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How can we enrol external users into a topic, article or pathway?
How can we enrol external users into a topic, article or pathway?

Self-registration tokens allow external users to sign-up to your portal and enrol themselves into knowledge.

Lou Monsour avatar
Written by Lou Monsour
Updated over a week ago

If enabled within your portal, Super Admins or Standard Admins can create tokens for your topics, articles and pathways for external self-registration and enrolment. You can find these links in the Enrolment panel on the Settings tab within any topic.

When activating self-registration, this allows your organisation to set up and style a publicly accessible registration page, and report on token usage across your portal.

What are self-registration tokens?

Self-registration tokens provide a deep link directly to specific knowledge. You will have different tokens for each topic, article and pathway, allowing for very fine control over how you make your knowledge available externally.

You can copy your token in any location - an email, intranet site, LMS module, website, social media and so on. See how to activate and set up self-registration tokens step-by-step.

Important - tokens are only available for knowledge that you have created (not for imported content from our library).

What happens when someone uses the self-registration token?

When a user uses a token on the registration page, they will need to enter their first and last name, plus their email address and a token.

  • If a user is already established in your portal, they will be logged in and begin the training.

  • If the user does not already exist - they will be created and sent an invitation email where they will be prompted to set a password and 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 linked to their token. So that topic will be waiting for them on their dashboard, ready to start exploring. For further details, see How can new users self-enrol or self register as learners.

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 self-registration tokens?

  • You can have multiple tokens for each topic.

  • Each token can have a nickname, helping you remember their purpose.

  • Each token can be deactivated, which will temporarily prevent enrolments (users will receive a message informing them the token is currently disabled).

  • Each token can be deleted when no longer required (NB: deleted tokens 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.

  • You can also create or update tokens in bulk via the Tokens bulk upload option

What are examples of using the self-registration tokens?

  • 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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