Enrolling Users onto Courses

Move to the Enrolments tab to enrol users to the course and manage enrolments and waiting lists.

Enrolling Multiple Users into One or Multiple Courses

In order to enrol multiple users into one or multiple courses, select one or more courses by using the checkbox in the course row. Once you have selected at least one course in the table, the Choose Action button will be made available at the bottom of the Course Management table. Select the Enrol Users option. In the right panel that will open, select the users to enrol by flagging the checkbox next to their name. You can also flag entire groups or branches using the corresponding tabs. 

Please note that when enrolling users in a branch into courses, if the branch has descendant branches, users assigned to the descendant branches will not be enrolled into the course unless you also select those descendent branches. Only users belonging to the root branch will be enrolled. Once you’ve selected the users, press Next. Now, select the courses in which you want to enrol the selected users. Again, flag the check box in the course’s row to select the courses, then press Next.

Please remember that if you select ILT-Classroom courses or webinars, you will have to select whether to enrol users into the course or to one of the available sessions. When users enrolled to an ILT-Classroom course or to a webinar without selecting a session, they will have to select a session by themselves upon entering the course main page. 

Finally, select the level that users will have in the course: Learners, Tutors, or Instructors, and set whether they will have a timeframe to complete their enrolment by activating the dedicated option and setting a start and end date. Press Next to select the notifications to send to user upon their enrolment. This area lists all the Digest: User enrolled into a Course notification in the platform. Finally, press Confirm to finalize the enrolments.

A background job will be started if the maximum number of enrolments exceeds 20. Remember that one enrolment is a combination of a single user and single course, so selecting 3 courses and 2 users makes 6 enrolments.

Enrolling Users into a Single Course

To enrol users in just one course, access the main Courses page in your platform, then find the course in the list of courses. Click on the description of the course and move to the Enrolments tab. In the course’s row, press the Enrol button, or press the number displayed in the Enrolled column of the course’s row. You will then be redirected to the course’s main Enrolment page. In the action bar at the top of the page, select the Enrol Users button.

In the pop-up box, select the users that you want to enrol in the course. Flag the check box in the user’s row to select the user. You can also flag entire groups or branches using the corresponding tabs in the pop-up box. Press Next. Now, assign a level in the course to the enrolled users: choose between Learner, Tutor, Instructor.

Finally set whether to set an enrolment deadline for the users being enrolled. This dictates dates of availability of this course to the users by setting the Active from and Active Until dates. After the deadline, the users will still view the course tile in their platforms, but they will no longer be able to access it. If no enrolment timeline is necessary, leaving this option blank will default to no timeline set and continued access to the users. When finished, press Confirm.

Managing an E-Learning Course’s Enrolments Page

Once you’ve enrolled users into an E-Learning course, the enrolled users are listed in the course’s Enrolment tab. From this tab, you can view all of the users enrolled in the course. Use the User Status dropdown menu to filter enrolments displayed on the page based on the user’s current status in the course or the platform.

Please note that by default, the Enrolments tab shows Active Users only, but you can change this using the User Status dropdown menu. You can quickly identify deactivated or suspended users in a course because their usernames will be greyed out in their tiles when you are viewing All Statuses or Deactivated Users. You can unenrol the user from the course by pressing the X next to each user’s name.

Please Note: The X icon for enrolment may be missing for a user, when the user has been enrolled in the course as a consequence of being enrolled in a learning plan containing this course. In this case, the user cannot be unenrolled from the course, because this would break learning plan’s logical integrity: first you have to unenrol the user from the learning plan first to make course unenrolment action available.

If you press the menu icon next to the user’s name, a menu will appear, giving you quick stats and quick links to edit the user’s configurations for this course.

You can also import users into a course from another course. To do so, press the Import users from course button in the action bar. In the pop-up box, type in the name of the course from which you would like to copy the enrolments. Then choose which user level and user status you would like to copy. Then, press Copy. Your newly enrolled users will be included in the list below.

