How to Activate and Manage the Enrollment Rules App

Create enrollment rules to simplify the enrollment process.

Last Updated

September 19th, 2019

Reading Time

5 min

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Docebo’s Enrollment Rules app allows you to register users to specific groups and branches of your Organization Chart in your LMS to specific courses or learning plans. This manual will go through activating the Enrollment Rules app, creating enrollment rules, and managing the enrollment rules logs.

Activating the Enrollment Rules App

Begin by logging into your platform as a Superadmin, then access the Admin Menu from the gear icon in the top right corner of the page. Select the Add New Apps button, then the Additional Features tab.

enrollment rules activate app

Find the Enrollment Rules App in the list, then select the Activate App button. Read the information in the pop up box, then press Install Now. The app will then be activated in your platform.

Creating and Managing Enrollment Rules

To create and manage enrollment rules, begin by accessing the Admin Menu by scrolling your mouse over the gear icon.  Find the Enrollment Rules section and press the Manage subitem. Once you’re on the management page for the app, you will see two buttons in the action bar at the top. Below, there will a list of all of the enrollment rules that you create with all of the rule’s details. Let’s begin by creating a rule.

In the action bar at the top of the page, press the New Rule button. Then, in the pop up box, start by entering the title of the new rule into the corresponding text box. Then, in the From dropdown menu, select either groups or branches. When you assign a new user to a group or a branch in the organization chart, your platform will automatically enroll said users into specific courses or learning plans.

Please note: When you are selecting branches of users of your organization chart for automated enrollment, please note that in order to make it easier and faster to select branches, you will see a text input field to type in branch names rather than a list of branches to select if you have more than 1,000 branches in your platform.

enrollment rules new rule

Next, move to the To dropdown menu, then select whether you want to assign your users to courses or learning plans. When you do this, assigned a new users to a specific branch or group will automatically enroll them in specific learning plans or courses. When you’re finished, press Next.

The new enrollment rule will then appear in the rules list on the app’s management page. In the rule’s row, you will see the title and rule type. Then, you will see two icons, a users icon and a lists icon. The users icon allows you to manage the groups or branches assigned to the rule. The lists icon allows you to manage the courses or learning plans assigned to the rule.

enrollment rules assign learners

Begin by pressing the users icon in the rule’s row. Then, in the pop up box, flag which branches or groups to assign to this rule. When you’re finished, press Confirm. Please note that if a branch is managed by a Power User and the branch has specific enrollment rules, any time that the Power User creates a user in that branch, the new user will be enrolled into the courses and learning plan that are included in the enrollment rule applied to that branch, even if the Power User does not have any managing permissions or seats for those courses or learning plans.

Then, press the lists icon in the user’s row. In the pop up box, flag which courses or learning plans to assign to this rule. When you’re finished, press Confirm. You can use these icons any time that you want to change which groups, branches, courses, or learning plans are assigned to the rule. However, please note that enrollment rules will not run retroactively for users assigned to the associated groups or branches prior to the rule’s creation. Also note that enrollment rules will not be triggered on deactivated users.

If you’ve set up the Digest: User Enrolled To a Course notification using the Notifications app, you can press the bell icon and configure the option to allow said notification to automatically trigger along with the enrollment rule.

Please note: You can only complete this action if you first enable the Send immediate notification digest on massive enrollment action setting in the Advanced tab of the Advanced Settings menu and then set the digest notification to trigger immediately.

The groups and branches set in for the enrollment rule should also match the groups and branches set for the notification. Once you press the bell icon, flag the notifications that you want to trigger along with the rule in the pop up box, then press Confirm.

enrollment rules bell icon

Finally, you need to activate the enrollment rule. To do so, press the check mark icon in the rule’s row, changing it from grey to green, to activate the rule in your platform. When activated, all users assigned to the branches or groups that you selected will automatically be enrolled to the learning plans or courses that you assigned to the corresponding rule. You can deactivate it any time by pressing the icon again, changing it from green to grey. Once you’ve created and activated the rules, you can edit or delete them at any time by pressing the corresponding icons at the end of the rule’s row.

Managing the Enrollment Rules Logs

You can see all users that have been assigned to specific courses or learning plans from your enrollment rules by looking at the logs on the management page for the Enrollment Rules app. In the action bar at the top of the page, press the Show Logs button.

On this page, you will see every action that took place in your platform due to your enrollment rules that you have created and activated. Each row will have the precise date and time that the action occurred as well as which kind of action took place (groups or branches to courses or learning plans). Each row for an action will have two icons at the end: a person icon and a list icon.

When you press the person icon, this will rollback the action, meaning that the all users from this action will be unassigned from the courses or learning plans. You will be asked to confirm this action before proceeding. When you press the list icon, a pop up box will appear, providing a list of every user that was assigned to courses or learning plans with this action. If you press the person icon in a user’s row, you can individually rollback the automatic enrollment, and he or she will be un-enrolled from the corresponding courses or learning objects.