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Delivery Use-Case: Team-Based via SimGate URL + Admin-Managed Enrollment

Updated over a week ago

Overview

A synchronous, team-based learning format where learners collaborate in a live, instructor-led environment. Using simulation-based learning, teams make decisions, solve challenges, and engage in discussions to drive outcomes. Instructors facilitate plenary discussions and strategic debriefs, offer guidance, and provide feedback, with progress and team scores tracked via reports or leaderboards.

Delivery Modality

Team

Synchronous

Live

Logistics Summary

Admin-Managed

  • Controlled Access: Ideal for fixed cohorts, role-based training, or secure content

  • Accurate Data: Reduces errors and ensures clean learner records

  • Simplified Planning: Pre-assign facilitators, sessions, and teams

  • Secure & Curated: Only approved participants can join

Learner Access

  • Access: Team Lead logs in through a unique SimGate Direct URL.

  • Authentication: Faux Team Email + password provided by an administrator or facilitator.

Learner Data

  • Team Progress Tracking: Real-time progress is viewable, bookmarked, and stored in the SimGate Dashboard.

  • Reports: All Standard SimGate Reports + Custom Admin & Facilitator Reports are available via the Dashboard.

Pros & Cons of Admin-Managed Enrollment (Controlled Roster)

Admins set up user accounts and assign learners to sessions manually.

✅ Pros

  • Tightly Controlled Access: Only pre-approved learners can join. Ideal for closed cohorts or sensitive content.

  • Data Accuracy: Cleaner user data (e.g., correct names, emails, roles) as entered by admins.

  • Supports Fixed Roster Cohorts: Ensures all required participants are enrolled—great for compliance or role-specific training.

  • Streamlined Session Planning: Easy to plan facilitator support, track attendance, and assign pre/post work.

  • Higher Security & Privacy: Better fit for secure environments or IP-sensitive simulations.

⚠️ Cons

  • Higher Admin Load: Manual setup takes time, especially for large groups.

  • Less Flexible: Late additions or last-minute changes can be cumbersome.

  • Dependency on Admin Availability: Learners must wait for admin to register them.

Click the arrow to explore the Pros & Cons!

5 Configuration Steps for: Team-Based, Admin-Managed Enrollment

SimGate STUDIO

Configure the Project Delivery Settings in Studio

Role: Creator

Each course is developed and tailored to the learner experience and must be configured in SimGate Studio prior to delivery.

Step 1: Configure Studio Project Settings

Defines which settings this project supports.

DIY Steps

In the Studio Settings page:

  • Session Types: Toggle the option to ON (highlighted orange) for Team

    • NOTE: We also suggest that you toggle the option to ON for "Sessionless" as this would allow you to generate a link to easily share the course with facilitators to help them prep for the experience! (More info on Sessionless Links in FAQ)

Step 2. Create a Release & Publish Your Project

Publishing your project generates a Public URL used for participant access.

⚠️ Projects must be located in the Public Enterprise Folder in Portal to create live public links.

DIY Steps

To create and publish your release:

  • Open your Release page via the Releases icon in SimGate Studio.

  • Click “Create Release” in the upper right.

  • Fill in the release details in the popup and click “Create.”

  • Your release version will now appear on the Release page.

  • Under “Public Site,” click “Publish” to generate your live link.

SimGate Dashboard

Using the SimGate Dashboard to Set Up and Manage Delivery

Role: Course Administrator

When delivering a course, the SimGate Dashboard allows you to manage the course and provides access to reporting, data exports, and real-time learner tracking.

Step 3: Set up a Session in the SimGate Dashboard

Sessions are your go-to for course delivery. Use the Session feature in the Dashboard to:

  • Set up course sessions

  • Define delivery dates

  • Configure specific session requirements

  • Assign teams and facilitators to their sessions

  • Track upcoming, active, or completed sessions

  • Manage and monitor course delivery from one place

DIY Steps

First, gather course session info

  • Session Name: Descriptive (name – location -date) ex. “Leader_NY_Nov25”

  • Session Dates: Range before and after

  • Project: Name of the course being delivered

  • Simulation: Choose the name of your published project

  • Region: Select the appropriate region - ex. “North America”

  • Division: If applicable, select the appropriate program type - ex. “BU Area”

    • NOTE: The system hierarchy is Region > Division > Session > Team > User


Login to the SimGate Dashboard

  • Administrators access the dashboard—your URL will look something like this: https://XXX.regis-co.com/dashboard/

    ⚠️ You must have the proper permissions to set up sessions

  • Click on "Sessions" in the main menu.

