User Management & Accounts

Acorn PLMS provides multiple methods for creating and provisioning user accounts, allowing your organisation to choose the approach that best fits your current infrastructure and growth plans. Whether you need immediate user onboarding or plan to automate provisioning through your HR system, Acorn supports flexible account management.

Manual Account Creation

Administrators can create new user accounts directly through Acorn PLMS's user management interface. This method gives you complete control over individual account setup and is ideal for small-scale onboarding or ad-hoc user additions.

Only users with the Administrator role can create accounts manually. This restriction ensures secure and controlled user provisioning across your organisation.

Bulk Upload

For efficient onboarding of multiple users at once, you can use the bulk upload feature. This allows you to upload core employee data in batch, significantly reducing the time required to provision large numbers of accounts.

Bulk upload is particularly useful during initial system deployment or when you need to onboard cohorts of users simultaneously. You can include pertinent details required for reporting and user experience based on each user's role.

Interim Solutions Before HRIS Integration

If your organisation has not yet established HRIS integration, bulk upload provides an effective interim solution. You can provision users with the critical data needed for immediate system use and reporting, then transition to automated HRIS-driven provisioning once your integration is established.

This phased approach means you do not need to delay Acorn PLMS deployment while waiting for HRIS systems to be ready. Core employee information can be uploaded until your system is configured to receive data directly from your HR system.

HRIS-Driven Provisioning

How HRIS Integration Works

Acorn PLMS enables automated user provisioning by connecting directly to your HR system through a setup feed that can be updated daily. Using Acorn's REST API, user data—including hierarchical information such as management structure and department—is transferred automatically from your HRIS to the LMS.

This automation reduces manual administrative overhead and ensures that user data remains current and accurate across both systems.

Data Synchronisation

When HRIS is the master data source, all user information flows from your HR system into Acorn PLMS automatically. Hierarchical information, department assignments, and any other user attributes can be passed through the API endpoints, ensuring consistency between your HR records and learning platform.

The integration supports both initial provisioning and ongoing synchronisation, so new hires are automatically added as they are entered in your HRIS.

Handling Terminations and Account Status Changes

When an employee is terminated or their status changes in your HRIS, Acorn PLMS can automatically reflect these changes. Terminated users' accounts are suspended in the LMS, which temporarily restricts their access while preserving their historical data for reporting and auditing purposes.

This automation ensures that separated employees cannot access learning content or platform features, while maintaining the integrity of your compliance and reporting records.

Manual Account Management

Flexible User Account Administration

Administrators retain the ability to manage user accounts independently of any automated import processes in place. You can:

• Create new accounts manually
• Update user information and attributes
• Suspend user accounts to temporarily restrict access
• Unsuspend user accounts to restore access

This flexibility allows you to respond quickly to organisational changes, handle exceptions, or make adjustments outside of scheduled HRIS sync cycles.

Organising Users: Groups and Audiences

Creating User Groups and Cohorts

Administrators can create user groups (also called audiences or cohorts) to organise learners by department, role, location, or any other criteria relevant to your organisation. User groups enable targeted content delivery and simplified course assignment.

User groups are particularly useful for organisations with diverse learning needs. For example, you can create separate groups for different departments or roles and assign content specifically to each group.

Supporting Non-Employee Users

Acorn PLMS accommodates non-employee users such as contractors and external partners. You can specify non-employee users into dedicated user groups, which allows you to display only content that pertains to those users.

In addition, Acorn's multi-tenant platform allows for siloed deployments under your parent deployment, supporting multiple internal and external tenant portals with tailored and customised environments. Content can be easily shared from your master tenant to other subtenants to provision targeted content offerings.

Getting Started

Your provisioning approach depends on your organisation's current state and timeline:

• Immediate launch without HRIS: Use manual account creation and bulk upload to get users onboarded quickly.
• Planned HRIS integration: Start with bulk upload, then transition to HRIS-driven provisioning once your integration is established.
• HRIS integration already planned: Implement HRIS provisioning from the start, using bulk upload only for non-standard or external users.

