Advice and answers from the Tribal Habits Team

How can we enrol external users into a topic?

External enrolment links allow new users to sign-up to your portal and enrol themselves into topics.
Written by Rolf Lawrenz
Updated 3 months ago

Each topic in Tribal Habits has two different types of auto-enrol links - internal and external auto-enrol links. You can find these links in the Enrolment panel on the Settings tab within any topic. 

You can learn more about these URLs and topic enrolment in this article.

One of those links is called 'External Auto-Enrol Link'. This is a powerful feature for organisations who wish to allow external user sign up for specific topics. 

What is the 'External Auto-Enrol Link'?

External Auto-Enrol Links provide a deep link directly to specific topic. You will have different links for each topic, allowing for very fine control over how you make topics available externally.

With the External Auto-Enrol Link, you can copy and paste that link in any location - an email, intranet site, LMS module, website, social media and so on.

  • Note that External Auto-Enrol Links are only available for topics you have created (not imported topics from our libraries) and are not available for articles.

What happens when someone clicks on an External Auto-Enrol Link?

First, the user will be redirected to your Tribal Habits portal and asked to set themselves up as a new user. They will be asked for first name, last name and email address.

  • If a user is already established in your portal, they will be notified if they attempt to sign up again and asked to log in with their existing credentials.

Second, the user will receive a confirmation email in their inbox (which avoids incorrect or spam email addresses being submitted). Users will need to click on the confirmation email and can then log in to your portal.

  • Users created this way are immediately set as 'Prospects' (instead of 'Staff' or 'Clients'). This can help quarantine them from any self-enrolment topics you have established for other types of users.

Third, the new user will be auto-enrolled in the topic from which you used the link. So that topic will be waiting for them on their dashboard, ready to start exploring.

What reporting and notifications are available for these topics and users?

In the Notifications panel on the Settings tab in each topic, you can enable an optional Admin notification for each external enrolment. If you enable that notification, your primary admin email (plus any other nominated stakeholders) can receive an email each time a new external enrolment is created.

Second, all reporting within a topic can be filtered by the type of user. So you can easily filter logins, topic progress, outcomes and answers between these external users (prospects) and any other users also using that topic (staff or clients). Alternatively, you can copy/clone topics to have different topics for each type of user.

Third, as usual, all reporting in the topic can be exported as a CSV for offline use or uploading results into an LMS.

How can I manage External Auto-enrol Links?

  • You can have multiple external auto-enrol links for each topic.
  • Each link can have a nickname, helping you remember their purpose.
  • Each link can be deactivated, which will temporarily prevent enrolments (users will receive a message informing them the link is currently disabled).
  • Each link can be deleted when no longer required (NB: deleted links are permanently destroyed for security purposes and cannot be recovered).
  • Users created this way will count towards your subscription.
  • If you have other topics available for self-enrolment in your portal, ensure that they are only for users with type 'staff' or 'client'. Alternatively, if you want to give access to other topics to these external 'prospect' users, you can create enrolment rules just for them.

What are examples of using the External Auto-Enrol URL?

  • Marketing purposes, when you want to offer a topic to unknown external users as a content marketing strategy or lead attraction strategy.
  • Customer education, when you want to provide detailed training to customers, perhaps offered via a monthly email or support site.
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