# Learners and client organizations

Manage both on the **Learners & client organizations** page of the Course Editor.

## Client organizations

A client organization is a company, association or team that bought your training. Grouping learners by organization lets you see and export each one's progress separately.

- Add, rename or delete organizations on the Learners page. Names are unique within your workspace.
- Deleting an organization unassigns its learners; it never removes them.
- **Access end date (optional):** after the end of this date (UTC), that organization's learners see "Your access to this training has ended". Move the date later to restore access.
- There's no charge per organization.

## Inviting learners

- **One at a time:** name, email and (optionally) client organization.
- **Roster file:** a CSV with column A = name, column B = email and, optionally, column C = client organization. New organization names in column C are created for you, so check them for typos. Up to 500 rows per upload. A sample file is on the page.

Each learner gets an invitation with your organization's name as the sender and a one-click sign-in link. Replies go to the support email you set; the sending address is Learnt's (hello@learnt.tech). The link doesn't expire: each click signs them in. (Links sent before 4 November 2026, or before you changed your web address, open the sign-in page, where they get a fresh link.) Learners have no password.

## Limits

- **Learners and client organizations:** no limit on either.
- **Invitations:** 25 in any 24 hours during the free trial, 500 once your paid subscription starts ([`invite_limit_reached`](https://learnt.tech/docs/errors#invite_limit_reached)). The page shows how many you have left today.
- **Resending:** an invitation can be re-sent once every 10 minutes per learner ([`invite_recently_sent`](https://learnt.tech/docs/errors#invite_recently_sent)).
- **Reminders** count toward the same daily limit as invitations, and may use at most half of it (12 a day during the trial, 250 once you subscribe), so invitations always have room ([`reminder_limit_reached`](https://learnt.tech/docs/errors#reminder_limit_reached)). Automatic reminders that don't fit wait until the next day.

## Reminders

Learnt reminds your learners for you, in your organization's name, the same way their invitation came. Reminders are on for every workspace; switch them off in the Course Editor under **Learner reminders**.

- **Not started:** 7 days after the invitation, if the learner hasn't opened your course yet (signing in to another training doesn't count).
- **Stalled:** when a learner who has started stops for 3 to 6 days before finishing.
- Each learner gets each kind at most once. Reminders go out once a day, in the afternoon (UTC).
- Nobody is reminded once they have finished, or after you remove them, or after their organization's access end date. A course still in draft sends no reminders.
- Each reminder has the one-click sign-in link and a **Stop these reminders** link. A learner who uses it gets no more reminders from you, automatic or by hand ([`reminders_stopped`](https://learnt.tech/docs/errors#reminders_stopped)).
- The Learners page shows when each learner was last reminded and when the next reminder is due, and each client organization shows how many were reminded and how many came back (signed in or carried on afterwards). The Progress page shows the same.
- **Remind now** on the Learners page sends one straight away: "your training is waiting" if they haven't opened your course yet, otherwise "pick up where you left off". It works even if the automatic one already went, at most once per learner in any 24 hours ([`reminder_recently_sent`](https://learnt.tech/docs/errors#reminder_recently_sent)), and not for a learner who has finished ([`learner_complete`](https://learnt.tech/docs/errors#learner_complete)) or while your course is a draft ([`reminders_course_draft`](https://learnt.tech/docs/errors#reminders_course_draft)).

## Learner questions

Under every module, your learners see **Have a question about this module?** What they type comes to you, not to Learnt.

- **By email:** each question is emailed to your support address (set it in Branding). If you haven't set one, it goes to the email you sign in with. The email names the learner, their client organization and the module, and **Reply** goes straight to the learner, so you answer from your own inbox.
- **On the Questions page:** every question is also listed in the Course Editor under **Questions**, newest first, with a count per module. A module with many questions may need clearer wording. Mark a question answered once you've replied; you can open it again.
- **If an email doesn't go through,** the question still shows on the Questions page as **Not delivered**, so nothing is lost. Reply from your own email.
- **Limits:** each learner can send 5 questions a day and your workspace takes up to 200 a day ([`question_limit_reached`](https://learnt.tech/docs/errors#question_limit_reached)). A question can be up to 2,000 characters.
- Questions are on for every workspace. Switch them off in the Course Editor under **Learner questions**, and the box disappears from your module pages ([`questions_unavailable`](https://learnt.tech/docs/errors#questions_unavailable)).

## Removing and restoring learners

- **Remove** takes away a learner's access to the course, quizzes and certificate straight away. Their progress is kept.
- **Restore** gives access back with their progress intact.
- You can't resend an invitation to a removed learner, or to one whose organization's end date has passed, until you restore them or move the date ([`learner_inactive`](https://learnt.tech/docs/errors#learner_inactive)).

## How learners sign in

Learners sign in at your training site's `/login` address. They enter their email and get a sign-in link in your organization's name; clicking it signs them straight in.