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 in an e-learning course
To enroll users in an e-learning course, log in as the Superadmin, access the Admin menu by clicking on the gear icon in the top right corner of the platform, identify the E-Learning section and click on Course management.
Find the course in the list of courses, click on its description and move to the Enrollments tab. Click on Manage enrollments in the top right corner and select Enroll users.
In the right panel that opens, 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: If you need to enroll all of the platform users in the course, use the Select All feature in the Users tab of the right panel.
Once you've selected the users, press Next.
In the Additional information tab, select the level that users will have in the course: Learner, Tutor, or Instructor, and set an enrollment deadline for the users being enrolled, if needed. Refer to the Enrollment level comparison table for details of each permission for each user level.
Please note: Only the users enrolled in the course as learners will appear in the list of users of the Course summary report.
If you set an enrollment deadline (using the Start of validity and the End of validity selectors), the users will be able to access the course only during the selected period. After the deadline, 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, they are listed in the last section of the right panel for you to complete. If the course is associated to mandatory enrollment additional fields, you won’t be able to complete the enrollment until you fill them in. Learn more about enrollment additional fields. Press Confirm to finalize the enrollments.
If any Digest: User enrolled in a course notification has been configured in your platform and if the Send immediate notification digest on massive enrollment action option is selected in the platform Advanced settings menu, an extra tab, called Notifications, is displayed in the Enroll users right panel. If so, the tab lists all the Digest: User enrolled in a course notifications set in the platform. Select them if you want the enrolled users to be notified of the enrollment and 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 in multiple e-learning courses
If you wish to enroll more users in multiple e-learning courses, while on the Course management page, select the courses by using the checkboxes at the beginning of the courses’ rows, click on the Choose action button at the bottom right corner of the Course Management table and select the Enroll users option.
Proceed with the enrollment as described in the Enrolling users in an e-learning course chapter of this article.
Once users are enrolled in a course, manage their enrollments as described in the dedicated article.
- 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.