Can we have multiple portals or branding for different organisations?

By default, each organisation in Tribal Habits has its own private portal. This portal has a unique URL (yourorganisation.tribalhabits.com) and it's own branding (including logo, brand colours, organisation name and primary admin).

As there are times when organisations may need to utilise different URLs or brands for its users, Tribal Habits has the option to set up multiple portals within the one account and subscription.

THIS FEATURE IS LIMITED DEPENDING ON YOUR PLAN

Please note that customers on smaller plans (such as Lite) or legacy plans (older monthly plans) are limited to just one sub-portal. Customers with a Business 50 plan or larger can request additional sub-portals. For more information, please contact our team at [email protected].

Important notes:

Admin access

Be aware that as a Super or Standard admin of the parent portal, you do not need to have a separate user account/profile within your sub-portals.

Parent portal admins can access each sub-portal via the parent portal (as described below) and retain their admin permissions across all related portals.

Creating a duplicate of a parent portal admin profile in a child portal, can create login issues for you.

Integrations

Integrations are not shared between master and child portals and need to be set up on a per-portal basis, if required.

Example use cases

Examples of when an organisation may need to utilise different URLs or brands for its users include:

Your organisation may have several brands, with distinct identities, and you would like to separate each of them via their own portals (subportals) - with unique URLs and branding.
Your organisation may provide its training to third parties, and you would like to restyle your content to third-party brands as well as present the training with their organisation name.
You may manage training across several Tribal Habits portals, perhaps as a training or HR consultant.

In all of these cases, our multi-portal feature will allow you to manage multiple Tribal Habits subportals through a single master portal. When subportals exist, topics created within the parent portal can then be copied down to child portals for use there.

There are five steps required to get started with a new sub-portal:

Request additional portals via Admin Chat
Review all your additional portals
Manage knowledge between portals
Log in to a child portal
Update the branding of each portal

Expand each of the following to review how it works...

Step One - Request additional portals via Admin Chat

If you need an additional portal, please go to Admin Chat and request a new child portal.

We will need the following information:

Preferred subdomain (i.e. [domain].tribalhabits.com). Please note your suggested subdomain for your child portal must still meet our subdomain requirements as outlined in this article.
Organisation name. This is the name of the organisation using the child portal. We use this name in emails and notifications, so it should be a name which makes sense to the users in this child portal.
Primary admin name and email. This is the name and email you would like to use as the primary admin of this child domain. This is often the name of the organisation and a shared email address such as '[email protected]', for example.

We will then set up your additional portal and notify you when it's ready.

REMEMBER: Sub-portals can't be the name of another organisation or trade mark or brand name that is not directly owned by the parent organisation.

Step Two - Review all your additional portals

Super and Standard admins in your master portal (your main or original portal) will see a new page at Admin → Account → Portals with details of each of your portals. This page is not visible in your additional portals.

On the Portals page, you can review individual and overall usage for your portals. Your active users will be aggregated across each of your portals and managed under one subscription.

Step Three - Manage knowledge between portals

On the Portals page in your master portal (Admin → Account → Portals), Super and Standard admins will see two actions for each additional portal 'Copy' and 'Login'.

The 'Copy' action allows master portal admins (Super or Standard level only) to copy knowledge (topics) from their master portal to the selected additional portal. If you need to copy knowledge from your additional portals back to your master portal, please request this via support. Please note:

Topics that are copied to a child portal will appear as a draft within the child portal. Creators will need to enrol themselves into the topic within the child portal if they want to make changes to it there or view it as a learner in that portal.
It is not possible to copy pathways from a master portal to a child portal. Instead, you would need to copy each of the topics from the pathway to the child portal and then recreate the pathway directly within the child portal.

Step Four - Log in to a child portal

As mentioned in step three, Super and Standard admins will see two actions for each additional portal on the Portals page of your master portal (Admin → Account → Portals) - 'Copy' and 'Login'.

When clicked, the 'Login' action opens the login page for the selected additional portal. Master portal admins (Super or Standard level only) can log into additional portals using their master portal credentials - their username and password will give them admin access to each additional portal. This means that Super or Standard-level admins from the master portal do not need to create new accounts (or remember different logins) for each additional portal.

Step Five - Update the branding of each portal

In each of your sub-portals, go to Admin → Account → Brand, to set up the portal's individual branding such as a logo, two brand colours, and details of the primary admin.

Expand the headings below for further information and support when using child portals.

Tip: Parent admins in a child portal

Here's a few tips for parent admins logging into child portals.

When accessing a sub-portal as a Super or Standard-level admin of the parent portal, you will essentially be a 'guest user' in the child portal. You don't actually exist as a user in that child portal - you are a user in the parent portal.

This means that while you retain your admin access within each child portal, you will not appear as a user on the People page in the child portal. You will, however, appear as a user in Enrolment reports (including on the Enrolments tabs of topics or pathways - if enrolled into knowledge within the sub-portal).

If you need to unenrol or reset your enrolment in a pathway, please firstly unenrol yourself from each of the individual topics within the pathway to ensure your pathway unenrolment or reset is recognised.

Troubleshooting: Problems logging in as a parent admin in a child portal?

The most common cause of a login error for parent admins is that they made a duplicate user with the same user name or email in the child portal. If this has occurred, you may have difficulty logging into the child portal with your parent admin.

If there is another parent admin at your organisation, please ask them to log into the child portal and delete your duplicate user.
If there is no other parent admin at your organisation, please contact Support for assistance (we can remove the duplicate user).