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Enrolling Others in Courses

LMS Instructors, Managers, and Administrators are provided the option to enroll others in courses, either in batches or by Quick Enroll, in which individual Usernames are selected into a list. 

Feature Overview and Requirements

LMS Instructors, all Administrator roles, and managers with direct or indirect subordinates are provided the option to enroll others in courses, using Batch Enroll or Quick Enroll by individual Username.

Quick Enroll – Uses a picker to search for and list one or more usernames to be included in the enrollment. Has a limit of 100 users per transaction and processes in real time.
Batch Enroll: Uses filters similar to the User Search to build a query that finds a specific group of people to enroll. Allows unlimited enrollment and processes in the background so the user can continue working elsewhere in the system. An email notification indicates when the enrollments are completed and any that were ignored due to ineligibility.

The ability to use either Enroll Others option is scoped to the users’ profile assignments for Organization, Position and Role or their Managerial status under person-to-person reporting. An easy way to tell if you can enroll someone is the check your My Team – People page. If you use the filter option to remove all filters then search, the users you see are the direct and indirect reports you should be able to enroll.

You can only enroll others in courses that have been shared to their Business Unit’s course catalog.

Step by Step Procedure and Field Description

Search Courses

  1. Go to Navigation Menu > Course Search or to the Administration menu > Courses > Search Courses.
  2. Filter as needed to find the desired course.
  3. Click Search. The system will display matching results. 
  4. From results list, click Enroll Others. 
    In the Classic Course catalog this will be a button at the right of the list.
    In the responsive Course Search, it will be an Action button on the Course Slide-In.
  5. There are two options for enrolling other from the Enroll Others page. 

Enroll Others: Quick Enroll Process

  1. To enroll students in real time, enter one or more Usernames separated by commas, or use the Choose Students link to open the User Picker. The User Picker allows you to filter by Name, Organization, Position, Role, or User Group to compile a list of students you want to enroll.
  2. Click Submit and Continue to proceed.
  3. If any of the students you select to enroll have more than one Location assignment, the system will prompt you to choose which Location the student should be enrolled through. The number sign (#) indicates the user’s primary profile assignment. Click Submit to continue.
  4. The system then checks each user’s eligibility to enroll, and will provide information about any enrollment conflicts.
  5. Under the Add column, check or uncheck the boxes to confirm which users you want to enroll. Click the Change Student? link to swap one student for another, or click Return to Add Students to make further revisions to the list. You can also click the “+” symbol next to a Student’s Name or Location Code to expand their position and location details.
  6. Once you have finalized your selections, click Submit to complete the enrollment process.

The system will notify you that the mass enrollment has been processed with an “Add Successful” message and updated student enrollment status.

Enroll Others: Batch Enroll Process

For enrolling large groups of users, we have an offline (asynchronous) batch processing option. The batch process works by allowing the administrator to define targeted users via the Advance User Search tools and then directing the system to handle enrollment conflicts.

  1. On the Enroll Others tab, click the Batch Enroll link.
  2. Select the appropriate Criteria, Comparison, and Search Values to define whom you want to enroll in the course, and click Preview Users at the bottom of the page.
  3. On the Preview Users page, review the list of targeted enrollees. If they are correct, click Next: Conflict Management at the bottom of the page. If they are not correct, click Back to Filter to return to the audience criteria (filter) page and refine your search.
  4. When the Conflict Management page appears, decide how you want to mange potential enrollment conflicts for each user (“How do you want to handle any enrollment conflicts?”). Once you have made the desired selections for conflict management, click Next: Review.
  5. On the Review and Submit page, review your selections. If everything is set for the intended enrollees, click Enroll Users. Otherwise, you can click Back to Conflict Management to return to the conflict management page and change your selections for overrides.
  6. Upon successful submit, a processing confirmation message is displayed. You will be notified via email and/or LMS Mail Center when the enrollments are complete.

Important Notes

  • Users will be enrolled in the course via their primary profile.
  • Be patient with the notification; if you have enrolled thousands of users, it might be a little while before you are notified of the completion of the process.
  • When you receive the notification, it will list all users successfully enrolled, those who are ineligible for enrollment, and anyone who could not be enrolled. 
  • The LMS will notify students of their course enrollment via email and under the “Mail Center” section of their homepage. The course in which they are enrolled will also display on their homepage, under the “Self-Studies” section.