Create a new Session

  • To create a new session, go to the + NEW button in the upper right, then click on New Session in the drop-down.

  • A pop-up box will appear allowing you to Create a New Session.

  • Enter the following details:

    • Session Name: Short description (this can be the location, name, date, etc.)

      • We suggest creating a "Session Name Convention" for your organization such as "#######_Month Day Year_EMEA"

    • Project: Select the appropriate project

    ⚠️ NOTE: In order for your project to show up in the dashboard, both of the following need to be true:

    • The project needs to be located in the public enterprise folder in Portal

    • The project needs to have been pushed to a public release in Studio

    • Enter Start Date + End Date: Enter the start and end dates for the program

      • NOTE: Session dates should bracket the delivery date(s). We recommend at least a 24-hour buffer before and after the session to address time zones, etc. You can also leave the session open-ended when appropriate.

      • Example:

  • Registration Settings:

    • Session Type: Teams (this is pulled from your Studio Project Settings)

    • If wanted, Enable "Participants can rename teams"

    • Max number of teams is optional
      ​NOTE: If you do not see all of these Registration options, this means you do not have them enabled in your SimGate Studio Project Settings! See Info above!

  • Facilitators: Add now or add later

  • Teams: Add now (Directions below in next step!)

  • Tags: Optional

What is the difference between Studio Settings and Session Settings in the Dashboard?

  • Studio Settings = Defines which settings this project supports

  • Dashboard Session settings = Defines actual settings per session.

NOTE: Settings must be enabled within SimGate Studio, at the project level, in order to be able to edit them at the session level.

Step 4: Set Up "Teams" and their "Faux User" Credentials

Team users are created as a “Faux user” to allow any "Team Lead" to log in on behalf of their team.

DIY Steps

Adding "Teams" to the Session

  • First, you must create the number of "Teams" that will be part of this session and define their Team name.

  • In your newly created session and select the + for Teams.

  • Enter the first team name and then select +Add New Team.

    • Note: Team names are chosen by the Administrator - you can also give teams the option to choose their own during login by toggling on that option in "Registration Settings".

  • This will create the new team and display a message regarding new teams being created empty. Select Add.

  • You'll see that the new team will now be added to the session under “Teams”. Repeat the steps above to create and add additional teams. When done, select Save.

Creating "Faux Team Users" to Add to your Newly Created "Teams"

Once the session has been created and you have defined the names of the Teams that are part of this session - Next, you will add your “faux team users” to their respective teams.

Team users are created as “Fake/Faux users”*

A “faux user” is a participant entered into the system with a fake first name, last name, and email address.

  • The Dashboard supports fake/faux users and it will be up to the administrator to set these up.

Defining “Faux Team User” Credentials

When setting up a set of “Faux Team User” Credentials for your team-based courses, we suggest you create a consistent, FAKE convention to make it easier to manage for users and easier for facilitators to disseminate the log in credentials during course delivery. For example:

  • Team Names: First Name = Team, Group, Last Name = #, Color etc.

    • ex. “Team 1” "Group A" "Team Red"

  • Email: Create a consistent, FAKE email convention

  • Default Password: Keep it simple!

    • ex. XXX2024! or Learning101!

*Faux team credentials are not an option IF Single Sign-On (SSO) is your organization’s sole login method.

​

Start by opening up the Session you just created!

  • Find your session in the list of active sessions. Click on the three-dot ellipsis and choose "Open" in the drop down.

  • Once your session is option, you'll see the Teams you just created. Select + New and select New User

Set up your “Faux Team Users"

  • In the New User modal, you will set up your “Faux Team Users”. Remember - We suggest you create a consistent, FAKE convention for these credentials!

  1. Enter a faux First Name and Last Name and the faux email address

    Toggle off Set Random Password

  2. Toggle off Send Welcome Email

  3. Enter a Password and Confirm the Password

  4. Select the + for Sessions

  5. Start typing the name of your session and select it to open another small modal
    ​

  6. Place the cursor in the Team box highlighted in red to produce a drop-down of all the teams

  7. Select the Team you want to add this participant to

  8. Select +Add

  9. Select Save

  10. Repeat steps to create a new faux user and add to each team you created (e.g. for 5 teams you will need 5 “Faux Team Users” added to each of the 5 teams)

    1. NOTE: Only one user per Team!

Step 5: Locate your Unique Course URL

Each Team-Based Course Configuration option requires a uniquely generated course URL to support your specific delivery needs, team login experience, and data tracking preferences.

