đ Adding learners needs a paid Roleplay Sessions plan.
The Learner Portal is available on Self-Serve and Custom plans. HRIS sync is available on Custom plans. To compare plans, check out How do I choose the right Roleplay Sessions plan?
There are two ways to get learners into the Learner Portal: add them manually (one at a time or in bulk), or connect your HRIS system for automatic nightly sync. Many organizations use one method, and some combine both.
Manual learner provisioning
Add an individual learner
Go to Users under the Manage section
Select New User.
Enter their information:
Email Address
Full name
Employee ID
Department
Job Title
Location
Country
Manager email
Select Create.
An invitation is sent to their email. They log in with their email and a password they set. Access is immediate.
Bulk add via CSV
If you have a list of learners:
Go to Users under the Manage section
Select Import CSV
Upload the CSV file with user data.
Required column: email
Optional columns: employee_id, department, job_title, location, country, manager_email
All learners receive invitations simultaneously.
Automatic provisioning via HRIS
đ HRIS sync is available on Custom Roleplay Sessions plans. On a Self-Serve plan, add learners by email invitation or by uploading a CSV file. To learn more, talk to sales.
HRIS integration syncs learner data so you don't have to maintain rosters by hand.
Why connect your HRIS
Without HRIS integration, you maintain CSV lists manually, new hires aren't added until someone provisions them, removed employees keep access until manually deactivated, and you can't segment by department, location, or role.
With HRIS integration:
Your learner roster stays in sync automatically, every night.
New hires who match your assignment criteria are auto-assigned.
Removed employees are auto-deactivated after a 7-day grace period.
You can assign Sessions at scale using HRIS attributes (e.g. "all sales reps in a region")
Set up
In the Synthesia Learner Portal, go to Integrations tab under the Manage section.
Select the HRIS platform you use and follow its setup guide:
BambooHR - Connecting BambooHR
HiBob - Connecting HiBob
Workday - Connecting Workday
As part of setup, create a custom report in your HRIS containing learner data â email, name, and optional attributes like department, location, or job level. This is the report Synthesia syncs from.
âď¸ First sync overwrites existing data. On initial connection, existing learners in Synthesia are reconciled against your HRIS report, and HRIS attributes overwrite existing Synthesia values. Review your report before connecting so you don't overwrite data you've entered manually.
Once your HRIS is connected
From here, everything runs automatically:
Nightly sync. Synthesia syncs from your report every night.
New hires. Anyone added to your report is created in Synthesia within 24 hours.
Updates. Attribute changes (name, department, location, etc.) are refreshed each night.
Removals. Learners removed from the report are deactivated after a 7-day grace period. If they reappear within those 7 days, their account reactivates automatically; after 7 days, they're marked inactive.
Assignment at scale. You can assign Sessions using HRIS attributes (e.g. department = Sales).
đ See How do I assign Roleplay Sessions to learners? for assignment workflows.
đŹFAQs
Do learners need a Synthesia account?
Do learners need a Synthesia account?
Learners sign in to the Learner Portal with a Learner Portal account, which is created when you invite them or sync them from your HRIS. A Learner Portal account is not a Synthesia creator seat and does not consume one. Learner access is covered by your learner seat licences.
Can I reassign a learner seat to someone else?
Can I reassign a learner seat to someone else?
Removing a learner from a seat frees the licence for someone else straight away. The learner's record and full progress history are kept, so you can give them a seat again later without losing anything.