Regardless of which method you choose, Acorn PLMS gives administrators the tools to manage accounts securely and flexibly, responding to your organisation's needs as they evolve.

For detailed instructions on creating user groups and managing cohorts, see the related resources below.

Batch & Bulk User Operations Batch & Bulk User Operations

Managing user accounts individually becomes impractical as your organisation grows. Acorn PLMS provides comprehensive batch and bulk operation capabilities that allow you to perform large-scale user management tasks efficiently. Whether you need to add dozens of new learners, reset passwords across departments, or export user data for reporting, batch operations streamline these processes and save significant administrative time.

CSV and Excel User Upload

Importing Users in Bulk

Accessing bulk user import in Acorn PLMS allows you to add multiple user accounts simultaneously using CSV or Excel files. This capability is particularly valuable during onboarding cycles, departmental expansions, or when migrating user data from external systems.

To upload users in bulk, you will prepare a CSV or Excel file containing the required user information. Your file should include necessary fields such as user names, email addresses, and any role or department assignments relevant to your organisation's structure. Once your file is properly formatted and verified, you can upload it directly through the user management interface in Acorn PLMS.

The bulk upload process validates your data before import, helping you identify formatting errors or missing required fields before they affect your user database. This validation step prevents incomplete or corrupted user records from being created and ensures data integrity across your system.

Preparing Your Upload File

When preparing CSV or Excel files for bulk upload, consistency and accuracy are essential. Your file structure should align with Acorn PLMS requirements, with column headers clearly identifying each data field. Common fields include:

• User name or login identifier
• Email address
• First and last name
• Role or permission level
• Department or organisational unit
• Manager or supervisor assignment (if applicable)
• Custom fields specific to your organisation

Ensure all required fields are populated for every user record. Empty cells in mandatory fields will cause validation errors and may prevent the entire upload from processing. Remove any special characters or formatting that might not transfer correctly between systems.

Exporting User Data

Downloading User Information

Bulk export functionality lets you download your organisation's user data in CSV or Excel format. This capability supports various use cases, including creating backups, analysing user engagement patterns, generating compliance reports, or transferring data to external systems.

When you export user data from Acorn PLMS, you can typically select which user fields to include in your download, allowing you to customise the export to match your specific needs. You might export a minimal set of fields for a simple user directory, or include comprehensive details for in-depth analysis or migration purposes.

Bulk Password Reset Operations

Resetting Multiple User Passwords

Bulk password reset functionality addresses situations where multiple users require new credentials simultaneously. Rather than resetting passwords individually, you can select a group of users and initiate password resets across your entire selection at once.

This capability proves essential when:

• Implementing mandatory password changes for security compliance
• Recovering access for multiple users who have forgotten their credentials
• Updating passwords after a security incident affecting multiple accounts
• Completing periodic password rotation cycles across departments

When performing bulk password resets, Acorn PLMS typically generates temporary passwords or reset links that you can distribute to affected users, or may send reset notifications directly to user email addresses. This approach ensures users regain access quickly while maintaining security protocols.

Mass User Management Actions

Performing Operations at Scale

Beyond imports and password resets, Acorn PLMS supports additional bulk operations for comprehensive user management. Mass actions allow you to modify user properties, adjust permissions, or update account settings across multiple users simultaneously.

Common mass user management actions include:

• Role assignments: Bulk assign or update user roles across departments or teams
• Permission modifications: Adjust access levels for multiple users simultaneously
• Department or group transfers: Move users between organisational units en masse
• Account status changes: Activate, deactivate, or suspend multiple accounts at once
• Custom field updates: Modify organisation-specific user attributes in bulk

Workflow for Bulk Operations

Most bulk operations in Acorn PLMS follow a consistent workflow. First, you identify and select the users to be affected by your operation, either through direct selection, filtered lists, or by uploading a file containing user identifiers. Next, you specify the action to be performed and review any relevant parameters or settings. Finally, you preview the changes before confirmation, allowing you to verify the operation scope and impact before execution.

