Self-registration allows learners to quickly access Learn without requiring manual addition by administrators or an automated People-data feed.
To enable self-registration, administrators need to specify one or more Groups that learners can join during the process. When a learner self-registers, they choose from these pre-defined Groups. Once registered, the learner can log in immediately and gain instant access to any mandatory or optional learning assigned to the selected Group(s).
In this article, we’ll guide you through configuring self-registration in your LMS. We'll cover:
- Steps to set up self-registration
- How a User self-registers in Learn
- Self-registration and the automated People-data feed
- Use cases for self-registration
Steps to set up for self-registration
To activate Self-registration in your Learn LMS, speak to your Customer Experience Manager. Then, follow the steps below to specify the Groups that will be available for learners to select when self-registering.
- Browse to the Groups area of Learn admin:
- Select a Group from the list
- Select the Group category 'Manually Maintained Users' if all of the users in the group will be self-registered, for example, your 'Contractors' or 'Volunteers' group. All of your self-registered users will need to be in at least one group with this category to prevent them from being unenabled by the People-data feed.
- Scroll to the end of the page and select the checkbox "Allow users who are self-registering to assign themselves to this group"
- Select Submit to save the page
- Repeat steps 1-4 for any Groups that should be available for new Users to select in the self-registration process
Steps for the User to self-register in Learn
With self-registration enabled, the login screen will include a new option - 'Get started here'. The steps below describe the journey from that point on. Note that the self-registration link will be: www.your-company.kallidus-suite.com/learn
- The link www.your-company.kallidus-suite.com/learn must be shared with anyone who should be able to self-register for an account in your Learn LMS
- The new User follows the above link, and selects the "Get started here" option:
- The new User will enter their email address. This will trigger an email to that address with a 'verify' link
- The new User selects the 'verify' link
- The new User adds their first and last name:
- The new User can then create a passkey or select "other login options" to create a password (depending on how your system is set up, this may just request the user set a password):
- The new User must then select to join one or more of the available Groups. This list is populated with any Group selected in steps 1-3 above:
- The new User can then login, as normal. They will arrive on the homepage, where they will see any Courses assigned as mandatory. The new User can also select any Courses available on the All Courses page:
Self-registration and the automated People-data feed
When a learner creates an account via self-registration, their email address becomes both their Username and import key.
If that learner is expected to subsequently appear in the Automated People-data feed, then the Learn admin team must ensure that their Import key matches the one created for them when they appear in the feed. If this doesn't happen, a duplicate User will be created (the username will be updated when the data feed sees a match on the import key).
For this reason, self-registration is most effective when used to manage a population of learners who do not and will not appear in an automated People-data feed.
It is also important to ensure that you prevent self-registered Users from being unenabled by the People-data feed. When the People-data feed runs, it will unenable any self-registered users, unless they are in a group with the category 'Manually Maintained Users’.
Use cases for self-registration
Self-registration is most commonly used to manage learners such as contractors, seasonal workers, volunteers, or temporary staff. These individuals are typically not included in, or subsequently added through, an Automated People-data feed.
If your Learn does not have an Automated People-data feed, configured (and therefore, the admin team adds all users manually), self-registration can be a convenient way for Users to be added to the site.
Self-registration could also be used for preboarding - to share learning with new hires before they start. However, the LMS admin team must have a process in place to ensure Import keys match.
We recommend that when self-registration is used, the Learn admin team regularly reviews self-registered learners to ensure that the right people are added and that user details are entered consistently.
Get deeper learning in The Academy
A Learn LMS administrator can manually add users to Groups with just a few clicks, but when you're working at scale it's way more efficient to automate the process, and your data is key to that. View 'Automate learning assignment' for more detail.
View the 'Create a learning pathway' Course to see how your site set-up and Group rules can be used to deliver a tailored and focused learning experience for your people.