DIY Steps

There are two ways to retrieve your unique URL - via the SimGate Dashboard or via SimGate Studio.

In DASHBOARD, go to the "Sessions" page.

  1. Locate your session, and click the down arrow to the left of your session name.

  2. In the session information dropdown, copy the "Simulation Link".

In STUDIO, Open your project.

  1. Go to the "Releases" Tab to locate your unique published "Public Site" URL.

    • NOTE: Ensure you publish (or republish) the project to the Public Site to capture the any recent or final changes to the course and settings!

  2. You will find the course URL (for participant access) in Studio on the release page

  3. Under the Public Site column, for your most recent release, click “Published” and copy the link that pops up in the modal to share with your participants.

    1. The admin or facilitator must select the published Public link and share that URL with participants signing in as each team (the Test Site Link will not work!).

⚠️ Important:

  • Only one team member can sign in to the session via this link using the credentials provided to them.

  • If a session isn’t set up for this course in the Dashboard and team users aren’t added to the session, participants will receive an error when attempting to log in via this link.

Team Log-in Experience

Team-based courses through SimGate provide a unique login experience depending on your chosen configuration. Be sure to reflect the correct login process in your course materials and facilitator guides.

Facilitators share the published course URL and each team’s faux credentials with a designated Team Lead, who logs in on behalf of the team.

⚠️ Only one person per team can sign in using the provided credentials.

Steps to Log In:

  1. Team Lead clicks their team’s unique course link.

  2. A login modal appears.

  3. Team Lead enters the faux email and password provided by the facilitator or admin.

  4. Click Sign In to launch the course.

If a team is logged out or times out, they simply repeat the same steps using the same credentials.

FAQ

What are the technical requirements for using SimGate?

  • Find everything you need in this article here: SimGate Tech Specs

  • Here are the basics:
    ​

    ✅ Supported Browsers:

    • Latest versions of Chrome and Edge

    💻 Device Compatibility:

    • Optimized for desktop and laptop use - we recommend a minimum of 11" display.

    • The minimum display resolution for SimPlayer course delivery is 1280x960, thought higher is better!

    • Ensure that the display resolution’s scale is set to 100% or at most 125% - any higher will distort the size of text relative to other page elements.

      • Mobile/Tablet devices are not supported or recommended for use during the deployment/delivery of courses.

    🌐 Internet Requirements:

    • Stable internet connection

    • Recommended Speed: Above 500 KB/s for smooth learner experience

    • VPNs, firewalls, or strict security settings may require whitelisting the platform domain

What course readiness preparation and testing do you recommend?

Ensure your project is polished, functional, and ready for deployment so learners have a seamless experience! Check out the following articles to make sure you are well-prepared:

How can I easily share the course with a facilitator or stakeholder so they can get familiar with the content before delivery?

Give your facilitators early access to the course so they can review content and prepare for a smooth delivery.

✅ Recommended: Use a Sessionless Link

Sessionless Links allow users to access the course without needing to create a session in the dashboard—perfect for quick reviews or stakeholder previews.

Key Benefits:

  • No admin set up in the dashboard

  • Easy to generate and share

  • Great for pre-delivery prep

Important Notes:

  • No tracking: User progress, reports, and data are not captured or visible in the dashboard

  • Compatible with ANY course delivery type, except you cannot combine Sessionless and Anonymous modes.
    ​

🔧 How to Generate a Sessionless Link:

  1. Go to Studio → Project Settings Tab

  2. Toggle Sessionless Access to ON

  3. Click "View Sessionless Link"

  4. Copy and share the link with facilitators or stakeholders

    1. Login Options:

      1. Users login with their standard SimGate credentials

      2. If they are new to SimGate, the can self-register (enter email + create password), OR admins can provide a preset email + password

Do you have any resources for Pilot Planning?

  • Pilot Planning Deck (editable .ppt example)

    • Plan ahead to shape the pilot details, including: purpose and success metrics, size, scope (parts vs. whole), target audience, delivery and communication specifics.

