Summary and recommendation
Trainual user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Trainual's user management lives under Settings > People (https://app.trainual.com/settings/people).
From there, administrators handle every app lifecycle action: inviting new members, assigning roles, scoping team visibility, and deactivating leavers.
The permission model is fixed at three roles - Administrator, Manager, and Employee - with no custom role builder available on any plan tier.
Quick facts
| Admin console path | Settings > People (accessible via the left-hand navigation) |
| Admin console URL | Official docs |
| SCIM available | Yes |
| SCIM tier required | Enterprise |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Administrator | Full account access: manage billing, settings, users, content creation, and all subject/policy assignments. Can invite and deactivate users. | All plans | Counts as a paid seat | Only Administrators can manage billing and account-level settings. | |
| Manager | Can create and edit content, manage direct reports, view team progress and reports for their assigned group. | Cannot access billing or account-wide settings; cannot manage users outside their assigned group. | All plans | Counts as a paid seat | Manager visibility is scoped to their assigned team/group only. |
| Employee (Member) | Can view and complete assigned subjects and policies. Can update their own profile. | Cannot create or edit content, cannot manage other users, cannot access settings. | All plans | Counts as a paid seat | Default role for most invited users; no content authoring access. |
Permission model
- Model type: role-based
- Description: Trainual uses a fixed set of roles (Administrator, Manager, Employee/Member). Roles determine access to content creation, user management, and reporting. There is no custom role builder; permissions are tied to the predefined role assigned to each user.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level only; no per-user or per-content-item permission overrides beyond role assignment and group/team scoping.
How to add users
- Navigate to Settings > People in the left-hand navigation.
- Click 'Invite People' or 'Add People'.
- Enter the invitee's email address.
- Assign a role (Administrator, Manager, or Employee).
- Optionally assign to a team/group and set a job title.
- Click 'Send Invite'. The user receives an email invitation to create their account.
Required fields: Email address, Role
Watch out for:
- Invited users consume a seat immediately upon invitation, before they accept.
- Users must accept the email invitation to activate their account.
- Seat limits are enforced at the plan level; exceeding the included seat count incurs additional per-seat charges.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | Yes | Settings > People > Import People (CSV upload option within the Add People flow) |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | Enterprise (custom pricing) |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: Trainual documentation emphasizes deactivation and removal from the People settings area, while API and SCIM surfaces can expose delete-style operations. Tenant-specific lifecycle behavior should be validated before assuming only one path exists.
- Navigate to Settings > People.
- Locate the user in the people list.
- Click the user's name or the action menu (three dots) next to their name.
- Select 'Deactivate' from the options.
- Confirm the deactivation in the prompt.
| Data impact | Behavior |
|---|---|
| Owned records | Content authored by the deactivated user remains in the account and is not deleted. |
| Shared content | Subjects and policies the user was assigned remain intact and accessible to other users. |
| Integrations | Any SSO/IDP session for the user is terminated upon deactivation. |
| License freed | Deactivating a user frees the seat, making it available for a new invite. |
Watch out for:
- Deactivation is not reversible through a self-service reactivation flow in all plan tiers; confirm reactivation capability with Trainual support if needed.
- Deactivated users retain their completion history, which is visible to Administrators in reports.
- If a user is deactivated while mid-way through assigned training, their progress is preserved but they cannot continue until reactivated.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Active Seat | Any user with an active (non-deactivated) account regardless of role (Administrator, Manager, or Employee). | Included seats vary by plan (10 seats included on Small plan at $249/mo annual); additional seats are approximately $3–$5/seat/month depending on plan tier. |
- Where to check usage: Settings > People - displays total active users and seat count against plan limit.
- How to identify unused seats: Filter the People list by 'Last Active' date to identify users who have not logged in recently. No automated unused-seat report is documented in official help.
- Billing notes: All plans include a base number of seats (10 on the Small plan). Exceeding the included seat count triggers per-seat overage charges. Deactivating users frees seats. Annual billing is discounted versus monthly. A 50% nonprofit discount is available.
The cost of manual management
Every app invite consumes a seat immediately, before the recipient accepts - unaccepted invitations still count against your plan limit and can trigger per-seat overage charges. Deactivation must be performed one user at a time through the UI; there is no bulk action.
Identifying stale accounts requires manually filtering the People list by Last Active date, since no automated unused-seat report is documented.
The decision
SCIM provisioning is available but gated to the Enterprise tier, which requires contacting Trainual sales for pricing. Small, Medium, and Growth plan customers must manage users entirely through the UI or the REST API.
If your IdP is Okta or Microsoft Entra ID and you are on Enterprise, SCIM is the lowest-overhead path to keeping every app account in sync with your directory. For all other tiers, factor in the manual seat-management overhead before committing to annual billing.
Bottom line
Trainual's manual user management is straightforward for small teams but does not scale gracefully: no bulk deactivation, no granular permissions, and seat consumption on invite rather than acceptance create compounding overhead as headcount grows.
Teams below the Enterprise tier should build explicit offboarding checklists to avoid seat leakage, and should audit the People list by Last Active date on a regular cadence to keep the active seat count accurate.
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