This preview step is critical—it provides an opportunity to catch unintended consequences or selection errors before they affect your user database.

Data Integrity and Error Handling

When performing batch operations, maintaining data integrity remains paramount. Acorn PLMS validation processes help identify problematic records before they corrupt your system. If errors occur during bulk import or operation execution, the system typically provides detailed error reports identifying specific records that failed and the reasons why.

Review error reports carefully to understand what prevented successful processing. Common issues include duplicate user identifiers, invalid email addresses, or missing required fields. After correcting errors in your source data, you can attempt the operation again.

Best Practices for Batch Operations

To ensure successful batch and bulk operations:

1. Plan thoroughly: Review your data structure and requirements before beginning any bulk operation
2. Test first: If possible, test operations with a small subset of users before performing organisation-wide actions
3. Verify data: Double-check file formatting, required fields, and data accuracy before upload
4. Review previews: Always examine operation previews before confirming bulk changes
5. Document changes: Keep records of bulk operations performed, including dates, scope, and results
6. Communicate clearly: Notify affected users when bulk actions impact their accounts (such as password resets)

For detailed instructions on performing batch operations in your specific context, please refer to the comprehensive user management documentation available in the Acorn PLMS help centre.

Email & Contact Requirements Email & Contact Requirements

Overview

Acorn PLMS is designed with flexibility in mind when it comes to user registration and contact information. Your organisation can configure account creation workflows to meet diverse learner populations and operational needs, whether your users have reliable email access or require alternative communication methods.

Email Address Requirements

Creating Accounts Without Email

Email addresses are not mandatory for account creation in Acorn. You can register learners using alternative unique identifiers instead. This capability is particularly valuable in environments where:

• Email access is limited or unavailable
• Learners use shared devices or temporary email services
• Your organisation serves populations with inconsistent internet connectivity
• You need to onboard users quickly without initial email verification

When you choose not to require email during registration, Acorn will accept other unique identifiers to ensure each account remains distinct and traceable within your system.

Multiple Accounts per Email Address

Your organisation can also allow multiple user accounts to be associated with the same email address if required. This flexibility supports scenarios such as:

• Team-based learning environments where accounts share a functional email
• Temporary or contractor accounts using a central contact address
• Migration or testing workflows

Contact Field Configuration

Flexible Self-Registration Fields

All self-registration fields in Acorn—including phone number, email, and other contact details—are fully configurable based on your organisation's needs. You are not locked into a predetermined set of mandatory fields. This means you can:

• Choose which fields appear during registration
• Set fields as required or optional
• Adjust configurations as your learner base and communication strategy evolve
• Remove contact requirements entirely if alternative identification methods suffice

Phone Number and SMS/WhatsApp Options

Phone Numbers Are Not Mandatory

Even when SMS messaging is enabled in your Acorn system, phone numbers remain optional for self-registration. Enabling SMS does not automatically make the phone number field required. Your organisation maintains full control over whether learners must provide a phone number to create an account.

SMS as an Alternative Communication Channel

Where enabled, SMS notifications can be used as an alternative communication method for account-related messaging and notifications. This is especially useful for:

• Learners who prefer text-based updates over email
• Reaching users in regions where SMS is more reliable than email
• Sending time-sensitive notifications (course reminders, password resets)
• Supporting multiple communication preferences simultaneously

Similarly, WhatsApp can be configured as a notification channel, expanding your options beyond traditional email and SMS for reaching learners.

Configuring SMS and Phone Requirements

Because self-registration fields are configurable, you can:

• Enable SMS notifications without requiring phone number entry
• Make phone number optional even when SMS is active
• Allow learners to opt into SMS communication voluntarily
• Align phone number requirements with your communication strategy

Notification and Email Integration

System Email Configuration

Acorn supports flexible email notification delivery. Your system can send all system notifications from a custom, organisation-defined email address. If your organisation uses SendGrid, Acorn can integrate directly with your SendGrid environment via SMTP, enabling:

• Branded email communications from your chosen address
• Reliable delivery through your existing email infrastructure
• Seamless integration with your organisation's email management tools
• Compliance with your email security and archiving policies

This configuration ensures that learners receive notifications from a recognisable, trusted sender address associated with your organisation.

