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
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.
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' accounts to more than one portal, as required.
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 and Batch user upload: overview and options explained
Adding users across portals: overview
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 add them.
You can add users' accounts to more than one portal, using their original login details. Users don't need separate accounts for each portal.
To enable this feature, you must turn on Allow user creation if user already exists in your portal's Settings > User > General options. See the following screenshot with this setting highlighted.
Without this setting, LearnUpon’s default behavior is to allow a single account per email or username, to prevent mistakes through duplicate accounts.
When you add users to a 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.
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.
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:
Note: 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.
Users' accounts and two-factor authentication (2FA)
Top-level portals and sub-portals can use different two-factor authentication settings. If one portal uses 2FA and another does not, users need to enter 2FA codes in at least 1 direction.
Two-factor authentication doesn't 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.
- In the origin portal, confirm you allow user creation if user already exists. See Portal setup: users' general settings for details:
- from main navigation go to Settings > Users
- from User account settings, select Allow user creation if user already exists
- Save
- In the destination portal, create, invite or upload users with their existing portal credentials. See Add users to your portal and Upload users by batch CSV file. Notes:
- if you create users manually for the second portal, you need to enter a nominal password - even though LearnUpon won't use it
- if you invite users manually, they need to enter their original portal password when they accept the email invite
- 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 newest portal
- for batch user import, you can use the same upload CSV file as for the top-level 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
- Check your email for an automated confirmation from LearnUpon that your upload was successful.
- Edit users' accounts to change their user type from Learner to another type, as required.
See: