Step-by-step instructions for administrators
This guide walks you through everything you need to do to set up the Learning Hub for your organization. Follow the sections for a first-time setup, or jump to any section as a reference.
| Section | What you will do |
| 1. Before You Begin | Understand prerequisites and recommended setup order |
| 2. Create Security Groups | Define roles and permissions for your team |
| 3. Create Employment Tags | Set up categories to organize your employees |
| 4. Add Your Employees | Add staff individually or via spreadsheet upload |
Before You Begin
Prerequisites
Before you can configure Learning Hub, confirm the following:
- Your organization has purchased the Learning Hub add-on, and it has been activated. If you are not sure, contact BehaviorLive support (support@behaviorlive.com).
- You are logged into your organization portal as an Administrator.
Recommended Setup Order
Complete these steps for the smoothest first-time setup. Doing them out of order (for example, adding employees before creating security groups) means you will need to go back and update records manually.
| Set Up Steps | Description |
| Step 1: Create Security Groups | Create Security Groups — define what each role can see and do Set a default Security Group — applied automatically to new employees |
| Step 2: Create Employment Tags | Create Employment Tags — set up your categorization system |
| Step 3: Add Employees | Add Employees — individually or by spreadsheet |
Step 1: Create Security Groups
What are Security Groups?
Security Groups define what each employee can see and do inside the Learning Hub. If an employee is not assigned to a security group, they will only be able to see their own My Content page.
Note: Your organization automatically has one built-in group called Administrators. This group has all permissions enabled and cannot be modified. It is automatically assigned to any admin user.
Step-by-Step: Create a Security Group
| 1 | Navigate to Settings in your organization portal. From the top navigation, click your organization name, then select Settings. |
| 2 | Select Security Groups from the Settings menu. |
| 3 | Click the button to create a new Security Group. |
| 4 | Enter a name for the group. Choose a name that reflects the role — for example: Supervisors, Clinical Staff, or RBT ® Staff. |
| 5 | Configure permissions for the group. Review each permission and toggle it on or off. Pay special attention to the scope of each permission. |
Note: Many permissions offer two scope options: All Employees (the user can act on anyone in the organization) or My Employees (the user can only act on employees they directly supervise or those employees their direct reports supervise). Use My Employees for supervisor-level roles to limit their access appropriately.
| 6 | Save the Security Group. |
| 7 | Repeat to create all the security groups your organization needs before adding employees. |
Step-by-Step: Set a Default Security Group
Setting a default security group means every new employee added to your organization is automatically placed into that group — saving you from having to assign it manually each time.
| 1 | In the Security Groups settings page, locate the group you want to use as the default. |
| 2 | Select the default group from the dropdown menu to set this group as the organization default. |
Tip: For most behavioral health organizations, a basic Staff group (with access to My Content only) makes a good default. Groups with more required access — like Supervisors — can be assigned individually as needed.
Step 2: Create Employment Tags
What are Employment Tags?
Employment Tags are a flexible labeling system for categorizing your employees. Tags are used most heavily when assigning content — they allow you to filter your employee list quickly so you can target the right group of people.
Examples of how organizations use tags:
- Role type: RBT®, BCBA®, BCBA-D®, Office Staff
- Location or clinic: Main Office, North Clinic, Remote
- Hire cohort: New Hire 2026, January Cohort
- Compliance status: CEU Renewal Due, Credentialing Active
Step-by-Step: Create Employment Tags
| 1 | Navigate to Settings in your organization portal. |
| 2 | Select Employment Tags from the Settings menu. |
| 3 | Click the button to add a new tag. |
| 4 | Enter the tag name and save. Keep tag names short and consistent. For example, use RBT rather than Registered Behavior Technician ® if you are also using BCBA rather than Board Certified Behavior Analyst®. |
| 5 | Repeat to create all the tags your organization needs. |
Caution: A tag cannot be deleted while it is assigned to any active employee. Create tags thoughtfully — renaming or restructuring tags later requires removing them from all employees first.
Step 3: Add Employees
Overview
There are two ways to add employees to Learning Hub: one at a time through the user interface, or in bulk via a spreadsheet upload. Use the method that best fits your situation.
| Field / Option | Description |
| Add one at a time | Best for adding individual new hires or when your roster is already set up and you are adding occasional staff. |
| Spreadsheet upload | Best for initial setup when you have a large roster to load at once, or for regular syncing of your employee list. |
Method A: Add a Single Employee
| 1 | From the top navigation, go to your organization portal and select the Employees tab. |
| 2 | Click the button to add a new employee. |
| 3 | Fill in the employee's information. At minimum, provide their name and email address. |
| 4 | Assign a Security Group. If you have set a default security group, it will be pre-selected. Change it here if this employee needs a different level of access. |
| 5 | Assign Employment Tags. Select any tags that apply to this employee's role, location, or cohort. |
| 6 | Assign a Supervisor (optional). Select one or more supervisors for this employee. Supervisors with the appropriate permissions will be able to view this employee's training progress. |
| 7 | Save the employee record. An invitation email is automatically sent to the employee's email address with instructions to access the portal. |
Note: The invitation email is always sent automatically when adding an employee one at a time. If you are not ready for employees to receive invitations yet, use the spreadsheet upload method instead — it lets you control whether emails are sent.
Method B: Upload Employees via Spreadsheet
| 1 | From the Employees tab, locate and click the spreadsheet upload option. Your spreadsheet should have a column for each of the following items: First Name, Last Name, Email, Security Group Id, Employment Tags Id, Supervisor Ids |
| 2 | Click Browse for file and select your desired file for upload. |
| 3 | Use the column mappings to identify where to locate the required information in the spreadsheet. |
| 4 | Review the two upload options before confirming: These settings apply to the entire upload and cannot be changed after it runs. |
| Field / Option | Description |
| Send email to new employees | If checked, newly added employees will receive an email notification inviting them to access the portal. Uncheck this if you are loading your roster before you are ready to go live. |
| Remove all employees not on this list | If checked, any employees in currently in listed in BehaviorLive as an employee but are NOT on the uploaded spreadsheet will be automatically deactivated. Use this option when uploading your complete employee roster to keep your list in sync. Do not use this option if you are uploading only a subset of employees. |
| 5 | Click Import. |
Caution: The auto-remove option will deactivate any employee not on the uploaded list. This action cannot be undone in bulk. Double-check your spreadsheet is complete before enabling this option.
Using Bulk Actions on the Employee List
After employees are added, you can update multiple records at once using bulk actions.
| 1 | On the Employees tab, check the box next to one or more employees to select them. You can also use the filter fields at the top to locate specific groups of employees. To select all employees in your organization, click the check mark at the top of the table. |
| 2 | The bulk actions toolbar will appear. Select the action you want to perform. |
| Field / Option | Description |
| Manage Supervisors | Adds or removes supervisor relationships for all selected employees. |
| Update Security Group | Reassigns all selected employees to a different security group. |
| Manage Tags | Adds or removes employment tags for all selected employees. |
| Delete Tags | Removes specific tags from all selected employees. |
Removing an Employee
When an employee leaves your organization:
- Select the employee from the list and use the remove option from the Actions menu.
- The employee is marked as inactive. Their training history, CEU records, and all other data are preserved.
- Supervisor relationships for that employee are automatically removed.
- No other data is deleted.
Note: Inactive employees do not count against your active roster, but their historical records remain accessible for reporting purposes.
Quick Reference: Setup Checklist
Use this checklist to track your progress through initial Learning Hub setup.
| Security Groups | |
| Created security groups for all roles in your organization | |
| Configured permissions for each group (including All Employees vs. My Employees scope) | |
| Set a default security group for the organization | |
| Employment Tags | |
| Created tags for role types (e.g., RBT, BCBA) | |
| Created tags for any other categories you will use for filtering (location, cohort, etc.) | |
| Employees | |
| Added all employees (individually or via spreadsheet) | |
| Confirmed security groups are correctly assigned | |
| Assigned employment tags to all employees | |
| Set up supervisor relationships | |