Designing Your Registration Strategy

When planning your account creation workflow, consider these questions:

1. Email accessibility: Do all your learners have reliable email access? If not, plan to make email optional and configure alternative communication channels.

2. Communication preferences: Which channels (email, SMS, WhatsApp) will best reach your learner population? Configure multiple options to increase engagement.

3. Unique identification: What identifier will reliably distinguish each learner if not email? This could be a username, ID number, phone number, or other organisation-specific identifier.

4. Field burden: Minimise the number of required fields during registration to improve completion rates. Make fields optional unless they serve a critical function.

5. Compliance and privacy: Ensure your field configuration aligns with data protection regulations and your organisation's privacy commitments.

Key Takeaways

• Email is not required for account creation; use alternative unique identifiers instead
• Phone numbers are optional even when SMS is enabled
• All self-registration fields are configurable to match your organisation's needs
• SMS and WhatsApp can supplement or replace email as communication channels
• System notifications can be sent from a custom email address integrated with SendGrid
• Your configuration choices support diverse learner populations and communication strategies

For guidance on implementing these configurations in your specific Acorn environment, contact your system administrator or Acorn support team.

Self-Registration & Approval Workflows Self-Registration & Approval Workflows

Acorn PLMS provides flexible self-registration capabilities that allow learners to sign up directly into your platform. You can configure registration workflows to suit your organisation's needs, from open self-signup to gated approval processes that validate learners before they access content.

Understanding Self-Registration in Acorn

Core Self-Registration Features

Your organisation can enable self-registration to allow learners to create their own accounts and join the platform independently. This feature is particularly valuable for scaling user onboarding and reducing administrative burden.

When you set up self-registration, you can configure registration forms with specific fields that automatically route users into the appropriate tenant and cohort based on your organisation's criteria. For example, you might collect information about a learner's location, department, or skill level to place them in the correct learning pathway.

A key advantage of Acorn's self-registration system is its flexibility around email requirements. Email addresses are not mandatory for self-registration. Instead, you can register learners using alternative unique identifiers such as employee IDs, student numbers, or mobile phone numbers. This approach is especially well-suited for environments where email access is limited, inconsistent, or unavailable.

Configuring Registration Fields

Your registration forms can be customised to collect the data points your organisation needs. By strategically selecting which fields appear on your self-registration form, you create a streamlined experience for learners while gathering information that powers automatic routing into appropriate learning cohorts and tenant spaces.

Admin Approval Workflows

Gating Access with Approval Processes

If your organisation requires validation before learners access content, you can configure self-registration with admin approval workflows. This approach gates access to the platform, ensuring that only approved learners can enter and consume learning content.

Approval workflows serve several important functions:

• Preventing unauthorized access: You can verify that registration requests come from legitimate learners before granting platform access.
• Avoiding duplicate accounts: Administrators can check for existing accounts before approving new registrations, maintaining data integrity.
• Controlling license consumption: By approving registrations before access is granted, you maintain visibility and control over how many licences are being used.

Approval Authority and Delegation

Self-registration approvals are managed by two levels of administrators in Acorn:

• Tenancy Administrators: Admins assigned to specific tenants can approve self-registration requests for users within their tenant.
• Platform-level Administrators: System-wide administrators can manage approvals across all tenants in your Acorn instance.

This tiered approach allows you to delegate approval responsibility appropriately within your organisation's structure. Large organisations with multiple departments or regional tenants can distribute approval duties to tenancy-level admins, while smaller organisations may rely on platform-level oversight.

Capturing Learner Interest with Expressions of Interest

Managing Demand Beyond Registration

Beyond standard self-registration, Acorn includes an "Expressions of Interest" feature that functions as a live learning waitlist. This capability allows learners to signal their desire to participate in live or instructor-led sessions, even when those sessions are at capacity or have already occurred.

