Enrolling Users into Courses

Learn how to enroll users into your courses

Last Updated

July 23rd, 2020

Docebo Module

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11 min

Introduction

In your platform, there are different ways to enroll users into E-Learning, Webinar, or ILT-Classroom courses. This article outlines the available options. Users can be enrolled in 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.

Enrolling Multiple Users into One or Multiple Courses

In order to enroll 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 Enroll Users option. In the right panel that will open, select the users to enroll 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 in 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 checkbox 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 enroll users in the course or to one of the available sessions. When users enrolled in 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. 

Please note that only Superadmins and Power Users can enroll a user into multiple sessions of the same course. Users can only self enroll into a single session in a course. When a learner is enrolled into multiple sessions of the same course, completing any session of the course will update the learner’s enrollment status to ‘Completed’.

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 the 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 a 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 Course Management page in your platform, then find the course in the list of courses. Either click on the course description and move to the Enrollments tab or click on the users’ icon to directly access the tab. Click on Manage Enrollments in the top right corner and select Enroll Users.

In the slideout panel, select the users you want to enroll in the course by flagging the checkbox in the user’s row. You can also select entire groups or branches using the corresponding tabs in the panel. Press Next. Now, assign a level in the course to the enrolled users: choose between Learner, Tutor, Instructor.

Finally, decide whether to set an enrollment deadline for the users being enrolled. If you set a validity period for the enrollment (using the Active From and Active To selectors), the user will have visibility on the course only during the selected period. After the deadline, users will still view the course tile in their platforms, but they will no longer be able to access it and a locker icon will be shown in the course card. If no enrollment timeline is necessary, leaving this option blank will default to no timeline set and continued access to the users.

If defined in the platform, fill the enrollment additional fields and press Confirm to complete the procedure.

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 Enrollments tab. You can customize the table layout by selecting the columns you want to see in the list by clicking on the columns management icon in the top left corner of the table. The table layout is refreshed in realtime when columns are selected or unselected from this area.

From this page, you can perform several actions, both for individual users or for several users at a time. When working at user level, click on the ellipsis icon at the end of the user row to access the following actions:

  • Access the User Stats in the course. When this option is selected, you will be redirected to the Reports tab of the course, showing the Course Summary Report already filtered for the selected user.
  • Edit Enrollment:  edit the user enrollment by changing the user level in the course (ex. from learner to instructor), the enrollment status (ex. from in progress to completed), enable an enrollment deadline, and managing the enrollment additional fields
  • Use the Reset Date Range for Access action to delete the visibility period validity and make the course always visible and accessible for the selected user.
  • Change Status to: Quickly change the user status (ex. from in progress to completed). Please note that some statuses may be disabled, depending on the user’s current status. The change user status functionality is also used to enroll users in the course from the waiting list. Refer to this article for further information on how to manage waiting lists.
  • Unenroll the user from the course. When this option is disabled, it means that 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 the learning plan’s logical integrity: you have to unenroll the user from the learning plan first to make course unenrollment action available. Please note that when a user unenrolls or is unenrolled from a course, his/her tracking is kept in the platform.

From the enrollment page, you can perform the same action for multiple users. Select them by flagging the checkbox next to their usernames and click on Choose Action at the bottom right corner of the enrollments table to quickly change the users’ status in the course, reset the date range for access or unenroll users from the course.

The Choose Action 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, 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.

You can also import users into a course from another course. To do so, click on Manage Enrollments in the top right corner and select Import enrolled users from course.

In the right panel, select one of the available courses, or search for it by typing its name in the Search Courses area. Then choose which user level and user status you would like to copy, and whether you also wish to import the enrollment deadline. Click on Next, review your selection and confirm it by clicking Submit.

Please refer to this article for how to enroll users into classroom sessions, and to this article for how to manage enrollments for webinars.

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. Please note that dates are formatted as yyyy-mm-dd, but your spreadsheet may display them differently, depending on the program you used to open the CSV sample.

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 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 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 in 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 an important part of courses, whether they are e-learning, webinars or classroom courses, so we suggest you, as the Superadmin, add at least one instructor for each course, also to reduce your manual workload. Instructors can be assigned to courses in different ways:

  • When manually enrolling one or multiple users into the course, set the user(s) level to Instructor in the slideout panel.
  • 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 row, press the ellipsis menu, then select Edit Enrollment. In the Level dropdown, select Instructor, then press Confirm to complete the action.

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 in 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 the 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.

Please Note: Dropdown enrollment additional fields will require the internal ID of the value you insert in the element list, not the value itself. The ID can be fetched via API. You can refer to this article for further information about Docebo API.

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.

Creating an Iframe Additional Field

To create an Iframe additional field, select the Iframe option from the Field Type dropdown menu when creating a new additional field. Then, enter the field name, Iframe URL, Iframe height, salt secret, and Oauth2 client.

The URL and Iframe height are the only mandatory fields, but it’s suggested to enter all of the fields to ensure proper configuration. Press Confirm to continue.

Some sources of external content may have security mechanisms in place. If this is the case, you may be required to utilize an OAuth client that you have set up in a previous step. You can switch the Advanced Settings toggle to add a Salt Secret and Repeat Secret for the iFrame. Then, select the OAuth Client from the dropdown menu, if necessary. By providing the salt secret, you are adding a checksum to the data, ensuring that the credentials for this access are maintained securely. If you do not add the salt secret, the iframe content will be launched from your platform without any additional parameters that may be required by the provider of the content. More information on salt secrets can be found here.

Please note that the Iframe additional field cannot be set as a mandatory field.

Enrollment and Waiting Lists

Once users are enrolled in a course, or in a session, they may end up in the related waiting list. Refer to this article for further information on the management of waiting lists.