Introduction

Enrollment codes streamline and automate the learner enrollment process by allowing Superadmins to generate a set of codes to share with users, who can then quickly self-enroll in courses by entering the code in the designated field within the Enrollment codes widget.

Requirements and limitations

• To use enrollment codes, you have to activate the Subscription codes app as described in the Managing apps and features article of the knowledge base. The app is listed in the Docebo additional features tab.
• Enrollment codes can only be used for enrolling learners into courses; they do not support enrollment into learning plans.
• Each enrollment code can be used only once and by a single user.

Creating a set of enrollment codes

Once you have activated the app, access the Admin menu from the gear icon in the top right corner of your platform. Then, find the Enrollment codes section and press the Manage subitem.

On the Enrollment code sets page, click the New set button in the action bar to generate a new set of enrollment codes.

In the pop-up box, enter the name of the set (mandatory) and the validity period (optional). The validity period limits code usage to the specified timeframe.

Tip! When an enrollment code expires, it does not affect the enrollment status of learners who have already used the code to enroll in a course. However, you can set the expiration for their enrollment using the Active until field in the Enrollments tab of the course on the Course management page, or through the course's time options.

Once completed, click Confirm.

The new set is now listed in the bottom half of the Enrollment code sets page. Find your new set in the list, then select the item in the Codes column to create or import the codes.

You will be redirected to the Add enrollment codes page for the selected set. Click Add codes in the action bar at the top of the page. In the pop-up box, use the Randomly generate (number) enrollment codes field to specify the number of codes to generate.

If you have your own list of codes, paste them into the text box below, with each code on a separate line. Press Confirm to create the set.

Please note. Enrollment codes must be unique.

The list of all created codes is displayed in the bottom half of the Add enrollment codes page for this set. To remove a code, click the X icon in the corresponding row. Once a code is canceled, users will no longer be able to use it to enroll in the courses assigned to the set.

Assigning courses to enrollment code sets

Once you have created a set and its codes, the next step is to assign courses to the set so that users can use the codes to enroll. To do this, locate the set in the list of enrollment code sets on the Enrollment code sets page, and then click the Courses icon in the corresponding row.

You will be redirected to the Assign courses page for the set. In the action bar at the top of the page, click the Assign courses button and select as many courses as needed. Press Confirm to complete the process. The assigned courses will be listed in the bottom half of the page.

To unassign a course from the set, click the X icon next to the course.

Activating enrollment code sets

Once you have created a set of enrollment codes, go back to the Enrollment code sets page to activate the set, making the codes available for learners to enroll in the courses assigned to the set.

Find the set in the list, then press on the checkmark icon in the set's row, changing the icon from grey to green.

When the icon is grey, the code set is inactive, and learners cannot use the enrollment codes to enroll in courses.

Learners redeeming enrollment codes

You can deliver the enrollment codes to your learners via email, brochure, promotion card, or any other way. Please note that there is no official way to send them directly through the platform.

Additionally, ensure that the Enrollment codes widget is added to a visible widget page for learners who need to use the code. If the widget is not available to them, they will not have a place to enter the code.

Creating enrollment codes from the course management

To create an enrollment code for a course directly from the Course management area, access the Admin menu from the gear icon in the top right corner of the platform. In the E-learning section, click on Course management. On the main page of the course management, find the course in the list of courses.

Click on the course title to access the course area, and from the Properties tab, move to the Enrollment options tab > Enrollment code section.

Press the button next to the text field to auto-generate an enrollment code, or manually enter your own code. If you enter a code manually, please note that enrollment codes must be unique. The platform will not allow you to use a code that is already assigned to another course.

When finished, press Save changes.

Please note. The course enrollment policy and the self-enrollment period (if set) always override the enrollment code functionality for individual courses. This means that if a user tries to use an enrollment code to enroll in a course with closed enrollments or in a course where only Superadmins can enroll users, the enrollment code will not work, and the user will not be enrolled in the course.

Enrollment code logs

To view a complete list of users who used enrollment codes to enroll in courses and the codes' usage dates, from the Enrollment code sets page press the Show logs button.