Before You Start
You must be a Super Admin or an Admin with user management permissions
User management is done under Company → Talents
Overview
The Talents page is your central place for managing all users in your Lumofy environment. From here you can add new users, search and filter your user list, edit profiles, and control access.
The Talents List
Go to Company → Talents in the left navigation.
The list shows all users in your environment with the following columns:
Column | What it shows |
Talent's Name | Full name and profile photo |
Role | The talent's job title or role in the organisation |
Department | The department they belong to |
Line Manager | Their direct manager |
⋮ | Actions menu |
You can search by name using the search bar, or use Filters to narrow the list by department, role, or other attributes. Click Reset to clear active filters.
Adding a New Talent
Click + New Talent in the top right
Fill in the talent's details:
First Name and Last Name
Email: used for login and notifications
User Name: the talent's display username
Role: their job role in the organisation (e.g. Marketing Specialist)
Line Manager: select their direct manager from the dropdown
User Permission: set their platform access level (e.g. Admin, Talent)
License: assign a licence to the user
Talent ID (Custom Field): an optional identifier for internal tracking
Click Add Talent
The talent is added to the environment and you can send them an invitation email to set up their account.
Importing Users in Bulk
Use this method when onboarding multiple users at once, such as during initial platform setup or a new department launch.
Step 1: Open the Import Modal
1- From the left sidebar, click Company
2- Select Talents
3- Click the dropdown arrow next to + New Talent and select Import
4- The Import your talents modal will appear
Step 2: Download the Excel Template
1- In the modal, click Download next to Excel Template
2- Open the downloaded file and fill in a row for each user
The template includes the following columns:
First Name
Last Name
Username
User Email
Phone Number
Gender
Language
Legal Entity: must match exactly what is configured in Company Structure
Division: must match exactly what is configured in Company Structure
Department: must match exactly what is configured in Company Structure
Job Role: must match exactly what is configured in Company Structure
Job Level
Role Track
Line Manager: name of the user's direct manager
Line Manager Email
User Role: the permission level (e.g. Admin, Talent)
Custom Field 1–4: optional fields for internal identifiers
📝 Note: Legal Entity, Division, Department, and Job Role must match exactly what is configured in your Company Structure. Any mismatch will cause that row to fail on upload.
Step 3: Upload the File
1- Return to the Import your talents modal
2- Click the upload area or drag your completed Excel file into it
3- Click Upload Talents
⚠️ Warning: Users are created immediately on upload. Review your file carefully before uploading, as there is no undo for bulk imports.
Editing a Talent
Find the talent in the list
Click the ⋮ menu on their row
Select Edit
Update their details
Save the changes
Deactivating a Talent
Deactivating a talent prevents them from logging in without permanently removing their data.
Find the talent in the list
Click the ⋮ menu on their row
Select Deactivate
Confirm the action
To reactivate a deactivated talent, repeat the same steps and select Reactivate.
⚠️ Warning: Deactivated Talents lose access to the platform immediately. Their data and history are preserved and can be restored by reactivating the account.
FAQs
Can I change a talent's platform role after they have been created?
Can I change a talent's platform role after they have been created?
Yes. Edit the talent and update their User Permission field to change their platform access level.
What happens if an email address already exists in the system?
What happens if an email address already exists in the system?
The system will flag it as a duplicate and skip that row during CSV import. For manual invites, you will see an error message on submission.
Can I assign a Line Manager during bulk import?
Can I assign a Line Manager during bulk import?
Yes. The Excel template includes both Line Manager (name) and Line Manager Email columns. Fill in both to map each user to their direct manager on import.
What if I uploaded the wrong file?
What if I uploaded the wrong file?
You cannot undo a completed import. Contact your SuperAdmin to deactivate incorrectly created accounts and re-import corrected data.
Can I invite users before Company Structure is fully set up?
Can I invite users before Company Structure is fully set up?
You can, but users won't be mapped to a role or competency framework until roles exist. It is strongly recommended to complete Company Structure before inviting Talent.