Portals and WebLink are access and presentation layers. They control who can see training, how people authenticate, how registration happens, and how learners experience content.
They do not change delivery truth. Administrate remains event-centric, and outcomes are always recorded against Events and Learners.
Related setup and configuration guides
The learner experience in Administrate connects several systems together. Use the following guides to configure each part of the journey.
- WebLink storefront setup
Configure how training appears on your website and how learners discover courses.
WebLink Overview and Installation - Student Portal configuration
Create the learner portal and control how learners access their training and achievements.
Student Portal – Creating Your Portal - Portal branding
Control the visual appearance and branding of the learner and coordinator portals.
Portal Branding - Coordinator booking portals
Allow coordinators to register learners and manage bookings on behalf of others.
Guide to the Booking Portal - WebLink widgets and storefront configuration
Build catalogs, checkout flows, and other storefront components for your website.
WebLink Widgets
How the learner journey works
Most learner-facing training experiences in Administrate follow the same overall pattern:
- Discover training through a website catalog powered by WebLink.
- Register for training using a self-service checkout or through a coordinator booking process.
- Access the Student Portal using learner credentials.
- Launch and complete training through the portal and associated learning content.
Not every environment uses every step, but most learner journeys follow this structure.
How the learner journey fits together
- Discover training through WebLink storefront pages, catalog widgets, or portal-linked catalog experiences
- Register or request access through self-service checkout, coordinator booking, or approval-based workflows
- Access the portal using the appropriate learner or coordinator credentials
- Launch and complete training through the Student Portal and related learning experiences
Not every environment uses every step, but most learner-facing journeys in Administrate follow this same overall pattern.
Contents
- Delivery vs access
- Brands and experience segmentation
- Portal types, URLs, and ownership
- Portal modes and use cases
- Identity and auto-provisioning
- Registration vs enrollment
- Access communications
- Learner content experience
- Reporting implications
- Related references
- Where to go next
Delivery vs access
Delivery layer (system truth):
- Courses and Course Templates define intent
- Events define delivery
- Learners represent participation
- Attendance, completion, achievements, and financials attach to delivery records
Access layer (presentation and entry):
- Portals and WebLink control discovery and entry
- Authentication determines how identities are created or recognized
- Registration pathways determine how enrollment is initiated
Treat portals as an experience layer. Use structural configuration (Companies, Regions, Accounts) when you need operational or commercial separation.
Brands and experience segmentation
Every portal is associated with a Brand. Brands segment user experience and support:
- internal vs external audiences
- white-labeled client experiences
- catalog visibility, navigation, and signup differences
One Brand can be designated as the default, which affects routing when no explicit brand association exists.
Portal types, URLs, and ownership
Portals are created as a specific type:
- LMS portals support authenticated learning and content consumption
- WebLink portals support external discovery and registration
Each portal has:
- a single Brand association
- a defined URL suffix
- a specific access and authentication model
Portal modes and use cases
Portal modes do not change delivery truth; they change how people enter the system.
Student Portal (LMS)
- access learning content
- track progress and achievements
- return repeatedly over time
WebLink
- externally accessible registration or checkout
- marketing-driven discovery
- low-friction entry
Approval / managed registration
- registration requires approval
- client contacts manage attendance
- commercial workflows precede enrollment
Booking portals
- clients manage bookings for learners
- coordinate approvals and attendance
- maintain oversight without full system access
Rule: choose portal mode based on who controls registration and who owns the commercial relationship.
Identity and auto-provisioning
Portal access always resolves to identity:
- existing Contacts may authenticate and be recognized
- new Contacts may be auto-provisioned on first login
Account association rules affect visibility, reporting, and ownership.
Registration vs enrollment
- Registration occurs in the access layer
- Enrollment creates a Learner on an Event
- Outcomes attach to the Learner record
Access communications
- password setup and reset
- first-time access emails
- self-registration for known Contacts
Learner content experience
- enrolled courses and learning paths
- assigned content and resources
- achievements and progress
Reporting implications
Reporting is driven by delivery relationships, not access method. Differences usually trace back to:
- account association
- event configuration
- region or structural context
Related references
- Student Portal: Creating Your Portal
- Student Portal: Setting Your Brand
- Auto-provision Learners in LMS
- Managing Your Student Portal
Where to go next
- Accounts, Contacts, Learners & Roles: Identity and Participation
- Enrollment, Bookings, Attendance & Progress
- Reporting: Entities, Relationships, and Rollups
Final note: Portals define experience, not truth. Align access strategy with structural configuration to preserve identity, reporting integrity, and operational scale.