Expressions of Interest enable you to:

• Capture future demand: Learners can express interest in sessions that are full, allowing you to understand demand that extends beyond current capacity.
• Support session planning: Interest data helps facilitators and administrators make informed decisions about scheduling additional sessions or increasing capacity.
• Notify stakeholders: You can set notification thresholds to alert facilitators and administrators when a session generates significant interest, helping prioritise resource allocation.

Waitlist Functionality

The Expressions of Interest system replicates a traditional waitlist experience. When learners express interest in a session, they enter a pool of interested participants. Your administrators and facilitators can monitor interest levels and determine when to take action—such as notifying waitlisted learners that spots have opened, scheduling additional sessions, or expanding capacity for high-demand topics.

This approach optimises course participation by ensuring that:

• Learners know they can signal interest even when sessions are full.
• Your team has visibility into demand patterns and can respond proactively.
• No interested learner is overlooked when circumstances change.

Implementation Best Practices

Designing Your Registration Form

When configuring self-registration, consider which fields are essential for routing learners correctly. Collect information that directly supports your organisation's learning pathways and cohort assignments. Avoid requesting unnecessary information that might discourage signup.

Choosing Between Open and Approval-Gated Registration

Decide whether open self-registration or an approval workflow better serves your needs. Open registration maximises accessibility and reduces administrative overhead but offers less validation. Approval workflows provide control and verification but require administrator time and may slow onboarding.

Leveraging Alternative Identifiers

If your learner population has limited email access, ensure you configure alternative unique identifiers during setup. This might be particularly important for mobile-first learner populations or organisations operating in regions with inconsistent email infrastructure.

Using Expressions of Interest Data

Monitor interest thresholds for live learning sessions regularly. Use the interest data to inform decisions about course scheduling, resource allocation, and content prioritisation.

Summary

Acorn PLMS self-registration and approval workflows give your organisation control over how learners join your platform. Whether you choose open registration for maximum accessibility, approval workflows for validation and control, or a combination of approaches for different user types, Acorn's flexible configuration supports your organisation's unique needs. By combining self-registration with Expressions of Interest, you create a system that scales onboarding, captures demand accurately, and maintains the governance and license management your organisation requires.

User Lifecycle & Termination User Lifecycle & Termination

Effectively managing the employee lifecycle within Acorn PLMS ensures your organisation maintains security, compliance, and operational continuity. This article explains how to handle role changes, deactivations, terminations, and record retention throughout an employee's journey with your company.

Overview of User Lifecycle Management

Your organisation's employee lifecycle spans from pre-boarding through active employment to eventual termination or role transition. Acorn PLMS supports this entire workflow by enabling you to manage access, permissions, and learning pathways at each stage. The system preserves historical records while ensuring timely removal of system access when employment changes occur.

Pre-Boarding and Onboarding

Before an individual becomes a full employee, you can provide targeted learning content through pre-boarding pathways.

External Dashboards for Pre-Boarding

You can create external dashboards within Acorn PLMS to showcase pre-boarding courses. These dashboards are locked exclusively for non-employees, allowing prospective hires to access onboarding content before their first day. This approach enables your organisation to begin learning activities early in the employment cycle.

When a pre-boarding user transitions to active employment status, you can edit their user account to grant access to the internal company dashboard and full course catalog. This seamless transition ensures they move from external resources to full platform access without service interruption.

Managing Role Changes

When an employee moves to a new position within your organisation, their learning requirements often change. Acorn PLMS supports automatic role transition management.

Automatic Group and Cohort Adjustment

When a user transitions from one role to another, Acorn can automatically adjust the Group (cohort) assignments based on their new position. This means:

• Employees receive training relevant to their new role
• Access to previous role-specific content can be restricted
• Learning paths align with updated job responsibilities
• No manual reassignment is required if an HRIS feed is configured

HRIS Integration for Role Changes

Your organisation can implement an automated User Feed connected to your Human Resources Information System (HRIS). This integration continuously monitors employee role data and automatically updates their Acorn PLMS group memberships. When a role change is detected, the system adjusts access and learning pathways accordingly, typically completing within one week to allow for a smooth handover period.

