How Do I Add/Edit Users in a Team?
Learn how to efficiently add and manage Users.
Written by Bradley Riley
Updated at December 2nd, 2025
Table of Contents
When a User has Team Leader access they have access to everything within the Team Management Portal. A Team Leader is responsible for managing Users and learning activities within a single Team. Each Team Leader can assign courses, control course visibility, create custom content, and run progress reports. While a Team can have multiple Team Leaders, each Team Leader is tied to one specific Team.
Please Note:
Users with Reseller Access and/or Team Leader access can create Team Leaders.
Adding a Singular User to a Team:
- Access the Team Management Portal.
- Select Members from the left-side menu.
- Click List from the drop-down list.
- Select the Create New button.
- Fill out the Member Information.
Please Note:
-
Team Access:
- This field allows you to give a User Team Leader and/or Team Assistant access.
-
Send a welcome email to the member:
- Turning this field on will trigger a welcome email to be sent to the Email Address provided in the Member Information. The email will send when the Create button is selected.
- Fill out the Login Information.
- When complete, select Create.
Please Note:
-
Username:
- For the Username, it's recommended but not required to use the User's Email Address.
-
Login Expiry:
- You can add a Login Expiry date. If this is not changed, the User will be unable to sign in to BrainStation after the specified date. Keep in mind, expired Users still use a license.
Please Note:
If you are receiving Bigger Brains eLearning from a Reseller, they most likely manage the licenses for your Team. They will often set a limit on how many licenses your Team can have, so if you try to add a User and receive an error referencing a User Limit or being Out of Licenses, contact your Reseller to talk about increasing your license limit.
Bulk-Adding Users via CSV File:
- Select Members from the left-side menu in the Team Management Portal.
- Click Upload from the drop-down list.
Please Note:
At the top of the screen there are two buttons, Sample Text File and Sample CSV File. Selecting either of these buttons will download an example file showing you how to format User information.
- When your Users are formatted in a TXT or CSV file, upload the document.
- Uploaded Data will appear on the bottom of the screen.
Please Note:
The Uploaded Data will show you the Email Address, Import Status, and a Message regarding the Users included in the TXT or CSV file. In this data, you will be able to see which Users were uploaded, and which failed to upload and why.
- Users can also be imported or synced from Microsoft Entra ID.
- See this article for more information.
Editing a User:
- Find the User you would like to Edit.
- Select the Action icon next to the User.
- Click Edit from the pop-out menu.
- Now you are able to edit the Member Information and Login Information for the User.
Resetting a User's Password:
- Select the Action icon next to the User in question.
- Click Password Reset from the pop-out menu.
- A pop-up will ask you to enter and confirm a new password.
- When done, select Rest Password.
Resending a Welcome Email:
- Select the Action icon next to the desired User.
- Click Resend Welcome Email from the pop-out menu.
- A pop-up will confirm that you want to resend a Welcome Email.
- Select Yes, Send.
- The following email will be sent to the User.
Promoting / Demoting a User:
- Select the Action icon next to the User in question.
- Click Promote/Demote from the pop-out menu.
- A User Status pop-up will appear.
Please Note:
Users with Reseller Access are the only ones who can see the Reseller Access field when clicking Promote/Demote for a User. If a User with Team Leader access selects Promote/Demote they are only able to modify the Team Access field.
- If you have Reseller Access, select the box in the Reseller Access field to promote the User and grant them Reseller-level permissions.
- If you have Team Leader access, open the Team Access drop-down field, then choose whether the user should have Team Assistant or Team Leader access.
Please Note:
A User with Team Leader access will be able to access the Team Management Portal and manage their Team in BrainStation.
A User with Team Assistant access will not be able to access the Team Management Portal, but will be able to manage their Team in BrainStation.
- Select the preferred access level from the drop-down field.
- When complete, select Update Status.
Please Note:
Just as easily as you can promote Users to Reseller, Team Leader, or Team Assistant access, you can also demote them when needed. To demote a User, clear the checkbox in the Reseller Access field, or select None in the Team Access field.
- You will see the User's status change reflected immediately on the List page.
Deleting a User:
- Select the Action icon next to the desired User.
- Click Delete from the pop-out menu.
- A pop-up will confirm that you want to delete the User.
- Select Yes, I'm sure.