While your organisation can create and enrol users directly, either individually or via uploads or integrations, there may be times when you want to allow new users to create themselves (self-register) and gain access to a specific topic or pathway.
Alternatively, you may have existing users who you would also like to give the ability to enrol into new training via an external sign-up (rather than via the internal catalogue option).
Example use cases
Example use cases may include:
Allowing contractors to self-register for contractor induction training (using different tokens for different sites or roles).
Allowing customers to self-register for training about your product or service (with different tokens for different products).
Allowing a customer who has purchased many enrolments in your training to have a unique token they can provide to their own users to enrol in the purchased training (avoiding the need for a spreadsheet upload).
In all these cases, our self-registration feature can assist.
Broadly speaking, self-registration allows your organisation to:
Enable and style a publicly accessible registration page.
Create multiple unique 'tokens' (e.g. CONTRACTOR25) for every topic or pathway in your portal.
Configure tokens to create specific user types, set usage limits and/or expiry dates, and optionally schedule automatic deactivation of users created with the token.
Deactivate or reactivate individual tokens.
Run reports on token usage across your entire portal.
The steps to get started are:
Let's review these steps to help you set up and use tokens for self-registration.
Note: For troubleshooting, please refer to the FAQs below.
1. Activate self-registration
By default, the self-registration feature is NOT enabled in your portal. Your organisation will need to elect to enable this feature.
As subscriptions are determined by the number of monthly active users in your portal and this feature allows external learners to self-register and login to your portal, your organisation must manually enable this feature and then manage its usage (and accept the risks of external users in your portal).
Only Super Admins can enable the self-registration feature in your portal. They can do so by navigating to Admin → Accounts → Subscription and by toggling on the 'Self-Registration' option.
2. Style your registration page
Once enabled, you can click Manage to be taken to Admin → Account → Self-Registration, where you can update the styling settings by selecting Edit.
By default, that page will have a heading, introductory text and the self-registration form.
You can style this page by editing the Self-Registration panel and changing the following:
Image: This is optional. We recommend an image around 500 x 500 px. The image appears in a column on the page, so some testing may be needed to ensure a good fit.
Heading: Should be something short and clear. The default is 'Let's get started.'
Intro: This text is optional but recommended. This text should welcome your users and provide any instructions about the registration process. The default is 'Register to enrol in our learning modules. You will need a token matching the module you wish to enrol in. After registering, please check your inbox for an email with login instructions.'
Terms: This text is optional. You can paste in specific terms of use for your users to review and accept. The Registration button on your page will change to include '(and accept Terms of Use)' if you have provided terms.
You can also enable custom fields to show on the Registration page for your learners to populate when they sign-up. To do this, go to Account → Fields, then click edit custom fields, and tick the box under Self-Registration labelled Visible for each applicable field.
If you've ticked this box, you can also tick the box labelled 'optional' to confirm if you want the field to be optional for users completing self-registration.
Note: Your registration page will utilise a background image. The image used is the same image as the one configured for your portal's login page at Admin → Account → Brand. Click here for more information.
3. Create tokens for your topics and pathways
With your self-registration page ready to go, Super and Standard Admins can now start creating, editing, or deleting existing tokens for any of topics and pathways.
Note: Only Super Admins and Standard Admins can create tokens. As noted above, tokens grant external users the option to self-register and become a monthly active user for your subscription. Your organisation must take responsibility for the creation and use of tokens and, as such, this is limited to higher levels of admin access.
Tokens are created either via the Tokens bulk upload option or per topic/pathway:
Navigate to the Access tab of the topic or pathway and scroll to the Self-Registration Tokens panel.
Click Edit. Then click Add a token button, found at the top right of the panel, and fill in the fields that appear.
Token: The token label is the 'code' which will be entered by a user on the registration page. By entering this token, the user is requesting an enrolment into the topic or pathway associated with that token. Therefore, tokens must:
Be Unique. Tokens cannot be reused between topics and pathways, as we would then be unable to tell which topic or pathway the learner is requesting access to.
Have No Spaces. Tokens must be a single phrase with no spaces. Underscore (_) can be used if needed.
Notes: Optionally, add any Notes to help you keep track of where the link has been used and who it was sent to.
Creates: This setting determines the Type of user created by the token.
Limit: This optional setting determines the maximum number of enrolments that can be created by this token. The setting can be:
No (0) which means 'unlimited' and will have no restrictions on how many times the token is used.
Yes plus a number sets the limit. Once reached, further use of the token will return a message that the limit has been reached and new users/enrolments will not be created.
Expires: This optional setting determines the maximum date for which enrolments can be created by this token. The setting can be:
dd/mm/yyyy, the default value, or shown when the date is deleted, effectively means 'no expiry' and therefore the token will always be available for use regardless of the date.
A specific date which limits use of the token until that date is reached. Use of the token following the selected date will return a message that the token expiration has been reached and new users/enrolments will not be created.