Handling Terminations

When an employee's employment ends, immediate access revocation is critical for security and compliance.

Access Suspension Timeline

Upon termination, employee access to Acorn PLMS is suspended at the end of their final day of employment. This ensures your organisation maintains control over sensitive learning content and company information, protecting intellectual property and maintaining data security.

Complete System Access Removal

The LMS removes all system access immediately when an employee is terminated or resigns. Your organisation can facilitate this removal through multiple methods:

Single Sign-On (SSO): If your organisation uses SSO integration, access is revoked through your identity provider when the employee is deactivated in that system.

User Feed (Automated): An HRIS or user feed can automatically push termination data to Acorn PLMS, triggering immediate access removal without manual intervention.

Manual Removal: Your administrators can manually deactivate user accounts in Acorn PLMS when termination data becomes available.

Regardless of the method used, system access is removed completely and immediately, preventing terminated employees from accessing any platform resources.

Handling Internal Position Changes

When an employee transitions between roles but remains employed with your organisation—such as moving off a support team—access requirements may change.

Access Removal Timeline for Role Changes

If removal of access is necessary due to a role change, the system will complete access modifications within one week. This timeframe allows for:

• Notification to the employee of upcoming changes
• Completion of knowledge transfer activities
• Documentation of any required final assessments
• A smooth transition to the new role's access permissions

This controlled handover period prevents disruption while ensuring security boundaries are properly established.

Historical Record Retention

Acorn PLMS maintains comprehensive historical records throughout the user lifecycle, supporting compliance, audit, and performance analysis requirements.

Why Historical Records Matter

Your organisation benefits from retained user data:

• Compliance: Regulatory requirements often mandate retention of training records for specified periods
• Performance Analysis: Historical data enables trending and effectiveness analysis across employee cohorts
• Audit Trails: Complete records support internal audits and external compliance verification
• Rehire Scenarios: If a terminated employee returns, their historical learning data provides context for onboarding

Data Preservation After Termination

When an employee is terminated or deactivated, their historical learning records, assessments, and course completions remain in the system. Access is removed immediately, but the data itself is preserved according to your organisation's retention policies. This separation ensures security while maintaining the historical record.

Best Practices for User Lifecycle Management

To optimise user lifecycle management in Acorn PLMS:

1. Implement Automation: Use HRIS feeds and SSO integration to automatically manage access changes, reducing manual errors and improving response time.

2. Establish Clear Policies: Define your organisation's timeline expectations for role changes versus terminations, ensuring stakeholders understand access modification schedules.

3. Communicate Changes: Notify employees of upcoming role transitions and provide guidance on new learning pathways.

4. Monitor Historical Records: Periodically review retained data to ensure compliance with organisational and regulatory retention policies.

5. Test Integrations: Verify that SSO, HRIS feeds, and manual processes work as expected before relying on them for production access management.

Summary

Acorn PLMS provides flexible tools to manage every stage of the employee lifecycle, from pre-boarding through termination. By leveraging automated feeds, role-based group management, and timely access revocation, your organisation can maintain security and compliance while supporting employee development. Historical records are preserved to support audit, compliance, and performance analysis needs.

User Profile & Custom Fields User Profile & Custom Fields

Your learner records in Acorn PLMS form the foundation of effective performance management and learning tracking. Understanding how to configure and maintain user profiles—including custom fields and capability tracking—ensures your organisation captures the specific data needed for compliance, reporting, and personalized learning pathways.

Understanding User Profiles in Acorn PLMS

Each user profile in Acorn PLMS contains both standard system data and organisation-specific information. Your profile structure supports comprehensive learner records that go beyond basic demographics to capture competencies, development history, and role-specific attributes.

When you set up user profiles, you establish the backbone of all learning activities. Profiles connect learners to courses, instructor-led training, compliance requirements, and capability assessments. This unified record means that every action—from course completion to capability assessment—builds a complete picture of each individual's development journey.

