Introduction 

This article covers the enrollment statuses (Enrolled, In progress, Completed, etc) that a user can have in a particular course, session, or learning plan.

• For requisite permissions for viewing or managing enrollment statuses, see the Permissions chapter.

Enrollment statuses in courses

A user can have different statuses when enrolled in a course: Enrolled, In progress, Completed, Waiting users, Enrollment to confirm, Suspended, Overbooking. 

A user’s enrollment status is visible from the course management page, in the Enrollments tab.

For more information on managing users in courses, refer to the articles in the Course management section. 

Enrolled

These users are enrolled in the course but have not yet started any training material within the course. For ILT courses, these users are enrolled in the course but have not yet attended the session(s) in which they are enrolled. Users can freely access the course from their My courses and learning plans area.

In progress

These users are enrolled in the course and they have started viewing the training material in the course, but they have not completed the course. For ILT sessions, these users are enrolled in the course and they have either selected a session or started viewing the training material but have not yet completed all of it, regardless of whether they have attended sessions or not. This status may appear for ILT courses if the user has attended only part of the total number of sessions in which they have been enrolled.

Completed

These users are enrolled in the course and they have already completed the course or all sessions in which they are enrolled in an ILT course. An e-learning course is considered completed when the learner has completed all of the training material of the course. An ILT course is considered complete when the learner has completed all the sessions in which they are enrolled. The completion of a session can be configured according to your needs. Refer to the article Creating and Managing ILT and VILT Sessions for more information on session completion.

Users can freely access the course from their My courses and learning plans area.

Waiting users / Enrollment to confirm

Users in both these statuses have been put into a waiting list. This can happen in the following cases: 

Waiting users:

• Enrollment in a course configured with a maximum enrollment quota and a waiting list, when the course is already full 
• In the case of a paid course, while the payment transaction is not yet completed. 
• Self-enrollment in an e-learning course with a Pending administrator approval enrollment policy 

Enrollment to confirm:

• Self-enrollment in an ILT course with a Pending administrator approval enrollment policy 
• Users who are enrolled into a course by a Power User who lacks the Can activate enrollments permission 

While in the waiting list, these users do not have access to the course, but they will see a waiting list page when trying to access the course from the My Courses and Learning Plans area. 

To access the course, they need to be admitted by an administrator (see permissions) who changes their status to Enrolled. In some cases the change of status may happen automatically, e.g. after the electronic payment goes through, or for courses configured to Allow automatic enrollment from the waiting list. 

In the case of an ILT course, Waiting users will also automatically transition to Enrolled status for the course once they are enrolled in any session of the course. 

Tip: The Course waiting list column in course management counts users in both the Waiting users and Enrollment to confirm statuses. Visibility of these users requires a specific permission.

Suspended

These users can access the platform, but they cannot access courses in which they have been suspended. A user is manually suspended in a course by the Superadmin or Power User managing the course. They will not have access to training material or any course page for the courses in which they're suspended.

Overbooking

A Power User with the requisite permissions can manually assign this status to users after they have been enrolled in a course by editing the status of their enrollment. When in this status, users are enrolled in the course, but they cannot access it. This enrollment status is only available for e-learning courses, and it is not available for ILT courses or sessions. 

Enrollment statuses in ILT sessions

In the case of ILT courses, in addition to their enrollment status in the course as a whole, users have a separate enrollment status for individual sessions.  For example, a user who is Enrolled in an ILT course can be a Waiting user for a session of that ILT. 

The possible enrollment statuses for sessions are: Waiting users, Enrolled, In progress, Completed, and Suspended.

For more information see the article on Enrolling users in ILT courses.

Enrollment statuses in learning plans

The user learning plan enrollment status depends on the user enrollment status in the courses composing the learning plan or, depending on the learning plan settings, on the progress status in the courses of the learning plan the user is enrolled in. The available options are:

Enrolled / Not started

The user is enrolled in at least one of the courses composing the learning plan and hasn’t started any of them. 

In progress

The user is enrolled in all of the courses composing the learning plan or in part of them, and:

• the enrollment status of at least one of the courses is In Progress
• the user completed at least one course and is enrolled in at least another course of the learning plan

Completed

The user has completed all of the mandatory courses of the learning plan.

 

Editing enrollment statuses

A Power User with the requisite permissions can manually edit a user’s enrollment status in a course, session or learning plan. 

In a course:

1. Select Admin menu > E-learning > Course management, then in the courses list click the title of the course. 
2. On the course page, select the Enrollments tab.
   The Enrollment status column shows each user’s enrollment status in that course:
3. To edit a user’s enrollment status, click the ellipsis menu at the end of the row, select Change status and set the desired new status. Then in the dialog box click Confirm. 
   

Note: to enroll new users in the course you must instead use the Manage enrollments button in the top-right corner. See the article on Managing enrollments. 

 

In an ILT session:

1. In course management, open the desired ILT course and select the Sessions tab.
   
2. Locate the session whose enrollments you want to edit and click the icon in the Enrolled users column. This will take you directly to the Enrollments and evaluations tab of the session, where you can see the list of the users enrolled in that session. 
    
3. To edit a user’s enrollment status in this session, click the ellipsis menu at the end of their row and select Change status or Unenroll.

Note: to enroll new users in the session you must instead go to the Enrollments tab of the  course and from the user’s ellipsis menu choose Enroll into sessions. See the article on Managing enrollments.

In a learning plan:

1. Select  Admin menu > E-learning > Learning plans, then open the desired learning plan and select its Enrollment tab.
2. Use the ellipsis menu at the end of a user’s row to either Unenroll the user from the plan or change the validity date of their enrollment.  

 

Permissions

For courses: Power Users with Courses / View and Enrollment / View permissions can access course management and will see the Enrollment tab. 

In the Enrollment tab:

• Power Users will see only their assigned users listed. 
• The Enrollment / Edit permission is needed to change the enrollment status of a user.
• Users in the waiting list (those whose enrollment status is Waiting user or Enrollment to confirm) will only be visible if the Power User has the Courses/ Waiting subscription permission. And changing their status requires the Enrollment / Can activate enrollments permission 

For learning plans: Power Users with the permissions Learning Plans / View and Enrollment / Manage learning plan enrollments can access learning plan management and will see the Enrollments tab, and can create and edit enrollments there. 

For ILT sessions: 

Power Users with the Courses/View and ILT Sessions/View permissions can access the Sessions tab of the ILT course.  Then:

• The ILT Sessions/Enroll users permission is needed to see the Enrollments & evaluations tab of a session, but by itself it allows only the Unenroll action.  
• The ILT Sessions/Edit enrollments permission must also be added to be able to change the enrollment status. 

→ Enrolling a user into a session is done from the course Enrollment tab, so it requires Enrollment/View permission.