Set up your portal
Choose your portal's address, name, logo and language, decide who can get in, and set how it looks and what new people see first.
The portal is the website where your people sign in, see what they have to do and take their trainings. Each workspace has its own portal, set up in Settings. Do it before you invite anyone, so the first email your people get already carries your name, logo and address.
Before you start:
- Owners and Managers can change these settings. Viewers do not see Settings.
- Only the Owner can change the subdomain or connect your own domain.
- Settings shows one workspace: the one picked in the switcher at the top of the sidebar. Some screens say academy; it means the same thing.
Set up the portal
Open Settings
In the sidebar, under Account, click Settings. Under the page title, check the workspace name: the first one, such as Northwind Supply. The first three sections, ADDRESS, APPEARANCE and WELCOME, are about the portal.
Check the address
The LEARNIVERSE ADDRESS card at the top shows your portal's address, for example northwind-supply.learniverse.app. Click Open to see the portal.
To change it, click Edit next to Subdomain, type a new name (lowercase letters, numbers and hyphens), wait for Available, then click Save. If you have already sent invitations, keep the subdomain you have: the old address shows Academy Coming Soon as soon as you save a new one, and nothing forwards it.
Add your name and logo
Next to Name, click Edit, type the name your people know, for example Northwind Supply, and click Save. Next to Logo, click Upload (Replace once you have one) and pick a PNG or SVG of 2 MB or less. Both appear on the portal and in the invitation email. Choose a PNG if you can: many email apps do not show an SVG logo.
Pick the language
Click the menu next to Language (it shows English) and choose English, Français, Deutsch, Español or Nederlands. It sets the language of the portal, the invitation emails and the reminders for this workspace only.
Decide who can get in
Under Portal access, keep Private: "Only enrolled people can open the portal and its trainings." With Private, two more rows show below:
- How your team signs in: keep Email. With SMS, people sign in with a code texted to their phone, so nobody needs a work email. It is switched on by request: if it is greyed out, write to support@learniverse.app.
- Automatic admission: leave it off, and anyone you did not invite waits for your approval. Turn it on, and anyone who signs up at the portal address gets in immediately.
Match your colours
In APPEARANCE, pick a Background (Paper for cream, Light for white) and a Button colour. The last, rainbow swatch picks any colour. Changes save on their own. The LIVE PREVIEW shows the portal with your choices: use the phone and desktop icons to check both.
Write the welcome
In WELCOME, choose a Format: Letter or Video. For a letter, click Edit next to Letter, write a few lines and click Save. You see "Letter — saved". For a video, click Choose and pick one of your workspace's videos, or paste a YouTube, Loom or Vimeo link under OR PASTE A LINK and click Use link.
To make sure everyone sees it, turn on Require before unlocking: "On, the rest of the portal stays locked until they finish this." People open the welcome first and click Got it before the rest unlocks.
To see the result, click View portal in the sidebar.
Who can get in
| Setting | Who can open the portal |
|---|---|
| Private, Automatic admission off | People you add on Team. Anyone else who signs up waits until you accept them. Workspaces created at sign-up start this way. |
| Private, Automatic admission on | People you add, and anyone who signs up at the portal address. |
| Public | Anyone with the link, without signing in. Turn on Require an email address to track progress per person. |
People waiting for approval appear on Team under WAITING TO JOIN, marked REQUEST, with an Accept button.
Connect your own domain
Your people can sign in at your own address, for example training.northwindsupply.com. If your plan does not include this, the address card says so.
Have your DNS access ready first:
Your learniverse.app address stays live, as the Subdomain hint says, but as soon as you click Link it forwards everyone to the new domain, even before that domain works. Until your DNS records are in place, the portal and every link you have sent lead nowhere. Do not invite anyone until the card reads DOMAIN VERIFIED.
Link the domain
In ADDRESS, click Connect a domain on the address card, type the address, and click Link.
Add the DNS records
The card now shows DNS PENDING. Click DNS records to see the records to add. Where you manage your domain, add exactly those records.
Check it
Click Re-check. When the card reads DOMAIN VERIFIED, the portal opens at your domain. If you see "DNS has not propagated yet — try again in a few minutes", wait and click Re-check again.
To go back, click Remove on the address card. The portal then opens at its learniverse.app address again.
Good to know
- Every workspace starts with a default letter. Check that it is in your portal's language and says what you want. For no welcome at all, edit the letter, delete the text and click Save.
- Your own visit is only a preview. You skip the welcome and nothing you do is recorded. To test it, add yourself on Team with another email address and join from the invitation.
Troubleshooting
"Already taken by another workspace." or "Reserved by the platform — pick something else." Try another subdomain.
"You don't have permission to modify this user's subdomain" or "Permission denied". Only the Owner can change the subdomain or the domain.
OWNERSHIP TO CONFIRM on the address card. Click DNS records, add the extra record listed there to prove the domain is yours, then click Re-check.