Sub-portals: adding users to more than 1 portal

Set up portals so users can change portals smoothly

Add admins, managers, instructors and learners to more than one portal within a LearnUpon realm. 

Sub-portal availability: depends on your LearnUpon plan

Organizations can set up additional sub-portals, linked to their first top-level portal, to meet their business requirements. See Create and manage sub-portals for an overview.

You can add users' existing accounts to more than one portal, as required. 

Note: The processes in this article apply to portals that are all linked to a single top-level portal. In LearnUpon terms, such portals are all within a single realm. You can only share user accounts within 1 realm.

Users who access 2+ realms - sets of portals with different top-level portals - require separate accounts for each realm.

Prerequisites

Before creating users in a second or additional portal you need to:

• review how admin access works across portals - see Portal setup: create admin accounts
• create a sub-portal - see Create and manage sub-portals
• upload users to your first portal - see: 
  • Add users to your portal 
  • Upload users by batch CSV file  
  • Batch user upload: overview and options explained

Adding users across portals: create or invite?

A top-level admin can switch between portals using the portal jumper by default. See Create and manage sub-portals > Admin access to sub-portals.

Other user types only have access to the portal where you create or invite them. See Add users to your portal about the distinction between creating and inviting users.

Top-level portal setup to create users in additional portals

You can create users' accounts in more than one portal using their original login details. Users don't need separate accounts for each portal.

To enable this option, you must turn on Allow user creation if user already exists in your top-level portal's Settings > User > General options. 

This setting lets you create learners in additional portals. Without this setting, you can invite users to additional portals but can't create them.

See Portal setup: users' general settings

The following screenshot shows this setting highlighted.

Invite users to additional portals

You can invite existing users to join another portal in your realm, using their existing unique identifier (email or username). They must accept the email invite and enter their original portal password when directed to the new portal.

Different user types available in different portals with the same user account

When you add users to any portal, the default user type is Learner - even if they have a different user type in another portal. You can assign them the same user type as in another portal, or they can hold a different user type and permissions.

For example: a learner in one portal can hold instructor user type in another.

You change a user's type manually after you create the accounts in the second portal. See the how-tos associated with other user types:

• Managers: set permissions to manage groups
• Users: create an instructor, and assign them to a course

When you add users' accounts to a second portal, LearnUpon keeps their first password to ensure users keep access to their existing accounts. If users change their password, the change applies across all portals.

Note: top-level admin user types are the exception to flexible user types. Top-level portal admins are automatically admins in every portal within a realm. 

Users' accounts and two-factor authentication (2FA)

Top-level portals and sub-portals can use different two-factor authentication settings. When one portal uses 2FA and another does not, users need to enter 2FA codes in at least 1 direction. 

Two-factor authentication settings do not affect user passwords.

See Portal setup: two-factor authentication (2FA).

Add users to a second portal

Tip: Create a test account, and add the test account to more than one portal, to see the results before uploading large numbers of accounts.

1. For creating users only - in the top-level portal, confirm you allow user creation if user already exists:
   • from main navigation go to Settings > Users
   • from User account settings, select Allow user creation if user already exists
   • Save
2. In the origin portal, download the user details you need to create new accounts. 

3. In the destination portal, create, invite or upload users with their origin portal credentials. See Add users to your portal and Upload users by batch CSV file. 

   Notes:

   • to create users manually for the second portal, you need to enter a nominal password - even though LearnUpon won't use it
   • to invite users manually, they must accept the invite, and need to enter their original portal password when directed to the new portal
   • if users don't know or have forgotten their first portal password, they need to reset it in their origin portal. They can't reset it from the destination portal
   • for batch user upload, you can use the same upload CSV file as for the origin portal. If your destination portal has different custom user data and courses, delete these columns and upload only what you need to create the account in the destination portal
4. Check your email for an automated confirmation from LearnUpon that your upload was successful.
5. Edit users' accounts as required, manually or through batch uploads, to: 
   • change their user type from Learner to another type
   • add custom user data, groups and courses

See:

• User types and permissions: overview
• Portal setup: users' general settings
• Portal setup: two-factor authentication (2FA)
• Create and manage sub-portals
• Portal setup: create admin accounts