Add users and create user groups

Learn how to add users or user groups in Captivate Prime application.

Add users
Birds eye view of adding users


In Adobe Captivate Prime, you can assume the following roles:

  • Administrator: An Administrator defines the training strategy for the organization. An Administrator can add learners, search required skills for learners, manage and assign courses, create learning plans, certifications, and learning programs, and manage reports for the entire organization.
  • Author: Authors are Instructional Designers and content creators. An Author can add modules and courses to Captivate Prime.
  • Manager: A Manager manages the learning activities of a team. A Manager can nominate team members to take a course, approve requests from team members, and provide feedback on performance of their team members post-completion of training. Managers can also view reports for their team to track their performance.
  • Learner: Learners can access courses, learning programs, and certifications assigned to them. Learners can also browse through all the available courses by using a catalog and enroll themselves for either courses, learning programs, or certifications.

As an Administrator, you can add users in three ways:

  • Internal
  • External
  • User groups

Add a single user

To add users,

  1. Log into Adobe Captivate Prime as an Administrator. 

  2. On the home page, click Add Users. On this page, you can add a single user or multiple users at a time using a CSV. You can also create a self-registration link for internal employees or create an external learner profile.

  3. To add a single user, click Add on the upper-right corner and choose the option Single User.

    Select single user
    Add a single internal user

  4. On the Add User dialog, enter the details of the learner. For the field Manager's Name, pick the name of an existing user in the system.

    Add manager's name
    Add user dialog box

  5. To add the new user in Prime, click Add. After the user is added, the user receives a verification mail. The Learner then activates the account and starts using Captivate Prime. This workflow is helpful if you need to add limited number of learners to your Prime Account. But if you're planning to enroll all the employees of a large organization, you can add them in a singe attempt. For more information, see the next section.

Add users in bulk

Typically, most organizations work with an HR Management System (HRMS), which maintains all employee records, such as, designation, location, date of joining, or employee hierarchy. You can export this data in a CSV format. To import a CSV, follow the steps below:

  1. Click Add on the upper-right corner, and choose the option Upload a CSV.

    Upload a CSV
    Upload a CSV to add users in bulk

  2. The CSV that you upload consists of the fields, as shown below:

    Structure of the CSV

  3. After you click the option Upload a CSV, the following dialog displays.

    Upload a CSV
    Upload a CSV dialog

  4. Choose the CSV or drag-and-drop the file. After you’ve chosen the file, map the data fields with the ones in the CSV file. Click the required drop-down and choose the right field.

    Map data fields
    Map fields in CSV

  5. To start importing the users, click Save. You can see a confirmation message.

    Save CSV
    Confirmation message for successful upload of the CSV

  6. The new users are now added to your Adobe Captivate Prime account. To select the new users, select the check-box next to the names so that everybody is selected. 

    Select users
    New users added


For more information, see the FAQ, Add users in bulk.

After you have selected the users, you can perform the following:

Register a user

With the user selected, click Actions on the upper-right corner and click Register.

The selected users receive a Welcome email. If the learners have an existing Adobe ID, they can click this link. If they don't have an existing Adobe ID, they can go ahead and click the Welcome link to create an Adobe ID and link it to their Prime account.

Assign a role

After adding learners to the Adobe Captivate Prime account, if you want to change their roles, click Actions on the upper-right corner of the page. Choose the option Assign Role. Here you can decide whether you want to give Author access or Admin access to the learner. After you have assigned a role, this learner has Author access to the account and can add modules and create courses. 

Assign a role
Assign a role to a user

Remove a role

You can also remove Author or Admin access for the users. Select one or more learners, click Actions, and select Remove Role. Choose an option, for example, Remove Author, and the author access gets revoked for this learner. 


You cannot manually assign a Manager role to someone in the system. They automatically get access to the Manager dashboard when one or more employees are added under them.

Delete a user

To delete a user, click Actions, and choose Delete User. On the confirmation dialog, click Yes, and the learner gets deleted.

Confirmation dialog to delete a role
Confirmation message to delete a user

Edit a user

On the list of users, choose a user, and click the user. On the user details, click the Edit () button. On the Edit User dialog, make the necessary edits and to save the changes, click Save.

Edit user
Edit User dialog

Create a self-registration link

You can also enable employees in your organization to register themselves as Learners to Adobe Captivate Prime Account, without taking help from you as an administrator. The administrator can create a Self-Registration link and share with the employees, who can further register to Prime using their Adobe credentials.

On the upper-right corner of the page, click Add, and choose Self-Registration.

