Introduction

Users can either be enrolled in courses and sessions by Superadmins or Power Users with granted permissions, or they can self-enroll. When working with Instructor-Led Training (ILT) and Virtual Instructor-Led Training (VILT) courses, remember that there are two enrollment levels: course enrollment and session enrollment. 

Differently from e-learning courses, the instructors of ILT and VILT courses are not enrolled in the courses they manage, they are assigned to them unless they are also learners of the course. If so, they’re actually enrolled in the course, and the course card in the My Courses and Learning Plans page does not show the Instructor label. 

This article describes how Superadmins can enroll users in Instructor-Led Training (ILT) and Virtual Instructor-Led Training (VILT) courses and sessions as well as how to assign instructors to 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 e-learning 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 ILT or VILT Course or Session 

To enroll users in an ILT or VILT 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 too. Otherwise, only the users belonging to the parent branch will be enrolled. Note that you cannot select the Root branch. 

If you need to enroll all of the platform users in the course, use the Select All feature in the Users tab. 

Once you've selected the users, press Next to move to the Sessions tab.

Select whether to enroll users in the course or in one of the available sessions. When users are enrolled in an ILT / VILT course (and not directly in an ILT / VILT session), they are placed on the course waiting list until they are assigned to a session or they select one by themselves when they access the course's main page from the My Courses and Learning Plans page. Users not enrolled in any session will not be able to see the course training material.

When following this session enrollment process, you can enroll users in one session at a time. In order to enroll users into multiple sessions, follow the steps outlined in the Enrolling Users into Multiple Sessions chapter of this article. Click on Next.

In the Additional Information tab, 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.

If needed, set an enrollment deadline for the users being enrolled. 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 into 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 Coursenotifications 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.

Directly Enrolling Users in ILT Sessions

In order to enroll users in a session, as an option to the enrollment process described in the Enrolling Users in an ILT or VILT Course or Session chapter of this article, access the course from the Course Management area, move to the Sessions tab, and select a session by clicking on its title. Move to the Enrollments & Evaluations tab and click on the plus button in the top right corner and select Enroll Users. 

Follow now the instructions outlined in the Enrolling Users in an ILT or VILT Course or Session chapter of this article to complete the enrollment process. 

When following this session enrollment process, you can enroll users in one session at a time. In order to enroll users into multiple sessions, follow the steps outlined in the Enrolling Users into Multiple Sessions chapter of this article. Click on Next.

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.

Enrolling Users in Multiple ILT and VILT Courses

If you wish to enroll more users in multiple ILT 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. 

In order to enroll a user in a session from its waiting list, move to the session Enrollments & Evaluations tab, and change the user’s status to Enrolled.

Proceed with the enrollment as described in the Enrolling Users in an ILT or VILT Course or Session chapter of this article.

Enrolling Users in Multiple Sessions

In order to enroll one or more users in multiple sessions, access the course from the Course Management area, move to the Enrollments tab, and click on the ellipsis menu at the end of the user’s row, then select Enroll into Sessions.

In the right panel, select the sessions where the user will be enrolled and either click on Enroll to directly enroll the user in them or on Add to Waiting List to place the user in the session waiting list.

You can enroll several users at the same time into one or more sessions, by selecting the checkboxes next to the usernames, then clicking on Choose Action in the bottom right corner of the page and selecting the Enroll into Sessions option.

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.

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.