  • Template Run of Show (editable .xlsx example)

    • A set of standard run-of-show template sheets that outlines every minute of an entire event from start to finish. We've included many extra sheets that you can delete or use as needed.

  • Best Practices + Room Set Up for In-Person Delivery (editable .doc example)

What are the permission "access levels" in the SimGate Dashboard? And how do I add new Users (Admins, Facilitators, or Participants)?

The Dashboard provides varying permission levels based on assigned roles. These role assignments are managed by the Super Admin on the client side and can be changed at any time.

Check out this article for more info: How To: Adding Users and Assigning Roles in the Dashboard

Super Admin

Super Admin access is granted by Regis or other Super Admins. A Super Admin can view all projects and all-region information. Once assigned, a Super Admin can:

  • Assign Admin, Facilitator, Team, and Participant Access

  • Create or modify a Region and/or session

  • Directly change user passwords (cannot view existing passwords)

  • Only Super Admins can use the toggle to set a Random Password.

  • All other actions that can be performed by Admins, Facilitators, and Participants

Project or Regional Admin

Admin access is granted by the Super Admin. An Admin can view all projects and all region information. Once assigned an Admin can:

  • If assigned to a Region, the Admin can create and manage sessions for that Region.

  • If assigned to a Project, the Admin can create and manage sessions for that Project.

  • Assign Facilitator, Team, and Participant Access

  • Create or modify a session

  • All other actions that can be performed by Facilitators, and Participants

Facilitator

Facilitator access can be assigned by adding the facilitator to a Region, Project, or Session.

  • Facilitators can only manage sessions they are granted access to

  • Send out invites and password reset emails to users

  • View session reports

  • Advance and rest Teams and Participants

  • Assign Team and Participant access to the session

  • All other actions that can be performed by Participants

Participants

Participants are individuals participating in a simulation with a unique User ID and Password. Admins and Super Admins can update login credentials.

Teams are a group of participants participating in a simulation with one User ID and Password. Admins and Super Admins can update login credentials.

  • Participants and Teams will ONLY have access to their own courses/sessions

  • Participants and Teams will NOT have access to features that facilitators or admins have.

What technical requirements are needed to use the SimGate Dashboard?

The Regis SimGate Dashboard is recommended to run on a regular-sized laptop or desktop monitor using an Edge or Chrome browser. This is recommended for an optimized experience and to ensure everything runs smoothly.

I want to Re-Use a “Set of Team Faux Users” for multiple sessions!

If desired, Admins can create one set of faux team users and reuse them for all sessions.

Understand the Benefits and Drawbacks of reusing the same set of Team Credentials!

Benefits:

  • Create one set of “Faux Team Users” for a course and re-use them over and over

  • The same “Faux Team User” can be added to multiple sessions.

  • Reduce administrative setup

  • Limit the number of "faux" users added to the dashboard

Drawback:

Click the arrow to uncollapse this section for review!

To add a “Faux Team User” to multiple sessions:

  1. Search for the user

  2. Edit the user by selecting the three-dots elipses by the name and select Edit

  3. By Sessions, select the + to open a small modal

  4. Type in the session name you want the user to be added to

  5. Select the session name for it to be added in the Sessions section

  6. Re-enter the password or enter a new one

  7. Select Save

NOTE: 2,100 sessions is the max number of sessions a user can be added to. When you open the edit box for the “Faux Team User”, you will see all the sessions they have been added to.

I want the teams to be able to create their own Team Names!

If enabled during session creation, teams will have the option to create their own Team Name.

Team Self-Naming Modal

After login, a Sign In modal will appear which will display the session and project name. Select the New Team button.

What are the different Learner Access Types and Authentication options for a SimGate Delivery?

Possible combinations….

Access course through LMS

  • Log into LMS

  • Launch course via LMS (requires SCORM package)

  • Completion status sent to LMS

    • NOTE: via SimGate Dashboard - Data collected and viewable (to Admins + Facilitators): Progress status, answer choices on Decision Report, and Author-created reports

  • Team or Individual, Virtual or Live

Access course through Sim/Project URL (direct link) / Admin Set-up

  • The session is created by Admin, and specific users added to the session via the dashboard by the administrators

  • Log in using email + password provided by an administrator (PW can be changed after login)

  • Data collected and viewable via Dashboard (to Admins + Facilitators): Progress status, answer choices on Decision Report, and Author-created reports

  • Team or Individual, Virtual or Live

Self-Registration - Access the course through Sim/Project URL (direct link)

  • The session is created by Admin, users do not need to be added to the session via the dashboard.