Create link to self-register as learner

The Add Self-Registration Profile dialog appears. Give this profile a name. Then add the manager's name. It's important to know that the manager must already be registered Learner in Prime.

Add a self registration profile
Add profile for self-registration

After you click Save, a URL gets generated, which you can share with the learners, so that they can click the URL and self-register themselves.

Enroll external learners

In Adobe Captivate Prime, you can also create Registration links for external partners or agencies with limited access to your account and provide them learning material.

There are a few differences between internal and external registrations.

Internal users

External users

Log in using Adobe ID or SSO credentials.

Log in using any email ID.

Gamification is available.

Gamification is not available.

Learner hierarchies are available.

Learner hierarchies are not available.

To enroll external users, follow the steps below:

  1. In the left navigation pane, click External.

    Click external
    Enroll external users

  2. On the upper-right corner of the page, click Add.

  3. On the Add External Registration Profile dialog, add the following details:

    a.      The profile name of the partner organization.

    b.      The email address of the manager of the partner organization.

    c.      Seat limit for external enrollment for this partner.

    d.      Expiry date to set a deadline to stop allowing new registrations to this group. After the Expiry date, only the existing registered users can access this training.

    Map the data fields
    Add External Registration Profile dialog

    e.      In the Advanced Settings section, enter the following:

                 i.     Login Requirement: Specify a value in days. Learners get deleted if they do not login for the above duration.

                 ii.     Allowed Domains: A comma-separated list of whitelisted email domain names.

                 iii.     Email Verification Required: Select this option to make email verification mandatory for a learner.

    Email verification required
    Advanced Settings

  4. After you click Save, you can see the following confirmation message. You must share the URL with your external partner.

    Save and share URL with external users
    URL to be shared externally

Enable an external profile

After an external profile has been created, you must enable its status. From the list of external profiles, choose the required profile, and toggle the status button.

Choose the external profile and toggle status button
Enable an external profile

This enables the External Enrollment link. A welcome email is automatically be sent to the partner. You can also copy the link and share with them by clicking the Copy URL icon (), or you can resend the welcome email to the partner organization by clicking the Mail icon ().

The partner manager can share the link with the employees who must take the training in Prime. When they click the link, they can self-enroll themselves after filling out some details to create their profile on Prime. These users will not appear on the Learners tab along with the internal employees. You can see their names under the External Learners tab.

Pause an external profile

After adding an external user group to Captivate Prime, you can also pause the external users’ registration process. When you pause, the external users’ registration process is blocked. However, this process works only when the users haven't registered yet by accepting the invitation.

To pause the external user groups, choose a group or groups, click Actions from the upper-right corner of the page, and click Pause.

Resume an external profile

At any time, you can always revoke the paused state of an external partner and resume normal services. Click Actions at the upper-right corner of the page and choose Resume.

The following states are applicable for external users:

  • Inactive state - In this state, the external users’ registration is expired. Administrators set the expiry date for the external users while adding them through the add user workflow.
  • Active state - In this state, the external users can register to the Captivate Prime application, and log in to the application.
  • Pause - In this state, the registration process for external users is blocked. However, the existing users can continue to log in.

Check used seats

On the list of external profiles, click Seats Used. You can view the number of learners in the partner organization who have been added.

Seats used
Check used seats

Delete a user

Choose a user, and from the upper-right corner, click Actions > Delete User.

Change profile

To move a user to another external profile, choose a user, from the upper-right corner, click Actions > Change Profile. From the list of profiles, choose a profile, and click Change.

Assign a role

Choose a user, and from the upper-right corner, click Actions > Assign Role > Make <role>. The user gets a new role.

Remove a role

Choose a user, and from the upper-right corner, click Actions > Remove Role > Remove <role>. The selected role gets removed from the list of roles that were assigned to the user.

Create user groups

A User Group is a set of users who are related to a category. User Groups help administrators to select learners in their organization based on their attributes, and then assign learning content to them. Also, these User Groups enable administrators to assign customized logos and catalogs to learners and show customized reports on their progress.

To access User Groups, on the left navigation pane, click User Groups.

User groups
Create User Groups

There are two types of groups in Adobe Captivate Prime, Custom and Auto-generated. When you add learners to your account, some groups are automatically created based on their common properties.

To see the automatically created groups, click the tab Auto-generated.

Click the auto-generated tab
View Auto-generated groups

You can see that there are different groups, like All Internal Users, All Managers, groups based on the Cost Center, based on the department, and based on the teams of the managers.

