Enrolling Users into Courses

Learn how to enroll users into your courses

Last Updated

July 26th, 2019

Reading Time

10 min

DISCLAIMER: Some content in this article outlines how to use functionalities with the new Course Management. Check out this article for further info.

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 Course Management item from E-Learning section. In the top right corner of the Course Management page, click Enroll Users to enroll multiple users into multiple courses. If you want to enroll users into a single course, or enroll users into a course via CSV, find the course in the table, click on its description and move to the Enrollments tab.

Enrolling Multiple Users into Multiple Courses

In the top right corner of the Course Management page, click Enroll Users. 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.

Please remember that if you select ILT-Classroom courses or webinars, you will have to assign the enrolled users to one or more sessions directly from within the course. It is currently not possible to assign users to sessions with this process.

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 enrollment by activating the dedicated option and setting a start and end date. Press Next to select the notifications to send to user upon their enrollment. This area lists all the Digest: User enrolled into a Course notifications in the platform. Finally, press Confirm to finalize the enrollments.

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

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. Click on the description of the course and move to the Enrollments tab. 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.

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 level in the course to the enrolled users: choose between Learner, Tutor, Instructor.

Finally set whether to set an enrollment 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 enrollment timeline is necessary, leaving this option blank will default to no timeline set and continued access to the users. 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 are listed in the course’s Enrollment tab. From this tab, 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 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 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.

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 enrollments. 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 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, 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 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; 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 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

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 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 Enrollment 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 Enrollments tab. Click on Manage Enrollments 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 Enrollments tab. Click on Manage Enrollments from CSV 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 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 slideout 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 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 will be displayed, then press Enroll Users.

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.

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

Adding Instructors to Courses

Instructors are important part of any courses, whether they are e-learning, webinars or ILT-classroom courses, so it’s advised that you add at least one instructor for each course, which reduces the manual workload for you as the Superadmin. You can either assign instructors to courses when you are enrolling users into a course, or you can give an enrolled user the Instructor course level status. Here are the ways you can assign instructors to courses:

– When you are enrolling users into one or multiple courses using the processes outlined above in the corresponding article section, one of the final steps that you need to complete before enrolling users into a course. This will be a pop-up box if you’re enrolling users into a single course, or a page in the right slide-out panel if you are enrolling users into multiple courses. In the dropdown menu for both of these options, select the Instructor option, then proceed to the next step in the enrollment process.

– When enrolling users into courses via CSV file, create a Level column, then ensure that every user that should be an instructor has the Instructor level in their row in the Level column.

– To appoint an enrolled user as an instructor, reach the course’s Enrollments tab. Find the user in the list of users in this tab that you would like to appoint as an instructor. In the user’s tow, press the menu icon, then press the Edit Enrollment link in the pop up. In the Level field of the pop up box, select Instructor from the dropdown menu, then press the Confirm button.

enroll users instructors

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 move to the Enrollment Additional Fields tab.

Select the type of enrollment additional 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.

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 with enrollment permissions for courses) will be prompted to fill out this field while enrolling users into courses to which the field is applied.

Please note: it is possible to create up to 50 enrollment additional fields in your platform.