Custom Fields for Organization-Specific Tracking

Every organisation has unique tracking requirements. Acorn PLMS allows you to add custom fields to capture data that matters most to your business, without modifying your core system structure.

What You Can Track with Custom Fields

Custom fields can be associated with three key record types in your system:

• Employee records: Track organisation-specific attributes such as department codes, cost centre assignments, security clearance levels, or internal certification statuses. This allows you to segment and report on learner populations according to your operational structure.
• Courses: Add fields to capture course-specific metadata such as delivery method preferences, skill category tags, or internal classification codes. This supports more granular course management and filtering.
• Instructor-led training: Extend your instructor-led training records with fields for location codes, trainer qualifications, or session-specific requirements.

Implementing Custom Fields

When you create custom fields, consider how they will support your reporting and analysis needs. Custom fields are typically used for:

• Compliance and audit tracking: Record certification numbers, audit dates, or regulatory framework associations.
• Operational segmentation: Classify learners by team, location, or business unit for targeted learning interventions.
• Skill mapping: Link learners to specific skill clusters or competency frameworks relevant to your industry.
• Performance correlations: Track attributes that help you understand relationships between learning outcomes and business metrics.

Your custom fields integrate with Acorn's reporting engine, allowing you to filter, sort, and analyze learner data by any field you define. This flexibility means your system adapts to your organisation's needs, rather than forcing your processes to fit a generic platform.

Capabilities and Profile Continuity

One of the most powerful aspects of Acorn PLMS is how capabilities are managed at the individual profile level, not at the role level. This distinction is critical for maintaining accurate development records as your learners progress through your organisation.

How Capabilities Attach to Profiles

In Acorn PLMS, capabilities are attributes of the individual user profile rather than tied to a specific job role or position. This means that every capability a learner develops, every assessment passed, and every proficiency level achieved becomes part of their permanent professional record within the system.

When you assess a learner's capability—whether through formal assessment, course completion, or manager evaluation—that capability is recorded against their profile. The assessed proficiency level, the date of assessment, and any supporting evidence remain attached to the individual.

Benefits During Role Transitions

As your learners move into new roles, their capability history moves with them. Your organisation avoids the common problem of "capability loss" that occurs when development records are tied only to a role rather than to the person. When a learner changes positions:

• Development history is preserved: All previous learning achievements, course completions, and assessments remain visible in their profile.
• Proficiency levels transfer: Assessed competency levels from their previous role are available to managers and training administrators in their new role, informing decisions about additional training needs or role readiness.
• Continuity is maintained: There is no reset or loss of data when a learner transitions. Their growth trajectory remains intact.
• Succession planning is informed: Your organisation can identify individuals with specific capability combinations across different roles, supporting more strategic workforce planning.

Practical Impact on Learning Continuity

This profile-based capability approach ensures that your organisation builds genuine learning continuity. Rather than each role resetting a learner's record, Acorn PLMS maintains a comprehensive profile that acknowledges and leverages all prior development.

When a learner moves into a new role, their manager or training administrator can immediately see what capabilities they already possess, what they have recently developed, and where gaps might exist for the new position. This accelerates onboarding, reduces redundant training, and helps your organisation extract maximum value from previous learning investments.

Best Practices for Profile Management

To get the most from user profiles and custom fields in Acorn PLMS:

• Plan custom fields strategically: Define custom fields that align with your reporting requirements and business processes before implementation.
• Maintain data accuracy: Ensure that profile information, particularly role assignments and custom field values, are kept current.
• Leverage capability records: Use capability assessments consistently so that your profile data reflects genuine proficiency levels.
• Review profile data regularly: Periodically audit user profiles to ensure custom field values remain accurate and that capability records reflect current competency.

Your user profiles in Acorn PLMS are dynamic records that grow and adapt as your learners develop. By configuring custom fields thoughtfully and understanding how capabilities persist through role transitions, you create a system that genuinely supports organisational learning and career progression.