Choose How Users Join the Platform - Article
Summary
Eurekos can create users through direct administration, imports, registration, invitations, training enrollment, and connected systems. Choose the route that matches who initiates the journey, who owns the information, and what the person should be able to do afterward.
Use this article to:
- Compare the available routes without treating them as interchangeable.
- Plan registration, membership, and enrollment as distinct outcomes.
- Avoid duplicate accounts and conflicting sources of user information.
Start with the intended outcome
“Add a user” can mean several different things. You may need an account prepared for later use, a customer enrolled in a specific delivery, a partner employee added to an organization, or an employee recognized at their first SSO login.
Choose the process by that outcome, not simply by whichever Create button is easiest to find. An account created from Users does not, by itself, reserve a training seat or complete checkout. An organizational invitation serves a different purpose from an activity invitation.
Compare the main routes
| Route | When it fits | What to understand |
|---|---|---|
| Create from Users | A small number of known people need accounts prepared by an authorized administrator. | Registration communication, membership, and any subsequent enrollment need deliberate handling. |
| User import | You have an approved list of people to create or update. | The current template and configured identity/update rules determine the result. Activity assignment is available only when supported and configured. |
| Self-registration | People should be able to join the academy without individual account creation by an administrator. | Registration availability, form fields, verification, domain controls, and account approval influence the journey. Joining the academy is not automatically enrollment in a course. |
| Registration during training enrollment | A new person arrives at a specific training offer and needs both an identity and participation in that delivery. | Complete the enrollment process, including eligibility, approval, capacity, and checkout where relevant. |
| Activity invitation or supported QR enrollment | A defined audience should enter a particular activity through an invitation route. | The route carries a learning context. Check whether the person already has an account and what registration and enrollment steps remain. |
| Organization creation or invitation route | A customer or partner population should become members of the correct organization. | Membership does not itself guarantee training enrollment. Permitted Manager actions and invitation behavior depend on the configured organization process. |
| Creation during administrative enrollment or reservation | An authorized operator is arranging a specific delivery for someone not yet registered on the platform. | Account creation and the resulting participation status are separate parts of the process. A reservation is not the same as completed participation. |
| SSO | Users should authenticate through an approved external identity provider. | A configured first-login flow can create an account. Matching, profile mapping, approval, and downstream access still require an agreed design. |
| API or other integration | An HR, CRM, membership, or business system should manage accounts as part of a wider process. | Define account identifiers, field ownership, update behavior, error handling, and departure handling with the integration owner. |
The available routes and permitted roles vary by platform configuration. A route described here is not a promise that it is enabled for every academy or every administrator.
Separate four outcomes
| Outcome | What you need to establish |
|---|---|
| Identity | A single intended account exists with dependable identifying information. |
| First access | The person knows how to sign in and has completed any required verification or approval. |
| Membership and responsibilities | The correct organization, role, and staff relationships are present. |
| Learning participation | The person is registered, waiting, reserved, or awaiting approval in the intended activity—not merely present in Users. |
For example, a partner Manager may create a member successfully but still need to enroll that person in training. Conversely, a customer enrolling from the Storefront may complete account creation and enrollment in one journey. The operating procedure should describe the actual route used by your audience.
Use a consistent identity across routes
Look for an existing account before creating another one. A learner may already have an account from an earlier purchase, a different organization, an invitation, or an integration.
Do not assume email alone is always the unique identifier. On platforms configured to permit shared email addresses, Username is the unique identifier. Shared addresses are supported in profile editing and user import; other registration forms can still reject an address already in use. Choose and test the entry route as well as the identifier, especially when importing or matching SSO accounts.
If you introduce SSO to an existing audience, agree how existing accounts will be matched before launch. A successful login to a newly created duplicate can appear to have lost training history even though the history remains attached to the original account.
Plan communication around the chosen route
Account-registration communication, organization invitations, activity confirmations, and workflow emails serve different purposes. Sending all of them without coordination can leave a person unsure which link to follow or whether they are already enrolled.
Explain the first action clearly: complete registration, sign in using the company identity provider, accept the relevant invitation, or finish the enrollment process. Do not promise immediate access where approval or another prerequisite still applies.
For connected identities, a local password message may be the wrong instruction. For an account created silently, a separate approved communication or connected sign-in route is needed; the account’s existence does not tell the person that it is ready.
Common operating patterns
| Situation | Recommended design | Business benefit |
|---|---|---|
| Employee onboarding | Use the approved identity/integration route, map the required profile information, and connect the intended organization and learning rules. | Reduces repeated data entry and gives the employee a coherent starting point. |
| New customer purchases training | Use the registration and enrollment journey attached to the training offer. | The customer can complete the intended purchase and signup without a separate manual account request. |
| Partner launches a team | Use authorized organization management or a controlled import, then arrange learning participation deliberately. | Separates partner membership administration from the learning offer and its capacity or payment rules. |
| Conference or campaign audience | Use the supported invitation or QR route for the intended audience and delivery. | Directs people into the right context while preserving registration and eligibility controls. |
| Migration from another academy | Establish account identifiers and import users under an approved mapping. Handle historic learning evidence through its dedicated process. | Avoids treating user import as a substitute for migrating completion and certification history. |
Verify the chosen journey
| Scenario or check | Expected result or evidence |
|---|---|
| A genuinely new person joins | One intended account is created, and the person receives the correct first-access instructions. |
| An existing person uses the same route | The correct existing identity is used or the route gives a clear, controlled response; a duplicate is not accepted as success. |
| Approval or membership is required | The person follows the intended approval/membership process before receiving the dependent access. |
| Training is part of the journey | The activity contains the intended signup and status after the process is complete. |
| An integration supplies profile data | Required mapped values reach the correct account and responsibility for later changes is clear. |
For the learning-specific steps, use Enroll and register participants. For organizational structure and membership design, use Organizations.
FAQ
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Does every user-creation route also enroll the person in training?
No. Creating an account from Users does not itself enroll the person. Other routes can combine account creation with an activity signup, and imports can assign activities where configured. Check the resulting signup rather than assuming it exists.
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Can different audiences use different registration methods on the same platform?
Yes, where the relevant routes are configured. For example, employees can use a connected identity while customers register through an enrollment journey. Define identity matching and support responsibilities so the routes do not create unnecessary duplicate accounts.
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Which joining route is usually appropriate for employees managed by a corporate identity provider?
Use the configured SSO or integration route when the external identity system is authoritative. Define how accounts are matched or provisioned, which profile fields the source owns, and how departures are handled. Successful authentication alone does not prove organization membership or training enrollment.