How to Enroll Users into Courses

Discover how to enroll users into your Docebo courses

Last Updated

March 28th, 2019

Reading Time

9 min

Introduction

In your platform, there are different ways to enroll users into E-Learning, Webinar, or ILT-Classroom courses. This article outlines the different methods. Users can be enrolled into a course as soon as it’s created, but we suggest enrolling them once you’ve completely configured the course and added all of the training materials.

Begin by accessing the Admin Menu by pressing the gear icon in the top right corner of your platform. Then, select the Courses item from E-Learning section. On the Course Management page, there’s an action bar at the top of the page as well as a list of courses on the bottom half of the page. From here, you can enroll multiple users into multiple courses, enroll users into a single course, or enroll users into a course via CSV.

Enrolling Multiple Users into Multiple Courses

In the action bar on the top of the Course Management page, select the Enroll Users button. In the pop up box, select the users that you want to enroll in courses. 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. 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 enroll the selected users. Again, flag the check box in the course’s row to select the courses, then press Next.

enroll multiple

Now, if you have selected an ILT-Classroom or Webinar course, select a session into which you want to enroll the selected users. Select the arrow from the course’s row, then flag whether you want to enroll the users into a specific session, or simply enroll them into the course.

If you flagged the option to enroll the users into a session, select which session using the list that will appear. If you flagged the option to enroll the users into the course, you will need to go to the Sessions Management page of that ILT or Webinar course in order to assign the users to different sessions. Refer to the Webinar documentation or ILT Classroom documentation for more information. Then, press Next. Finally, you need to select the level for the selected users: Learners, Tutors, or Instructors. Once you’ve selected the level, press Confirm.

Enrolling Users into a Single Course

To enroll users in just one course, access the main Courses page in your platform, then find the course in the list of courses. In the course’s row, press the Enroll 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 Enrollment page. In the action bar at the top of the page, select the Enroll Users button.

enroll single course

In the pop up box, select the users that you want to enroll 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 role to the enrolled users: choose between Student, Tutor, Instructor.

You can also set a deadline for the enrollment. If you flag this option, you will then need to establish an end date for the users, thus un-enrolling them from the course after the date you selected. When finished, press Confirm.

Enrollment Levels of Users in Courses

If you’re needing to understand which course level to place your users (either as learners, instructors or tutors), refer to this table for details of each permission for each user level.

Managing an E-Learning Course’s Enrollments Page

Once you’ve enrolled users into an E-Learning course, the enrolled users appears in the list on this course’s Enrollment page. Access this page by pressing the item in the Enrolled column in the course’s list on the Course Management page. On this page, you can view all of the users enrolled in the course. Use the User Status dropdown menu to filter enrollments displayed on the page based on the user’s current status in the course or the platform.

Please note that by default, the Enrollments page 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 un-enroll the user from the course by pressing the X next to each user’s name. 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.

enroll page

You can also import users into a course form another course. To do so, press the Import users from course button in the action bar at the top of the course’s Enrollment page. In the pop up box, type in the name of the course from which you would like to copy the enrollments. Then choose which user roles and user statuses you would like to copy. Then, press Copy. Your newly enrolled users will appear in the list below

By flagging multiple users on this page, you can use the On Selected dropdown menu to quickly change the status, change the enrollment 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, deactivated or suspended users will not be sent the email by default, but you can flag the new option in the pop up box to force an email to also be sent to these users.

Please Note: When sending an email to clients from this area, the following shortcodes 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

The On Selected dropdown menu may also show a link to an external website; when selecting this option, the website will open in a pop up window, and 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 enrollment IFRAME additional fields. Refer to the Adding Enrollment Additional Field chapter of this article for further information on how to create and manage enrollment additional fields.

Enrolling Users to Courses or Sessions via CSV

Please note: you cannot enroll users to courses or sessions via CSV using the new Course Management beta version. To perform this functionality, remember to switch back to the old Course Management.

You can also enroll 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 enroll users into multiple courses, or from the Enrollment page 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, then press the Enroll via CSV button in the action bar at the top of the page.

– For a single course, find the course in the list on the Course Management page, then press the item in the Enrolled column in the course’s row. On the next page, press the Enroll via CSV button at the top of the page.

– For a webinar or ILT-classroom session, find the course in the list on the Course Management page, then press the Session Management item in the course’s row. Find the session in the list of sessions on the next page, then press the item in the Enrollment column in the session’s row. On the next page, press the Enroll via CSV button at the top of the page.

Once you’ve completed one of these actions, a slideout Manage Enrollments from CSV panel will open on the right side of the platform. For a successful upload, it is important to correctly create a .CSV file. In order to view a correct example, select Download the Sample CSV file item in the slideout panel. Once your file is correctly configured, you can drag and drop it into the upload section of the slideout panel, or click the upload area to find the file.

The example file will always have all of the possible fields. Based on the information in your possession and the point at which you execute the import, not all columns are needed.

Please Note: The maximum file size of a CSV file that you’re able to import into your Docebo LMS for a user upload is 3MB.

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

Then, flag the option that the first row is considered a header (only if this fits your CSV file format), and select the File Charset from the dropdown menu. For the File Charset, we recommend UTF-8, which is standard. Please remember to use the 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 LMS 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 Docebo 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 enrollments: Username, Course ID, Session ID, Active From date, Active Until date, Level, and any additional fields for courses or enrollments.

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 appears, then press Enroll Users.

enrollment via csv

Important Note: If a course or session has an enrollment limit, the import will respect this limit, and only the first users in the .csv file will be imported until the maximum enrollment 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. If a waiting list is not enabled for the course or session, the remaining users in the file will not be enrolled into the course and you’ll receive an error message for the import.

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 Enrollments page, where you can edit each user’s enrollment as necessary.

Adding Enrollment Additional Fields

Enrollment additional fields are additional fields that a user or Superadmin must enter when enrolling a user into a course. To create enrollment additional fields, access the Course Management page, then press the Additional Enrollment Fields button in the action bar at the top of the page.

On the next page, select which type of enrollment field you want to create from the Add dropdown menu, then press the Create button. In the pop up box, select the language of the field name, then insert the field name into the corresponding text box. Then, flag whether the enrollment field is applied to all courses, or only for a specific category or courses. If you flagged the option to apply the field to a category of courses, select the category below using the dropdown menu.

enroll fields

Next, flag whether the field is mandatory and visible to the user. If it’s mandatory, the user or the Superadmin must fill in the enrollment additional field upon enrolling into the course. Please note that if you make the field mandatory but not visible to the user,  you as the Superadmin (or Power User with granted permissions) should fill in the additional field when enrolling users into the courses. However, users can still freely self-enroll into the courses. Please note that IFRAME additional fields are used to open external websites in the course enrollment page, not during the enrollment procedure. 

Press Save Changes. The new field will then appear in the list of enrollment additional fields on the corresponding page. You can edit the field by pressing the pen and paper icon, or delete field by pressing the red X in the field’s row. Once created, a user will be prompted to fill out the field before completing the self-enrollment process in a course from a catalog.

Superadmins (or Power Users will enrollment permissions for courses) will be prompted to fill in this field while enrolling users into courses to which the field is applied.