xlsx format.

  8. Return to Smart Way and click "Upload".

  9. Select the prepared file.

  10. Wait for the upload to finish.

  11. Click "Finish".

After a successful import, the employee list will be updated. If errors occur during the upload, the system will notify you and show a list of errors you need to fix. After correcting the errors, upload the file again. During a repeat upload, the system will skip employees who were added earlier and will not create duplicates.

XLSX file requirements

The file must be in xlsx format. Do not use CSV, XLS, PDF or screenshots of a table.

Fill in the template columns according to their purpose:

  • name - first name;

  • surname - surname;

  • email - employee email;

  • phone - phone number;

  • job_title - position;

  • department - department;

  • notes - notes;

  • gender - gender;

  • access to the academy - Academy access.

The downloaded template includes completion instructions. Read them before filling it in. First name, surname, email and gender must be filled in. Without these details, the row may not be uploaded.

How to check that employees have been added?

After adding or importing employees:

  1. Go to the "Employees" section.

  2. Use "Search by full name" if you need to find a specific person.

  3. If needed, check the search by "Position" or "Department".

  4. Open the employee card from the list and check the email, department, position and Academy access.

Common errors

An employee with this email already exists

Smart Way checks email addresses to avoid creating duplicates. If you see a message that an employee with this email already exists, check the employee list by searching by full name or email details. If your account does not contain an employee with this email, contact support chat.

The file has the wrong format

Use only xlsx for imports. If the file is saved in another format, the system will not be able to process it.

The template structure has been changed

Do not rename columns, remove service rows from the template or move data to arbitrary places. If the file structure is changed, some employees may not be uploaded.

Required fields are not filled in

For each employee, first name, surname, email and gender must be filled in. The system will skip empty or incomplete rows or show them as errors.

Employee limit reached

If the company has reached its employee limit, new records will not be added. In this case, you need to buy a package with more seats.

Administrator checklist

Before finishing, check that:

  • all required employees are in the list;

  • email addresses have been entered without errors;

  • employees have departments and positions filled in;

  • employees who need to learn have been granted Academy access.

Full automation

Use the API for full automation of adding, deleting and editing users.