Self-registration, Invitations, and Account Approval - Article
Summary
Self-registration and invitations let people join without an administrator entering every account manually. The route should explain why they are joining, what information is required, and whether they can proceed immediately or must wait for approval.
Use this article to:
- Choose between open registration and a context-specific invitation.
- Understand verification, account approval, and enrollment approval as separate controls.
- Protect organizational information and guide users through the next step.
Choose the appropriate entry experience
| Entry route | Intended purpose | What remains important |
|---|---|---|
| Platform Sign up | A visitor creates an account in the academy. | Account creation alone does not promise access to every learning offer. |
| Registration during enrollment | A new participant creates an identity while joining a specific Training Activity. | Eligibility, capacity, approval, payment, and the final signup result still apply to the activity process. |
| Activity invitation | A person is invited into a particular learning context. | The person may need to sign in or register before completing the intended participation process. |
| Organization invitation | A person is invited into a managed customer, partner, or business-unit relationship. | Membership and learning enrollment are distinct; reuse the correct existing account where applicable. |
| Supported shared link or QR route | An approved audience enters through a distributed route. | The link’s configuration and scope matter. A QR code is a delivery mechanism, not a universal bypass of access rules. |
| External registration destination | Your academy sends registration to an approved external process. | Explain the external handoff and establish how the resulting account reaches Eurekos. |
For detailed activity invitations and enrollment, use Enroll and register participants. Organizational membership design is covered in Organizations.
Configure registration deliberately
Platform signup availability is controlled through Settings → General. The signup form is configured under Settings → Forms → Signup. Available fields, required information, and optional capabilities can differ from the administrative Create user form.
Ask for information that has a defined purpose at this point in the journey. A long form can discourage registration while still failing to collect a reliable identifier or the organizational context needed later.
Decide who owns corrections. Information supplied by a visitor should not automatically be treated as verified employment, partner status, or authorization to administer other people.
Protect organization visibility
Enabling Organization selection on the public signup form can expose the list of existing organizations to unauthenticated visitors. Where suborganizations exist, the form can also present those choices.
Do not use that field casually as a convenience for a private customer academy. Decide whether customers should see those names and whether self-selection is an appropriate way to establish membership. An invitation or controlled organizational route may be more suitable.
This is a design decision about audience and trust, not merely whether a field looks useful on the form.
Separate verification, approval, and participation
| Control | The question it addresses | What it does not establish |
|---|---|---|
| Email verification | Has the person completed the configured verification step for the address? | That the person belongs to an approved organization or may attend a particular activity. |
| Password setup or SSO authentication | Can the person authenticate through the intended sign-in method? | That a Pending account has been approved. |
| Account approval | Should this newly registered account be allowed into the platform under the configured policy? | That a separate activity enrollment request has been approved. |
| Activity enrollment approval | Should the person participate in that specific Training Activity? | That every other training offer or administrative capability is available. |
| Organizational membership | Which managed audience is the account connected to? | That all membership claims were externally verified or that all learning is automatically assigned. |
Keep these distinctions visible in participant communication. “Your email is verified,” “your account is approved,” and “your training place is confirmed” are different messages.
Password and verification experience
Password creation and email verification are separate parts of registration. Depending on configuration, a person may create a password on the signup form or receive a registration-completion message. Changing where the password is created does not by itself remove the email-verification requirement. Explain the actual configured sequence in the invitation and test it from the participant’s perspective.
Describe the route your audience actually uses rather than promising that every new user immediately reaches training after clicking Sign up. Domain controls can also affect verification and eligibility to register. Trusted-domain handling and excluded-domain handling are different: the former can change the verification step, while the latter prevents registration with the excluded address domain.
Coordinate these settings with the security owner. Do not treat domain trust as evidence of a particular training entitlement or as a substitute for appropriate account approval.
Manage Pending accounts
Where enabled, new registrations can be placed in Pending status. The configuration can apply to all new users or to new users without an organization, and designated recipients can be notified that approval is required.
Review Pending accounts from the Users list using the status filter. Authorized actions are also available from the relevant user context. Verify identity and the intended audience relationship before approving.
Approve addresses account access. Decline permanently deletes the Pending account; it is not simply a reversible Block action. Review the intended decision and the confirmation carefully before declining.
SSO does not automatically bypass account approval. New accounts created through a configured SSO registration flow can also be Pending. Some integration-specific exceptions exist, so confirm the approved connected-user process rather than generalizing from one successful login.
The exact screen displayed during an SSO return may differ from ordinary signup. The account’s actual status is the useful evidence when investigating whether approval is still required.
Design communication around the next action
Tell an invited person why they have received the invitation, which academy or organization it concerns, whether they should use an existing account, and what happens after they respond.
Do not describe an invitation email as proof that membership or enrollment is complete. Check the resulting relationship or signup after the person follows the route. Likewise, an approval notification should not promise a training place that is still subject to a separate activity process.
For a controlled partner academy, assign a responsible team to Pending registrations. Approval without an owner creates a queue that looks like a login fault to the learner.
Troubleshooting
| Problem | What to check |
|---|---|
| Sign up is not shown | Check platform signup availability and whether an external registration destination is configured. |
| The form asks for unexpected information | Review the Signup form rather than assuming it uses the same fields as the Profile or Create user form. |
| A company address cannot register | Check the relevant domain controls and the exact validation message. |
| The person verified email but cannot enter | Check account status and approval separately from verification. |
| An invitation recipient has two accounts | Establish which identity should be used; inspect the invitation and matching context before attempting to repair participation. |
| A user was approved but still awaits training | Inspect the activity enrollment request and signup; account approval does not complete that decision. |
Verify the outcome
| Scenario or check | Expected result or evidence |
|---|---|
| A new visitor registers | Required information and verification follow the intended route, with clear next steps. |
| Approval is required | The account has the expected Pending state, a responsible team is notified, and approval produces the intended account outcome. |
| An existing user follows an invitation | The intended existing identity and resulting membership or signup are confirmed. |
| A private audience joins | Public forms and invitations expose only the organizational choices and information appropriate to that audience. |
FAQ
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Is email verification the same as account approval?
No. Email verification completes the configured check for the address. Account approval decides whether a Pending account should be allowed into the platform. Neither automatically approves participation in a particular Training Activity.
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Does declining a Pending account simply block it?
No. Declining a Pending account permanently deletes it under the approval process. Review the identity and decision carefully before confirming.
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Does accepting an invitation or completing self-registration enroll the person in training?
Not automatically. Account creation, email verification, approval, organization membership, and training enrollment are separate outcomes. A configured journey may combine some of them, but verify the final Training Activity participant record when enrollment is required.