  • Log in using self-registration, user chooses email + password

  • Data collected and viewable via Dashboard: Progress status, answer choices on Decision Report, and Author-created reports

  • Team or Individual, Virtual or Live

Sessionless Login - Access the course through a uniquely generated Sessionless login URL for the project

  • Sessions are NOT created in the dashboard)

  • Admin generates a unique access link via the Project Settings Tab in Studio

  • Login options: Users login using self-registration (user chooses email + password) OR email + password provided by the administrator

  • Data collected and viewable via Dashboard (to Admins + Facilitators): NONE. No reports, user states or personal data is available nor can be managed by the dashboard.

  • Team or Individual, Virtual or Live

  • Note: You cannot currently do BOTH Anonymous and Sessionless at the same time. Anonymous can track how many people have logged in, but sessionless cannot.

Anonymous Login - Access the course through a uniquely generated Anonymous login URL for the project

  • The session is created by Admin and generates a unique access link using Session Actions within the session.

  • No sign-in with personal information is required.

  • Data collected and viewable via Dashboard (to Admins + Facilitators): Progress status and answer choices are still collected, however, everyone shows up as an “Anonymous User” on Decision Report and Author-created reports. No personal information is available.

  • Team or Individual, Virtual or Live

  • Note: You cannot currently do BOTH Anonymous and Sessionless at the same time. Anonymous can track how many people have logged in, but sessionless cannot.

Access the course through SimGate Dashboard

  • The session is created by Admin, and specific users added to the session via the dashboard by the administrators

  • Log in using email + password provided by an administrator (PW can be changed after login)

  • Users see all available enrolled courses

  • Choose a course to launch directly from the dashboard

  • Data collected and viewable via Dashboard (to Admins + Facilitators): Progress status, answer choices on Decision Report, and Author-created reports

  • Team or Individual, Virtual or Live

Authentication Flow: LMS vs SSO vs Direct Link

SCORM/LMS Authentication Flow:

  1. The user logs into the LMS.

  2. The user clicks a link in the LMS.

  3. The LMS sends the email, first name, and last name to our system and opens the course.

  4. The user is logged into SimGate automatically and proceeds through the course.

  5. Data is captured in both the LMS and SimGate Dashboard (Overview: Dashboard Facilitator & Admin Reports + Examples link explains the data captured automatically in the dashboard)

SSO Authentication Flow:

  1. The user opens the course link at "client.regis-co.com/project" (your custom URL)

  2. The user clicks a "Sign with Google/Microsoft/etc..." button

  3. The user is redirected to the sign-in page for your selected provider and signs in with their company account. This step is entirely in your control, and Regis has no control or knowledge of the user's account yet.

  4. Your provider (Google, Microsoft, etc...) sends the user's email, first name, and last name to our system and redirects the user back to the course.

  5. The user is logged into SimGate automatically and proceeds through the course.

  6. Data is captured in the SimGate Dashboard (Overview: Dashboard Facilitator & Admin Reports + Examples link explains the data captured automatically in the dashboard)

Direct Link Authentication Flow:

  1. The user’s email, first name, and last name are added to our system by an administrator as a “User” in the dashboard (manual or bulk upload) and they are assigned to a specific course session (session must be created first).

  2. The user opens the course link at "client.regis-co.com/project" (your custom URL)

  3. The user signs in with their company email and password.

    1. The user's password can be set in 3 different ways:

      1. By the admin when creating the user

      2. By sending the user a welcome email and having them click the link

      3. By having them use the password reset feature

  4. The user is logged into SimGate and proceeds through the course.

  5. Data is captured in the SimGate Dashboard (Overview: Dashboard Facilitator & Admin Reports + Examples link explains the data captured automatically in the dashboard)

Related Articles
How To: Dashboard Set Up for Team-Based Deliveries
Delivery Use-Case: Individual Asynchronous via LMS/SCORM
Delivery Use-Case: Team-Based via SimGate URL + Self-Registration Enrollment
Delivery Use-Case: Individual Asynchronous via SimGate URL + Self-Registration Enrollment
SimGate Delivery: Determine Your Ideal Use-Case!
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