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Delivery Use-Case: Team-Based via SimGate URL + Self-Registration Enrollment

Updated over a week ago

Overview

This synchronous, team-based learning format brings learners together in a live, instructor-led environment. Teams collaborate through simulation-based scenarios to make decisions, solve challenges, and engage in guided discussions that drive learning outcomes. Instructors facilitate strategic debriefs, offer real-time feedback, and lead plenary discussions, with team progress and performance tracked via leaderboards or detailed reports.

Delivery Modality

Team

Synchronous

Live

Logistics Summary

Self-Registration

  • Streamlined, Flexible Access: Teams join sessions quickly and independently

  • Scalable Enrollment: Ideal for open programs and dynamic cohorts

  • Reduced Admin Workload: Session is created by an Admin, however, no manual enrollment needed

  • Supports Agility: Easy to adapt schedules and accommodate last-minute changes

Learner Access

  • Access: Team Lead logs in through a unique SimGate Self-Registration URL

  • Authentication: Team Lead uses their company email + password (or Single Sign-On) to sign into the course on behalf of their team

  • Team Name: Teams choose their "Team name" through the "sign in" feature (shows up in their course and reporting)

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 Team Self-Registration

Learners use a registration link to sign themselves up for a course or session.

✅ Pros

  • Time-Saving for Admins: Reduces manual enrollment tasks.

  • Flexible & Scalable: Learners can join anytime—ideal for open cohorts or last-minute roster changes.

  • Fast Access for Learners: No need to wait for admin approval.

  • Good for Optional or Elective Courses: Works well for drop-in sessions or “open enrollment” use-cases.

⚠️ Cons

  • Less Control Over Access: Anyone given the link could potentially register.

  • Risk of Incomplete or Inaccurate Data: Learners may mistype names or emails (greatly limited if using SSO).

  • Harder to Enforce Cohort Participation: You might not know who’s registered unless tracking closely.

  • Duplicate Accounts: Learners might accidentally register multiple times with different credentials.

Click the arrow to explore the Pros & Cons!

4 Configuration Steps for: Team-Based, Self-Registration Delivery

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

  • Sign In Settings: Toggle the option to ON (highlighted orange) for Self-Registration

    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 this in FAQ section below)

Step 2. Create a Release & Publish Your Project

Publishing your project generates a Public URL to allow for participant access.

⚠️ Projects must be located in the Public Enterprise Folder in Portal to create live publicly accessible 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

  • Create Self-Registration URL

  • Assign 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

⚠️ 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

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

    • 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:

  • Self-Registration Settings:

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

    • Enable "Self-registration" (this allows you to create a unique Self-Registration link)

    • Enable "Participants can create new teams" (ONLY if you are setting up a Self-Registration or Anonymous session)

    • 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: Skip this - Teams will be self-registering

  • 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: Locate your Unique, Self-Registration 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

In the Dashboard, navigate to the Sessions page to find the self-registration link for your course.

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

  2. Click on Session Actions drop down in the upper right and then choose View Self Registration Link.

  3. A pop-up box will appear. This creates a unique self-registration link to copy and share with the participants.

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's previously generated Self-Registration URL with a designated Team Lead, who logs in on behalf of their team.

⚠️ Only one person per team can sign in to the session
via this link for each team!

Non-SSO Login:

  • 'Team Lead' goes to their unique self-registration link.

  • They will see a Create Account modal.

  • 'Team Lead' enters First & Last Name, Email address and a password of their choice.

    • Ensure they remember/write down their password so they can access the course if they time out or log out.

  • Select the Sign Up button to create the account.

  • They would then see a Sign Up Successful message.

  • Select the Continue button

  • If enabled, skips to next step Team Self-Naming Modal (outlined below)

SSO Login:

  • Team Lead goes to their unique self-registration link.

  • 'Team Lead' uses their SSO to log in.

    • When using SSO, they will not see the Create Account or Sign Up Successful screens. Instead will be shown the screen to create their team name immediately after login.

  • If enabled, skips to next step Team Self-Naming Modal (outlined below)

Team Self-Naming Modal

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

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

  • Enter their chosen Team Name and select Create and Register.

  • The Team is then automatically added to the Dashboard under their chosen name.
    ​

  • NOTE: Any team that has been created can be seen in the Team dropdown (after the first team has been created) when logging in - this is so that teams can log back in when needed.

  • Only one user should be logging in on behalf of the Team.

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:


​

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)

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

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 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 if a learner is enrolled in multiple courses or sessions? How will they know to join this session?

If a user is enrolled in multiple sessions, upon successful login, the individual will be presented with a few additional Session Selection Modal boxes.

  1. A Session Select modal with appear
    ​

  2. Click on the dropdown listing all sessions the user has been added to.
    ​

  3. Click the name of the CORRECT session, then select the Join Session button to enter the course.

We want to set a MAX number of teams for our session, how does this work?

You can set a maximum number of teams via the session settings when creating a new session or editing your session. (Review Step 3 above for more details)

When teams are logging in, once that maximum has been met, when a participant tries to create a new team, they will see the message ‘This session has reached the maximum number of teams’.

To remedy this, you can adjust the settings by editing the session settings.


​

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: Create a Self-Registration Session and URL for Individual Learner Access
Delivery Use-Case: Individual Asynchronous via LMS/SCORM
Delivery Use-Case: Team-Based via SimGate URL + Admin-Managed Enrollment
Delivery Use-Case: Individual Asynchronous via SimGate URL + Self-Registration Enrollment
SimGate Delivery: Determine Your Ideal Use-Case!
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