Auto-deactivate user:
No – users added to your portal using this token will have no deactivation date scheduled.
Yes plus a number of days set a post-registration deactivation. For example, if you specify 30 days, each user added to your portal using the token will be automatically deactivated 30 days later.
Click Save.
Managing large lists
There are a few features that can help you manager a large number of self-registration links:
The panel is paginated at 25 links per page.
A search field sits above the list at all times.
A filter lets you show All, Active or Inactive links.
Inactive means the item has been deactivated, has passed its expiry date, or has reached its usage limit. By default only Active links are visible.
Expired dates and reached limits are shown in red.
New links are added to the top of the list.
Notes: Please be aware:
If an enrolment created by a token is deleted/unenrolled and that token has a limit applied, then this will remove that previous usage and essentially 'free up' space for a new enrolment. So if you had reached 10 enrolments in a token with a limit of 10, and you then unenrolled someone created by that token, then the token would now have 9 enrolments and would allow for 1 new one to be created.
Both Limit and Expires can be used for a token – so would limit the token to a maximum number of enrolments within the specified timeframe.
If an enrolment created by a token is deleted/unenrolled and that token has a limit applied, then this will remove that previous usage and essentially 'free up' space for a new enrolment. So if you had reached 10 enrolments in a token with a limit of 10, and you then unenrolled someone created by that token, then the token would now have 9 enrolments and would allow for 1 new one to be created.
Tokens can also be deactivated, which will prevent all further use but retain the token information for reactivation in the future. Deactivated tokens are hidden by default, but can be shown by clicking the Active dropdown filter, and selecting Inactive or All.
If the self-registration feature is entirely disabled in the portal the registration page will no longer be activated and no user will be able to register or use any token.
4. Share your registration link and tokens
With your tokens created, the final step is sharing them with your learners.
Your registration page URL can be found at Admin → Account → Self-Registration, next to URL. This is the same location where you styled your registration page in step 2.
There are two options.
Option 1: Share the registration page and token separately
Share your portal's registration page URL along with the relevant token. Learners visit the page, enter their details and type in the token to register.
Option 2: Share a pre-filled registration link
You can also share a single link that opens the registration page with the token already filled in, so learners don't need to type (or mistype!) it themselves.
To create this link, take your registration page URL and add ?registration_token= followed by the token. For example:
https://yourportal.tribalhabits.com/accounts/register?registration_token=CONTRACTOR25
When a learner opens this link, the token field will be pre-populated. They simply complete the remaining fields and register as normal.
Whichever option you use, all token settings still apply, including limits, expiry dates and deactivation periods.
FAQs
Expand the rows below for answers to some commonly asked questions.
What happens when a user uses a 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. Once they click to register, several things may occur depending on the situation.
If the user does not exist:
Then they will be created AND sent an invitation email. The invitation email is sent to confirm their email address was correctly entered.
The user can click on the link in the invitation email to set a password and log in to your portal.
It is at this point - their first login - that the user becomes a 'monthly active user' in your portal for that calendar month.
If the user does exists, then no changes will be made, since the user already has a profile and password and can log in, except if the token includes a deactivation period (e.g. 30 days), in which case the user's profile will be updated with a scheduled deactivation date.
If the user is not enrolled in the topic or pathway and the token usage is not restricted (by limit or expires), then the user will also be enrolled in the associated topic or pathway. All the usual enrolment options will occur as/if enabled (notifications, due dates, etc).
If the user is already enrolled in the topic or pathway AND the token usage is not restricted (by limit or expiration date), then either of these options will occur:
If the user is using the same token that they previously used, then no new enrolment will be created. This prevents the same user from ending up with multiple enrolments by accident or using up all your token limits.
If the user is using a different token than they previously used, then a retake enrolment will be created. This allows for a scenario when you are using a new token each period (say every 12 months) for users who want to enrol each year. By using the new token, the user will be given a new retake enrolment.
If the token has either reached its enrolment limit or expired, then no new enrolment will be created, the token will not work.
How can I track token enrolments and users?
A Created By field is visible on the profile of all users in Tribal Habits. This field is populated with details of the token for any user created in your portal via a self-registration token.
Likewise, all topic enrolments in Tribal Habits have an Enrolled By field which displays details of how the enrolment was created, for instance, the token that created the enrolment, if applicable.
In addition, you can use the Created By People filter to identify users created by a specific token. This filter option appears in the People filter on the People page, in enrolment lists and for various reports in Analytics.
You can also review all your self-registration tokens via the Tokens report in Admin -> Analytics.
What happens when a token's limit or expiry date is reached?
When a token reaches its usage limit or expiry date, the portal's Primary Admin will receive an email notification with a link to manage the token. This is triggered when either the expiry date arrives or a registrant uses the final token allotment. Expired and limit-reached tokens display red in the Self-Registration Tokens panel and can be found by selecting Inactive from the filter drop-down to the left of the search bar.
