Bookmark this page - you'll likely come back to it after your migration is complete, especially the "Common Tasks" section below, which is where most day-to-day questions live.
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Before you begin
Why can't I access the Legacy platform anymore?
Once your migration starts, Legacy access is suspended. This isn't a mistake or a bug - it's what keeps your data accurate during the move. Think of it like a bank transferring your account to a new branch: they close the old ledger the moment they start copying balances over, so nothing gets double-counted or lost in between.
When will I be migrated? On the date your team communicated to you by email, or the date you agreed on with your Account Manager if you met with them directly.
What will be migrated? Your employee list, library content and assignments will be migrated. We have mapped the majority of fields from legacy to the ones in Atlas for you - so you will find them on employee records. For custom fields, please see the If your setup is more custom section below.
Why do I need to Activate Atlas? In any migration, the integrity of your data is critically important. Your data is in read-only mode until you Activate, so we ask that you explore the platform to ensure you are confident with the changes and sign off that your data is accurate. Until this is done, you won't be able to modify employee records, add employees or have employees log in (though administrators still can).
How do I Activate Atlas? Click on Dashboard > Review and confirm in the banner. Use the checkboxes to confirm that you have reviewed your migrated data before you can click the Confirm and Activate Atlas button. You may choose to E-mail employees as well, which will invite them to set up their passwords and log in.
What will not be migrated?
Passwords will not be migrated, users will need to set up new ones.
Training quizzes and question level results (pass/fail will be maintained)
Bundles will not be migrated
PMW and JDG content that is not housed in your library
Live Surveys & Forms
Who gets emailed first? Just you, the admin (Service Owner). This gives you time to log in and get familiar with things before your staff are brought in - nobody on your team will get an email until you're ready.
Getting started as an Admin
Log in for the first time - you'll set up a password, just like any new account.
Read the Admin quickstart guide → Admin quickstart guide
Bookmark the Help Centre → Help Centre
Take your time here. Nothing goes to your staff until you decide to send it (see next section).
Rolling out to your team
Your employees won't receive anything from Atlas until you tell the system to send it. You'll see a banner in your admin view with the option to invite your staff - until you click it, all emails to employees are held back.
When you're ready:
Review the Employee quickstart guide → Employee quickstart guide
Send it to your team, or point them to these Help Centre articles:
Employees log in the same way you did - using the email on file, then setting up their own password.
Two concepts worth understanding
Atlas draws a distinction that Legacy didn't, and it's worth 60 seconds to understand it now rather than get confused later.
Employee record vs. User profile: Think of it like a filing cabinet and a keycard.
An employee record is the folder in the cabinet - it holds someone's HR info: their role, site, manager.
A user profile is the keycard - it's what lets them log in and use Atlas.
Most people get both at once, automatically, when you add them. That's the setup we recommend, but sometimes you only need one:
Folder, no keycard - for someone you want to track in Atlas but who shouldn't log in yet (a contractor, or a new hire who hasn't started).
Keycard, no folder - the person can log in and do basic tasks, but anything that depends on their site or place in your org chart won't work properly, since that information lives in the folder. This includes things receiving a document distributed to employees, or training assigned to a site or location.
Assignments vs. Tasks: Assignments are the things you hand out - a document to read, a training course to complete. Tasks are Atlas's way of tracking whether that thing got done. A task updates itself automatically when the underlying assignment is completed (finishing a course, acknowledging a document), but can also be checked off manually if you created it yourself. Think of assignments as the "what," and tasks as the running checklist of "is it done yet" - visible to anyone managing that department or team.
Common Tasks
This is the section you'll likely return to most. Each link goes to a short how-to article.
Managing employees
Assignments & tasks
Training
A couple of things that changed from Legacy:
Employees must watch the full training video before taking the quiz - no skipping ahead.
If someone fails a quiz twice, they'll need to retake the training before attempting the quiz again.
If your setup is more custom
I have custom fields - how do I fix them up post-migration? You'll have access to a migration tool inside Atlas to map your old Legacy fields to Atlas employee records, or decide what to do with that data instead. Your Migration Specialist will walk you through this directly - while you can self-serve, we are happy to help - so please reach out rather than guessing.
Where's my custom training? Custom training can't move over until your account is active, so our team migrates it separately - this can take up to 30 days. Your Account Manager has the details specific to your setup.