Introduction

Instructor-led trainings (ILTs) are courses that learners attend “live” at a specified time: either in a physical classroom location, or online using a webinar tool. When delivered via webinar they are also referred to as virtual instructor-led trainings (VILTs). For more details about ILT courses see the article Creating and managing ILT and VILT courses .

This article specifically covers how administrators can enroll learners in ILT courses and ILT sessions. 
→ For information about e-learning enrollments, see instead the article on Enrolling users in e-learning courses. 

ILT course vs ILT session

ILTs can be offered in one or more occurrences, referred to as “sessions”. Once a user is enrolled in an ILT course, they also need to be enrolled in the specific session that they are going to attend: 
- If required you can initially enroll a user only at the ILT course level, and then enroll them in one of the available sessions at a later date.
- You can also directly enroll a user in a specific ILT session, and in that case they will be automatically enrolled in the ILT course as well. 

Tip: The course-level enrollments are shown in Course management >  [ILT course name] > Enrollments tab. The session-level enrollments are shown under Course management > [ILT course name] > [session name] > Enrollments and Evaluations tab.

ILT sessions and events

ILT sessions in their turn consist one or more events. When a user is enrolled in an ILT session they are automatically enrolled in all the events composing that session. 

Who can enroll learners

Learners can be enrolled in ILT courses and sessions by a Superadmin, or by a Power User with the requisite permissions for courses, enrollments and ILT sessions. If a course is configured to allow it, learners may also be able to self-enroll. For more information see the article on managing self-enrollments and waiting lists. 

Instructors

ILT instructors are assigned at the session level, in the Properties tab of the ILT session page. 
- The session instructor is automatically set as the instructor of all the session events. 
- You can also assign instructors at the level of the individual event, in the Properties tab of the ILT event page. 

This means that, unlike what happens in e-learning courses, ILT instructors do not need to be enrolled in the course.   

The instructors that you assign to an ILT course will then be able to perform some course management actions on it. For details, see the article Instructor user guide. 

Enroll users in ILT courses

From the Course management area, you can enroll one or more users in a specific ILT course. You can also enroll users into multiple ILT courses at the same time. When you do the ILT enrollment, you will be able to choose whether to also enroll the users in a specific session, or only enroll them in the ILT course. 

Select Admin menu > E-learning > Course management to open the page displaying the list of courses. To see only the ILT courses, you can click the Filters icon and under Course type select the ILT check box. Next: 

• To enroll users in a single ILT 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 ILT courses: Select the check boxes next to each of the ILT 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, Sessions, 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

In this step, you select which users to enroll in the ILT course or courses that you selected previously. There are three tabs available, where you can select individual users, branches, groups, or some combination of them: 

• Users: Here you can select individual users to enroll, by flagging the check boxes next to their names.
• Branches: Here you can select one or more branches, whose users will be enrolled. If a selected branch has sub-branches, you can click once to include only direct branch members (filled box with hyphen icon) or click again to also include members of descendant branches (filled box with checkmark icon). 
  → Note that you cannot select the root branch. 

Groups: Here you can select one or more groups, whose members will be enrolled.

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.

Sessions step

In this step you can set whether to enroll users in the course, or in one of the available sessions. If you previously selected multiple ILT courses, you will be given this choice for each ILT course:

If you are enrolling multiple users, the choice you make for each ILT course will apply to all the users you are enrolling. 

• I want to enroll users to the course:  With this option, the users are enrolled in the ILT course, but not directly in an ILT session. When these learners access the course page they can click Choose session to enroll in one of the available sessions. You can also enroll learners in sessions from course management.
• I want to enroll users to a session: With this option, you can select one of the available sessions from the list. The user will be enrolled into both the course and the selected session.   
  → From this area you can enroll users in one session per course. To enroll users into multiple sessions of the same ILT course, see the chapter Enroll users into multiple sessions of a course.

Additional information step

In the Additional information tab, you can configure the following options:

Enrollment level

Select the level that users will have in the course: Learners or Tutors. Remember that the level you select is set on the course enrollment and will apply to all of the sessions of the course in which the user will be enrolled.

