Managing Community Members

Overview

Managing who's in your Community is key to creating a valuable experience for members. Whether you're adding learners to a cohort programme, approving join requests for a guild, or keeping membership tidy, this guide walks you through everything you need to know.

Learn Amp offers flexible options for adding members—from manual additions to bulk imports and HRIS integrations.

Functionality Breakdown

Membership Management Options

Privacy and Membership Behaviour

Pre-requisites

To manage community membership, you'll need:

• Owner, Admin, or Community Manager access to the community

• For bulk imports: a CSV file with user information

Required User Roles

Quick Start Guide

Adding Members Manually

1. Navigate to your Community

2. Click the Members tab

3. Click Add members (or the + icon)

4. Search for users by name or email

5. Select the users you want to add

6. Click Add to confirm

💡 Tip: You can select multiple users before clicking Add to save time.

Removing Members

1. Navigate to the Members tab in your Community

2. Find the member you want to remove

3. Click the three dots menu (⋮) next to their name

4. Select Remove from community

5. Confirm the removal

⚠️ Warning: Removing a member doesn't delete their posts or comments from the Feed. Their contributions remain visible.

Handling Join Requests (Private Communities)

When users request to join a Private community, their requests need approval:

To view pending requests:

1. Navigate to your Community's Overview page

2. Look for the Join requests section (if requests exist)

3. You'll see a list of pending requests with user details

To approve a request:

1. Find the user's request

2. Click Approve

3. The user is immediately added to the community and notified

To decline a request:

1. Find the user's request

2. Click Decline

3. The request is removed (the user can request again later)

💡 Tip: Review requests promptly—waiting too long may discourage potential members.

Leaving a Community

Members can leave communities themselves, but the process varies depending on the privacy setting.

How Members Leave Public Communities

Public communities allow complete freedom of entry and exit:

1. Navigate to the Community

2. Click the Leave button (usually near the top of the page or in the Overview)

3. Confirm you want to leave

4. You're immediately removed from the community

💡 Tip: Leaving a community doesn't delete your posts or comments. They remain visible to other members.

How Members Leave Private and Secret Communities

The member needs an Owner, Admin, or Manager to remove them

⚠️ Warning: If you leave a Private community and want to rejoin, you'll need to submit a new join request and wait for approval.

What Happens When You Leave

When a member leaves or is removed from a community:

• They lose access to view the community's Feed, Members, and private content

• Their posts and comments remain visible to other members

• They're removed from community reports and member counts

• For Private communities, they must request to join again

• For Secret communities, they must be re-invited

Bulk Adding Members via Import

For larger groups, use the user import feature with the 'Secondary teams' field:

1. Prepare your CSV file with the required user columns

2. Include a Secondary teams column

3. Enter the exact Community name in this column for each user

4. Navigate to Settings, then Users, then Import

5. Upload your CSV file

6. Map the Secondary teams column appropriately

7. Run the import

Example CSV structure:

💡 Tip: Users can belong to multiple communities. Separate community names with a semicolon (;) in the Secondary teams field.

Using HRIS Integration for Membership

If you have an HRIS integration configured, you can automatically sync community membership:

1. Navigate to Settings, then Integrations, then your HRIS integration

2. Find the Custom mappings section

3. Create a mapping that assigns users to communities based on HRIS data (e.g., department, location, or custom field)

4. Save your mapping

5. Membership will sync automatically going forward

💡 Tip: HRIS mappings are ideal for departmental communities that should reflect your organisational structure.

Managing Secondary Managers

Communities can have additional managers beyond the primary manager. Secondary managers have the same permissions as the primary manager for that community.

Adding a Secondary Manager

1. Edit your Community settings

2. Navigate to the Managers step

3. In the Secondary managers section, search for users

4. Select the users you want to add as secondary managers

5. Save your changes

Secondary Manager Permissions

Secondary managers can:

• Add and remove members

• Approve and decline join requests

• Add Dashboard widgets

• View community reports

Secondary managers cannot:

• Edit core community settings (name, privacy, tabs)

• Delete the community

• Add other secondary managers

FAQs

Q: Can users remove themselves from a community?
Yes, for Public and Private communities, members can leave at any time via the Leave button. For Secret communities, this depends on configuration.

Q: What happens to a user's posts when they leave?
Posts and comments remain visible in the Feed. Only Owners and Admins can delete content.

Q: Can I see who removed a member?
Yes. Check the community's activity log or paper trail (if enabled) to see membership changes.

Q: How do I add the same users to multiple communities?
Use bulk import with the Secondary teams column. List all community names separated by semicolons for each user.

Q: Why can't users find my community to join?
Secret communities don't appear in searches or the All Teams widget. Change the privacy to Public or Private if you want users to discover it.

Q: Can I limit who can request to join a Private community?
Currently, any user in your organisation can request to join a Private community. Use Secret privacy if you need to restrict visibility entirely.

Q: What's the difference between Primary team and Secondary team?
Primary team is typically a user's main organisational team (often synced from HRIS). Secondary teams include communities and additional groups the user belongs to.

Q: If I leave a community, can I rejoin?
For Public communities, yes—just join again. For Private communities, you'll need to submit a new join request. For Secret communities, you'll need to be re-invited.

Q: Will leaving a community delete my posts?
No. Your posts and comments remain visible to other community members after you leave.

Troubleshooting

Last Reviewed: December 2025