This article is also available in:
In this article, you will learn about the three methods, ranging from simple to complex, for adding participants and sharing your content with the Academy.

Option 1: Add participants manually

Add participants from the Groups tab

It is a time-consuming job if you have a lot of participants, but you can add them manually. First, create a group of participants by going to Academy > Groups > Create group. After you have created a group, you can assign Courses and Exams to this group. Just click on the name of the group, and choose Learning content > Add learning content.  Now your group will only have access to this specific content (you can assign more content to this group later, from the Learning content tab).

Ok, now it’s time to add participants to your group. Click on the Group > Participants > Add participants. You can add them one-by-one or upload an Excel file with the participants’ names and email addresses. 

Once your participants are assigned to a group, they will receive an invitation email with a link and password to access the Portal.

If you want to send group notifications in the Academy, please read this article about Group notifications.

Assign content from the Learning content tab

Another option to add learning content to multiple groups (after you've created Groups of participants) is from the Learning content tab. There, you can view all your groups and assign the same piece of content to multiple groups at once. Just go to Academy > Learning content > Select your content > Actions > Assign or Withdraw:

Option 2: Set up an integration with your CRM

Do you have a CRM system with all your participant data, including email addresses? Then you have the option to set up an integration. You can use one of our API calls: Add participant or Add participant without notifying. This last option is for when you want to add participants to Easy LMS automatically, but not send them invitation emails right away.

Basically, the integration works as it follows. If you add a participant to your system, then the API call will be triggered. Our API ‘tells’ Easy LMS what to do. In this case, it will tell Easy LMS to add a participant to a specific group. If you choose the Add participant API, an invitation email with the login credentials will be sent. 

Where can I find the API keys?

The necessary information for the integration can be found in your dashboard. Go to the Integrations tab. There you can find the API Key you will need to set up the integration. Want to know more about API and Webhooks? Read this article

Option 3: Using SSO (Single sign-on)

Have you ever thought of using Single sign-on? This is another option if you want your participants to log in with the same credentials they use to access the company’s other websites and software. 

To put it simply, SSO works like this: if you have SSO for your Academy Portal, you don’t need to send out invitation emails to your participants. 

During the setup process, we add the participants and groups to your SSO so your participants/employees can use their company login credentials to access the Academy Portal. Once it’s in place, you can add more participants to your SSO and the Academy will automatically register this data. 

Using a bit more technical terms, your participants will log into the Portal using their SSO account that they already use to access other tools in the company. In the background, we send a token to our system. In our database, participants will be linked to this token. Every time a participant wants to log in, Easy LMS checks if the token is active. If so, the participant gets access. These tokens are renewed from time-to-time for security reasons. In conclusion, set it up once and enjoy forever.😊 

We support these SSO options: 

Windows Azure AD
Amazon Cognito
CAS (version 4 or higher)

There is a one-time setup fee to add the first participants and groups to your SSO. If you set it up by yourself, we do not charge the setup fee. You can find these settings in My account > Advanced Setup > Single sign-on:

Ready to configure SSO? Let us know! We are right here to help you out. The first thing we need to know is which service and protocol you are using, and we can start from there!
Was this article helpful?
Thank you!