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Managing Your Student Portal

Updated

The Student Portal is where learners access and manage their training within Administrate. From the portal, they can review enrolled courses, launch learning activities, track achievements, and manage their profile.

Administrators manage the portal indirectly through registrations, credentials, communications, and portal configuration within Administrate.

If you have not yet created a portal, start with Student Portal – Creating Your Portal.

Table of contents

How the portal works

The Student Portal displays data that already exists in Administrate. This means:

  • Course access is driven by event registrations
  • Login access is controlled by credentials linked to a portal brand
  • Achievements and progress reflect completed learning activity

Learners do not create or manage training records directly—these are controlled by administrators and surfaced in the portal.

Portal navigation

The portal interface is designed to help learners quickly find their training.

  • My Courses – enrolled courses and events
  • My Achievements – certifications and milestones
  • Learning content – LMS modules or learning paths
  • Profile settings – personal account information

Accessing courses

  1. Log in to the Student Portal.
  2. Open My Courses.
  3. Select the course or event.
  4. Launch any available learning activity.

For instructor-led training, the course page displays event details such as schedule, location, or joining instructions.

Viewing achievements

The My Achievements section displays certifications, completions, and other milestones associated with the learner.

Managing learner profiles

Learners can update certain profile information depending on configuration.

  • contact details
  • password
  • profile information used for communications

Learner access and communications

Learner access is supported by credentials and automated communications that guide users into the portal and help them recover access when needed.

Login and setup

  • When a learner is registered for an event, it is best practice to send a communication containing the LMS Setup URL.
  • This link dynamically directs:
    • new learners to set their password
    • existing learners to the login page

Password reset

  • Learners can use the Forgot Password option in the portal
  • Administrators can trigger a reset from the Contact record
  • Some configurations support one-time codes generated by administrators

Self-registration (optional)

  • Existing Contacts can initiate their own portal access by entering their email address
  • A password setup email is automatically sent

Well-configured communications significantly reduce onboarding friction and support requests.

Configuring portal content

Portal content is controlled through course templates and events.

  • Navigation links: Typically configured during implementation. Can include links to external resources or other portals.
  • Images:
    • Set at the course template level
    • Optionally overridden at the event level
  • Course summaries:
    • Defined using the LMS Summary field on course templates
    • Can be supplemented with event-level content
  • Resources:
    • Displayed as links within the portal
    • Typically formatted as: Label | URL

Learning content types

The Student Portal supports multiple types of learning content:

  • SCORM (1.2 and 2004): Tracks learner progress and completion
  • Video: Uploaded media tracks engagement and completion
  • Resources: Typically PDFs (viewable inline) or downloadable files
  • Audio (MP3): Downloaded and marked as accessed

For accurate tracking, it is recommended to launch content in a new window. Closing the window signals completion back to the system based on how the content is authored.

Content management considerations

A well-organized content structure improves maintainability and learner experience.

  • Use consistent naming and folder structures in the document management system
  • Replace content files (for example, SCORM packages) centrally to propagate updates
  • Avoid duplicate files to reduce version control issues

Learner access and credentials

Portal access depends on credentials linked to the correct portal brand.

  1. Open the Contact record
  2. Go to the Credentials tab
  3. Confirm credentials exist for the correct portal brand
  4. Generate or resend credentials if required

Managing course registrations

Registrations are managed in Administrate, not in the portal.

When a learner is registered for an event, it automatically appears in their portal.

  • Booking Portal – coordinator-driven booking management
  • WebLink storefronts – public catalog and registration

Troubleshooting

Learner cannot log in

  • confirm credentials exist for the correct portal brand
  • confirm the learner is using the correct portal URL
  • confirm the email matches the contact record

Learner cannot see their course

  • confirm the learner is registered for the event
  • confirm the event is active
  • confirm the learner account is correctly linked

Content not tracking correctly

  • confirm content is launched in a new window
  • validate SCORM behavior using external tools if needed

Best practices

  • test the portal using a real learner account before rollout
  • ensure branding aligns with your website and storefront
  • validate the full learner journey from booking to completion
  • use automated communications to reduce support overhead

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