Getting Started¶
Here's how to find your way around the administration area of online:academy and get an overview of managing your company.
Signing in¶
Like every other user, you receive an invitation email. Click the link and set your password. Your account is marked with an administrator role (e.g. Company Admin); that's what makes the additional administration areas visible to you.
The two interfaces¶
In the administration area you work with two interfaces — depending on the task:
| Interface | What for | Examples |
|---|---|---|
| Admin Portal | User accounts and company structure | Users, organization settings (departments, user groups), company master data |
| Learning platform → "Administration" menu | Learning administration and branding | Course management, mandatory assignments, learning paths, learning groups, Analytics & Reports, document templates, invitations, branding |
| Learning platform → "Sales & Licenses" menu | Sales and course licenses | Orders, landing pages, marketplace, licensed courses, payment settings |
Where is what?
Every guide in this area states at the top where the feature lives. Rule of thumb: you maintain user accounts and company structure in the Admin Portal, and everything related to learning, invitations, branding, and sales on the learning platform.
Completing your profile¶
You maintain your profile on the learning platform: click your avatar (the circle with your initials) in the top right, and your profile opens. Check your name there and upload a photo. There is no separate menu item for this in the Admin Portal.
Others see your photo + name, for example when you assign them a mandatory assignment.
What you steer in the administration area¶
Unlike a learner or a trainer, you have access to the whole company — not just to individual courses. Your core tasks:
- Users & access (Admin Portal) — maintain users, assign roles, archive accounts. See Managing users, Roles and permissions.
- Setting up the company — master data and departments in the Admin Portal, branding and a custom domain on the learning platform under Administration → Branding. See Company and branding.
- Steering learning (Learning platform → Administration) — assign mandatory assignments, manage learning groups. See Assigning mandatory assignments, Managing learning groups.
- Reporting (Learning platform → Administration) — monitor progress, pull reports and analytics. See Team progress, Reports and export, Analytics and reporting.
- Content & sales (Learning platform → Administration or Sales & Licenses) — maintain templates, marketplace and orders. See Document templates, Marketplace, sales, and orders.
How to look at a specific group
In the administration area you generally see everyone in your company. To look at a specific slice, filter in the overviews (mandatory assignments, analytics) by department or user group.
Creating structure: departments and user groups¶
Before you get going, some structure pays off:
- Departments and user groups organize users along organizational lines (e.g. "Sales", "Onboarding May 2026"). They're the basis for targeted bulk assignments and filtered reporting. See Company and branding.
- Learning groups are exchange spaces with a group chat for employees who learn together. See Managing learning groups.
Where to find other things¶
- Creating courses — as a company admin you can create and edit courses yourself, you don't need an additional role for it. How it works is described in the help for trainers under Creating a course. If other people should build courses, give them the role ROLE_INSTRUCTOR (see Roles and permissions).
- AI features — what the AI can do and where its limits are is described under Using AI responsibly.
- Platform-wide configuration (cluster, domains on the technical level, company-group linking) — that's handled by the generation:l team.
Typical tasks in your role¶
- Onboarding new employees — invite them, assign a role and department, set the entry learning path as a mandatory assignment. See Managing users.
- Assigning recurring mandatory trainings — e.g. data protection, fire safety, compliance (with repetition). See Assigning mandatory assignments.
- Regularly checking learning status — who is on track, who is behind. See Team progress.
- Pulling reports for personnel files or compliance evidence. See Reports and export, Analytics and reporting.
Help & support¶
- This collection of guides — Index
- FAQ for administrators
- For technical problems: contact your generation:l team