Once you set the user enrollment level in an ILT or VILT course or session, you cannot change it. If you need to do so, delete the enrollment and create a new one with a different level. 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 in the Course summary report.

Enrollment priority

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.

Enrollment validity period

If needed, set an enrollment validity period for the users being enrolled. If you set an enrollment validity period (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. When the validity period is over, 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. 

Enrollment additional fields

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.

Notifications step 

If this step is visible you can set one or more notifications to send out upon enrollment. For more information see the article Enrolling users in e-learning courses > Notifications step.

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.

Directly enroll users in an ILT session

You can also enroll one or more users directly into an ILT session, from the session page. When you do this, the users will also be automatically enrolled in the ILT course containing the session.  
→ This method only lets you enroll users into a single ILT course session. To enroll users into multiple ILT courses start from the course page as described in the chapter Enroll users in ILT courses.  To enroll users into multiple sessions of the same ILT course see the chapter Enroll users in multiple sessions

To do this: 

1. Select Admin menu > Course management > [ILT course name] to open the ILT course page.
2. Then select Sessions tab > [session name] to open the relevant session page.
3. From the session page, click the + icon (New) in the top right corner and select Enroll users.
4. In the right panel go through the enrollment steps (users, sessions, additional information) as instructed in the chapter Enroll users in ILT courses. 
   - The only difference is that here, the Sessions step will default to “I want to enroll users to this session”. 
   - You can still pick another option to select a different session, or to enroll only in the ILT course, without picking a session. 

Please note: When you enroll learners in a session, they will be automatically enrolled in all of the events included in the session. It is not possible to enroll learners in an event without enrolling them is its session.

Enroll users in multiple sessions of an ILT course

If you need to enroll learners into more than one session of an ILT course, you can only do this from the Enrollments tab of the course page. This means that the users in question– even if not yet enrolled in any sessions–must already be enrolled in the ILT course itself.

To begin:

1. Select Admin menu > Course management > [ILT course page].
2. Select the Enrollments tab and check whether the users you want to enroll are already enrolled in the course. 
   - If they aren’t, in the top right corner click the Manage enrollments button and select Enroll users. 
   - Then enroll your targeted users as described in Enroll users in ILT courses. (In the Sessions tab you can use the default option I want to enroll users to the course) 

Next, still on the Enrollments tab of the ILT course page:

1. From the list, select the check boxes next to the user or users that you want to enroll.
2. In the bottom right corner click the Choose action button and select Enroll into sessions.
3. In the right panel, you can now select one or more of the available sessions for this ILT course.
4. Then click Enroll to directly enroll the users into the selected sessions, or click Add to waiting list to place them in the session waiting list. 

Note: Even if you choose Enroll, the users will anyhow be placed in the session waiting list for any sessions that are full. 

You can check the result from Course management > [ILT course page] > [ILT session page] > Enrollments and evaluations tab. There, the Enrollment status column shows whether each user is enrolled or in the waiting list. You can move users from the waiting list to enrolled using ellipsis menu > Change status.  

Notes on enrolling users in multiple sessions

• Only Superadmins and Power Users can enroll users in multiple sessions of the same course. Learners can self-enroll only in a single session of a course.
• When a learner is enrolled in multiple sessions of the same course, completing any session of the course will update the learner's enrollment status to Completed.

Other ways of enrolling users in ILT courses

You can bulk-enroll users into ILT courses using CSV files. For information see the article Enrolling users in courses and sessions using CSV files.

You can also enroll users into ILT courses starting from the User management page. The process is the same as described in the article Enrolling users in e-learning courses > Enrolling users from user management. 
→ Note, however, that with this method you will not see the Sessions tab, and so will not be able to also select an ILT session.

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 their creation, but make sure you've completely configured the course and added all of the training materials before proceeding with enrollments.
• In ILT and VILT courses, instructors are assigned events or sessions without being enrolled in them.