By default, each organisation in Tribal Habits has its own private portal. This portal has a unique URL (yourorganisation.tribalhabits.com) and its 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.
Warning: 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 child portal. Customers with a Business 50 plan or larger can request additional child 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 master portal, you do not need to have a separate user account/profile within your child portals.
Master portal admins can access each child portal via the master portal (as described below) and retain their admin permissions across all related portals.
Creating a duplicate of a master 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 (child portals) – 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 child portal feature will allow you to manage multiple Tribal Habits portals through a single master portal. When child portals exist, topics created within the master portal can be copied down to child portals, or shared with child portals so they can import or copy them for use there.
Creating a child portal
There are five steps required to get started with a new child 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.
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: Child 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, including the vanity URL if in use by a child portal. 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 three actions for each additional portal: Copy, Share 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.
The Share action allows master portal admins to share topics with the selected child portal for import, copy, or both. Shared topics appear in the child portal's library under the Parent topics filter. Child portal admins can then import a topic (which stays synced with the master portal's version) or copy it (as a separate, editable topic). Learn more about sharing topics with child portals.
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 or share pathways from a master portal to a child portal. Instead, you would need to copy or share each of the topics from the pathway with the child portal and then recreate the pathway directly within the child portal. [CHECK 1]
Step Four – Log in to a child portal
As mentioned in step three, Super and Standard admins will see three actions for each child portal on the Portals page of your master portal (Admin → Account → Portals) – Copy, Share 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 child portal.
Note: For child portals using a vanity URL, the Login link directs admins to the vanity URL login page.
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.
Tip: Master admins in a child portal
When accessing a sub-portal as a Super or Standard-level admin of the master 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 master 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 master admin in a child portal?
The most common cause of a login error for master 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 master admin.
If there is another master admin at your organisation, please ask them to log into the child portal and delete your duplicate user.
If there is no other master admin at your organisation, please contact Support for assistance (we can remove the duplicate user).