In addition to Auto-generated groups, you can create Custom groups. To add a new Custom Group, on the upper-right corner, click Add

Click Add, to add a new custom group
Add new Custom group

  1. Enter the name, and description for the group.

  2. Enter user name or profile in search-as-you-type field and select from the drop-down list, to add users.

  3. To add more learners, click Add More Users.

  4. To create the user group, click Save.

This Custom Group is now created and added to the profile. The User Groups that you create are dynamic in nature. If new users are added with similar attributes, they're automatically added to the User Group.

Advanced settings

Active Fields

This feature enables administrators to add more active fields in addition to what has been provided during user registration. 

Click Active Fields available inside users page. Learners can only choose from the values given in custom values.

Active fields
Active fields

Configure Fields

Internal users

You can add custom value for user fields for internal users.

To add  custom values, follow these steps:

  1. Click Modify Values for an Internal user. 

    Modify values for internal users
    Modify values for internal users

  2. The Values in Custom field dialog box appears.

    Values in Custom Fields dialog box
    Values in Custom Fields dialog box

  3. Select the value to add from the Select Field drop-down menu.

  4. Enter new values in the New Value field.

  5. Click Done

  6. Click Save on the top right corner to Save changes.

External users

Add custom values similar to that for internal users.

Modify values for external users
Modify values for external users


User Display

If the option Show only unfilled fields on Learner login is enabled, a user only sees the blank fields upon login.

Show unfilled fields
Show unfilled fields

Using this option, an Administrator can decide whether he/she wants to show the fields or hide them once these have been populated.

Restrict Active Fields in reports

Captivate Prime 27.7 introduces two new options- Reportable and Exportable, for Active Fields.

Options in Active Fields
Options in Active Fields

For CSV fields and manually added fields, if an Active Field is marked as Reportable, the Active Field becomes searchable in a filter inside a dashboard report.

Filters in a dashboard report
Filters in a dashboard report

If an Active Field is marked as Exportable, then the Active Field appears in the Excel file upon downloading any Excel report.

These options appear for both internal and external Active Fields.

You can only delete a custom Active Field.

Custom Roles

Add any field of your choice as part of your user information and click Save. After adding the fields, you can also cross check the availabilities of the fields in the Edit users dialog. 

After adding the fields, you can notice that the fields marked with tick mark are sourced from data source or CSV as mentioned in the below snapshot. Administrator can edit these sourced fields by enabling or disabling the fields. 

Values for active fields in Captivate Prime

The values for active fields are fetched in the following ways: 

  1. Captivate Prime application imports metadata from data sources associated with your account. 
  2. Metadata captured from the manually imported CSV file. 
  3. Learners fill up metadata when they log in
  4. Administrator enters data for the users. 

Captivate Prime application creates user groups automatically, from these metadata. 

Add custom value

You can add custom value for user fields in the Internal and External user fields.

To add  custom values, follow these steps:


Custom fields can be added and deleted, they are applicable to all users. CSV fields can be enabled or disabled, they come into effect only when you upload CSV after making the modifications in Active fields. All internal active fields are applicable to all types of Internal users. External fields are applicable only to external users. If a custom field is present in CSV, on next upload it gets converted to a CSV field automatically and it is enabled. 

Values for CSV fields

Users can only choose from predefined fields for CSV fields if the Restrict Selection check-box is enabled.

Restrict selection checkbox
Restrict selection check-box

Import Logs

In this space, you can view the CSV import history for the users the administrator has added using bulk import feature. You can also click Add at the upper-right corner of the page to add users using CSV upload feature. 

Frequently Asked Questions

After adding a user and assigning a role to the user, you can register the user by performing the steps below:

  1. With the user or users selected, click Actions on the upper-right corner, and click Register.
  2. On the pop-up window, click Yes.

The selected user(s) receive a Welcome email. If the learners have an existing Adobe ID, they can click this link. If they don't have an existing Adobe ID, they can go ahead and click the Welcome link to create an Adobe ID and link it to their Prime account.

Clicking one of these links in the email is mandatory for the learners as it helps Prime to verify the learner's account.

To edit a user, follow the steps below:

  1. In the list of users, click the user for who you want to edit the data.
  2. Click the pencil icon, as shown below.
Edit user data
Edit user data

In the Edit User dialog, update the fields accordingly. To save the changes, click Save.

In the list of External Users, choose the user that you want to delete. On the upper-right corner, click Actions > Pause.

For more information, see Pause an external profile.

After you pause a profile, the external profile displays the status as Paused.


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