Flag multiple users and use the On Selected dropdown menu to quickly change the status, change the enrolment deadline, unenroll or send an email to many users in the course at the same time. When sending an email to multiple recipients from this page, the email will not be sent to deactivated or suspended users by default, but you can flag the option in the pop up box to force an email to be sent to these users as well.

Please Note: When sending an email to clients from this area, the following short codes can be inserted into the email: [username] = username of the user; [first_name] = first name of the user (if set); [last_name] = last name of the user (if set); [email] = email name of the user (if set); [course_code] = code of the course (if set); [course_name] = title of the course; [course_description] = description of the course; [course_link] = link to land directly in the course when clicked

Then on the Selected dropdown menu may also show a link to an external website; click on this option, to open the website in a pop up window where you will be able to operate on the external website, for example to mark in a third party system that the user has completed the course. Links to external websites must be created as enrolment IFRAME additional fields. Refer to the Adding Enrolment Additional Field chapter of this article for further information on how to create and manage enrolment additional fields.

Enrolling Users to Courses or Sessions via CSV

You can also enrol users into courses (e-learning, webinar or ILT-classroom) or sessions of courses via CSV. You can do so from the main Course Management page if you want to enrol users into multiple courses, or from the Enrolment tab in a specific course or session of a course. Once you access the import panel in your platform, the process for the CSV upload and data mapping is the same. To start this process for:

• Multiple courses, access the main Course Management page, click the CSV button and select Manage Enrolment via CSV.
• For a single course, find the course in the list on the Course Management page, click on its description to access the course area and move to the Enrolments tab. Click on Manage Enrolments from CSV at the top of the page.
• For a webinar or ILT-classroom session, click on the course description to access the course area and move to the Sessions and Enrolments tab. Click on Manage Enrolments from CSV at the top of the page.

Once you’ve completed one of these actions, a slide out Manage Enrolments from CSV panel will open on the right side of the platform. For a successful upload, it is important to create a properly formatted .CSV file. Download the Sample CSV file for an example of file formatting. When ready, you can either drag and drop it into the upload section of the slide out panel or click the upload area to find the file. Remember that the example file always includes all of the available fields. Depending on your use case, not all the columns may be needed. Please Note that the maximum file size for CSV files is 3MB.

Once the file is uploaded, press the Advanced Settings title to configure additional options. The system is configured to automatically detect the Field Separator needed in order to organize the information by columns. Information can be divided by a comma, a semicolon, or manually, depending on your needs.

Flag the option to consider the first row as a header, if this fits your CSV file format, and select the File Charset from the dropdown menu. We recommend the UTF-8 charset, which is standard. Please remember to use quotation marks to delimit the text content. Press Confirm to upload your .CSV file.

The system will then process your CSV file. Once ready, you will be redirected to the Import page. In the Profiles section, you can select a preset profile from the dropdown menu to associate a previous mapping configuration to this CSV import. Press the Overwrite Actual Preset button if you want to save changes to the current preset. Additionally, you can manually map the columns to platform fields (see more below), then save the configuration by pressing the Save this Preset as New button. In the pop-up box, provide a name for the preset, then press Save.

The Preview section will display a preview of the CSV file as read by the system; only a few lines of the file will be displayed to serve as guidance. Drag and drop the fields in the LEARN Fields section on the left to match the fields with the column names of your CSV file. You can import the following fields via CSV for enrolments: Username, Course ID, Session ID, Active From date, Active Until date, Level, and any additional fields for courses or enrolments.

Once you’ve matched the fields for all of your columns, review all of the info on the import page, then press the Import button at the bottom of the page. Confirm the information in the pop-up message that will be displayed, then press Enrol Users.

Important Note: If a course or session has an enrolment limit, the import will respect this limit, and only the first users in the CSV file will be imported until the maximum enrolment capacity is met. Once the limit is met, if the course or session has a waiting list enabled, any additional users will be placed on the waiting list.

Note: The import job happens in the background. In case of any errors, an error file will be made available for download. To find this file, access the Admin Menu, then select the Background Jobs item. Find the job in the list to download the file.

All users that were enrolled into the course(s) will appear in the list of users on the course or session’s Enrolments tab, where you can edit each user’s enrolment as necessary.