Introduction
Users can either be enrolled in courses by Superadmins, Power Users with granted permissions, or they can self-enroll.
This article describes how Superadmins and Power Users can enroll users in e-learning courses. If you want to learn more about self-enrollments, refer to the knowledge base article on self-enrollments and waiting lists.
The enrollment process is slightly different for Instructor-Led Training (ILT) courses, refer to the dedicated article for more details.
As an option, you can enroll users in courses using CSV files.
Enrolling users from Courses page
From the Courses page, you can enroll one or more users in a specific course. You can also enroll users into multiple courses at the same time.
Select Navigation menu > Content and delivery (folder icon) > Courses to open the page displaying the list of courses. Next:
- to enroll users in a single course: Click the <title of the course> to open the course configuration page. Then in the top right corner click the Manage enrollments button and select Enroll users.
- to enroll users in multiple courses: Select the check boxes next to each of the courses. Then in the bottom right corner click the Choose action button and select Enroll users.
Now, in the right panel that opens, go through the steps (Users, Additional information, Notifications) to enroll users in the selected course or courses. After each step, click Next to proceed to the next one.
Users step
Select the users to enroll by checking the checkboxes next to their names. You can also select entire branches or groups of users from the corresponding tabs of the right panel.
When you enroll the users of a branch, if the branch has descendant branches (sub-branches), the users assigned to the descendant branches will not be enrolled in the course unless you also select the descendant branches. Otherwise, only the users belonging to the parent branch will be enrolled. Note that you cannot select the Root branch.
Please note: To enroll all platform users in a course, click Select all in the Users tab of the Enroll users panel. To enroll them in multiple courses, repeat this process for each course individually, as mass enrolling all users in multiple courses at once may cause performance issues.
Additional information step
In the Additional information tab, select the level that users will have in the course: Learner, Tutor, or Instructor. Refer to the article on user roles for more information about what these enrollment levels mean.
Please note: Only the users enrolled in the course as learners will appear in the list of users of the Course summary report.
You can also set an enrollment validity period if needed, specifying when the enrollment should start and end. In this case the users will be able to access the course only during the selected period. After the end date, they will still see the course card on the My courses and learning plans page, but they will no longer be able to access it.
If the course is associated with any enrollment additional fields, these will be listed at the bottom for you to complete. You must fill in all the mandatory additional fields to be able to continue.
If the Show the Enrollment attributes option is enabled in the platform's advanced settings menu, the Additional information tab also displays the Enrollment attributes section allowing you to configure the enrollment priority to clarify the importance of the course or for learners, indicating whether it is mandatory, required, recommended or optional. The course enrollment priority is displayed on the course card in the My courses and learning plans page of the user for whom it is set.
Please note:
- If the course is part of a learning plan with an enrollment priority set for a learner, the learner’s enrollment in the course will not inherit that priority.
- If the course belongs to a learning plan, it is either set as mandatory or optional for the completion of the learning plan. This information is shown in the course details within the course list on the learning plan page. If the user’s enrollment in the course within the learning plan has a priority, the value is shown on the course card in the My courses and learning plans page, but not in the course details on the learning plan page.
Notifications step
This step appears only if in Navigation menu > Configuration (spanner icon) > Platform setup and tools > Advanced settings > Advanced options you have flagged the option Send immediate notification digest on massive enrollment action.
The notifications step, if visible, will list all the activated notifications of type Digest: User enrolled in a course that are configured in the platform.
- From this list, you can select one or more notifications that you want to send out upon completion of this enrollment.
- If the notification is addressed to end users, it will send each user a list of the courses in which they have just been enrolled. If addressed to other recipient roles (Power Users, Managers, etc), it will send a separate notification for each user, listing that user’s enrollments.
- The notifications you select will be sent immediately after you confirm the enrollment, irrespective of their configured scheduling (eg Every week, Every month).
- Make sure that the trigger filters of the notification you select are not incompatible with the users or courses of your enrollment. For example, if the notification is only for branch A and your enrollment is for branch B, the notification will not go out.
Please note: For Power Users, the notification step is visible only with the Notifications/View permission, and it will contain only the notifications that the Power User is allowed to see based on resource assignments. For more information see the article on Power User permissions for notifications.
Confirm enrollments
When you have finished press Confirm to complete the enrollment process.
A background job is started to process the enrollments if the maximum number of enrollments exceeds 20. Remember that one enrollment is a combination of a single user and a single course, so selecting 3 courses and 2 users makes 6 enrollments.
Enrolling users from user management
You can also enroll users in e-learning courses from the User management area. This works in a similar fashion to how you do it from Courses page.
Select Navigation menu > People (people icon) > Users to open the page displaying the list of users. Next: In the top right corner click the Related sections (ellipsis) button and select Enroll users.
In the right panel that opens, go through the following steps to enroll users. After each step, click Next to proceed to the next one:
- Select user: Select the individual users, groups, or branches that you want to enroll, as described in the chapter Users step.
- Enroll users in new courses: Select the check boxes next to the courses in which you want to enroll the selected users. You can click the Select all button to select the courses on all pages.
- Additional information: Set the enrollment level, the validity period if required, the enrollment priority (if available), and any additional fields, as described in the chapter Additional information step.
- Notifications: If this step is visible you can set one or more notifications to send out upon enrollment as described in the chapter Notifications step.
When you are finished click Confirm. Depending on the number of enrollments, a background job may be started as set out in the chapter Confirm enrollments.
Managing enrollments
Once users are enrolled in a course, manage their enrollments as described in the dedicated article.
Best practices
- Users can be enrolled in courses at any time after the course creation, but make sure you've completely configured the course and added all of the training materials before proceeding with enrollments.
- Instructors are key roles also for e-learning courses. Enrolling at least one instructor in a course reduces the manual workload of Superadmins. Remember that the instructors of e-learning courses are counted as enrolled users.