One login per learner, always
Shared logins look economical and cost you the whole session. Two people posting with the same user overwrite each other's work and lock the same objects. We create individual users with an initial password and a forced change at first login.
- Individual user IDs mapped to the learner roster
- A role matching the module being taught, not SAP_ALL
- A trainer user with display access across everyone's work
Separate the number ranges and org data
Nothing derails an MM exercise faster than forty people creating purchase orders in the same plant with the same vendor. We pre-create per-learner org objects — plants, storage locations, sales areas or company codes depending on the module — so each person's data is theirs.
- Per-learner plant or company code prefixes
- Dedicated number ranges to avoid collisions
- IDES demo data loaded so exercises have something to work with
Plan the reset before the first session
Batches repeat. A snapshot taken before day one lets you restore a clean state for the next cohort in minutes rather than rebuilding master data by hand.
The day-one checklist
Send this to learners two days before the batch, not on the morning itself.
- SAP GUI installed and the connection entry imported
- Test login completed and the initial password changed
- Network checked from the machine they will actually use
- A support channel — we run a WhatsApp thread for the trainer
Key takeaways
- Never share logins across learners
- Pre-create org data and number ranges per learner
- Take a snapshot before day one so the next batch starts clean
- Do the test logins two days early, not on the morning
Questions we get about this
How long does provisioning 40 users take?
Give us the roster and it is usually ready the same working day, including roles and org data.