Enroll learners and add course/training plan administrators

Introduction

As a course catalog and course administrator, you can enroll and unenroll learners as well as add and unassign course administrators to courses and training plans. This can be done either while you are creating a course or training plan or after the course or training plan has been created.

In this guide, we will cover how learners can be enrolled and unenrolled via the Learner List and how learners and course admins can be enrolled in/added to and unenrolled/unassigned from courses and training plans via the People section of the course and training plan create/edit panel.

NOTE: For courses and training plans created before the January 2022 release of LMS365 it is possible to enroll learners in courses and training plans via the native Share functionality of SharePoint. Sharing a course or training plan site with a user will start the enrollment flow for the user of the course or training plan in question.

However, as this will only provide the learner access to the specific course or training plan site, and, therefore, a limited experience, we do NOT recommend this approach.

To ensure the best possible experience, we recommend you enroll learners in courses and training plans via the LMS365 enrollment functionality.

Enrolling learners via the Learner List

You can enroll an unenroll learners from courses and training plans via the Learner List in the LMS365 Admin Center.

For detailed information on this process, please see this article.

NOTE: If you enroll a learner via the Learner List in a session-based training of the Enroll user into a single course-session enrollment type, the learner will be prompted to enroll in a session of the course via the link in the email notification. Learner can also select the session to enroll in from the training home page.

You can also enroll the learner in the relevant session. 

Managing learners and admins via the People section of the course and training plan create/edit panel

Depending on the course type, you can enroll and unenroll learners from courses and training plans via the People section of the course/training plan creation/editing panel or from the Sessions section of the course creation/editing panel.

From the People section, you can add course administrators as well as unassign them from courses and training plans.

The enrollment procedure differs slightly depending on the course type. 

e-Learning courses

From the People section of the course creation/editing panel, you can enroll/unenroll learners and add/unassign administrators to/from e-Learning courses.

To enroll learners in an e-learning course:

• Select +Enroll Learner(s). Type user name, group name, or email address to search for the users/groups to be added. A single user or multiple users can be added as well as a single Azure Directory/Microsoft 365 group or several groups (Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group). You can enter a maximum of 50 internal users or 1500 symbols at a time as a comma or semicolon-separated list.
  
  
• When ready, select Enroll.

NOTE: If you enter an incorrect email address or a user that is not recognized by the system, you will not be allowed to proceed until this email or user is corrected or deleted.

• It may take up to several minutes to enroll learners. During this time the name of these learners, in the list of enrolled learners, will be grey-out and inactive.

• After the enrollment is finished, the enrolled learners will be displayed in alphabetical order regardless of the order in which they were added. The names of the learners in the learner list become clickable and available for management: Send Email Message and Unenroll.

The procedure is the same for assigning and unassigning administrators. The only difference is that for the added administrators there is only one available management action: Unassign.

The system automatically saves the changes.

IMPORTANT: When users unassign themselves from a course administrator's role:

• If a user is solely a course administrator of the training, a message will warn the user that they will lose control of the training when they become unassigned. After confirming the action, the user will be redirected to the Course List where they will only see training that they have permission to manage. Therefore, the current training will not be displayed.
  
  
• Users with a course catalog administrator role will retain full access to the course management and will see all training on the Course List.
  
  
• If a user solely has an instructor role in a course of the training, they will see the training on the Course List and have limited access to its management.

Classroom & Blended Training and Webinar

The enrollment procedure for courses of the type Classroom & Blended Training and Webinar differs depending on the enrollment type:

Courses of the Enroll user into a Single Course Session enrollment type

As this type of training requires learners to be enrolled in a particular session, enrollment and unenrollment can done directly in the relevant session or the course admin may enroll learners to the course enabling them to select the session themselves.

To enroll and unenroll learners to/from the session:

• Go to the Sessions section of the course create/edit panel > select an existing session or create a new one.
  
  
• From the Actions panel, select Manage Learners.
  
  
• A sidebar opens where you can enroll new learners or unenroll current learners.
  
  
• Select +Enroll Learner(s) to enroll new learners and type the user name, group name, or email address to search for the users or Microsoft 365 groups to be added.
  
  A single user or multiple users can be added, as well as a single Azure Directory/Microsoft 365 group or several groups (Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group). You can enter a maximum of 50 internal users or 1500 symbols at a time as a comma or semicolon-separated list.
  
  
• When ready, select Enroll.

NOTE: If you enter an incorrect email address or a user that is not recognized by the system, you will not be allowed to proceed until this email or user is corrected or deleted.

To enroll and unenroll learners to/from the course.

The course admin may enroll learners to the course with Enroll user into a Single Course Session enrollment type enabling them to select the session themselves.

Learners, in this case, receive the email notification informing them on enrollment in the course and necessity to select the session. They may follow the link in the email or select the session directly from the course home page.

To enroll learners to the single-session course, follow the steps:

On the People section of the course create/edit panel, when you select the Learners tab, there will be two options to enroll learners in the training:

1. Select the Enroll Learner(s) button to enroll learners in the course without enrolling them in a specific session. The added learners will be listed in the Enrolled Learners column.

2. If there are no enrolled learners in the course, you will see the link go to the individual session(s) of this course. This link will redirect you to the Sessions section where you can enroll users directly in the specific session(s). 

To unenroll learners from the course:

1. In the Enrolled Learners tab, select the learner(s) you want to unenroll from the course.

2. On the Actions panel, select Unenroll. The selected learner(s) will be unenrolled without any confirmation message and this action can’t be undone. 

The system automatically saves the changes.

Enrolling and unenrolling course administrators for this type of training can be done from the People section of the course creation/editing panel.

Courses of the Enroll user into all Course Session enrollment type

For courses with Enroll user into all Course Session enrollment type, you can enroll and unenroll learners and add and unassign course admins from the People section of the course creation/editing panel.

To enroll learners:

• Select +Enroll Learner(s) and type the user name, group name, or email address to search for the users/groups to be added.
  
  A single user or multiple users can be added as well as a single Azure Directory/Microsoft 365 group or several groups (Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group). You can enter a maximum of 50 internal users or 1500 symbols at a time as a comma or semicolon-separated list.
  
  
• When ready, select Enroll.

NOTE: If you enter an incorrect email address or a user that is not recognized by the system, you will not be allowed to proceed until this email or user is corrected or deleted.

• It may take up to several minutes to enroll learners. During this time the name of these learners, in the list of enrolled learners, will be grey-out and inactive.

NOTE:

• For courses of the Enroll user into all course sessions enrollment type that has a value set for Maximum attendees, the number of available places will be displayed on the People page right under the Learners and Administrators tabs. If you try to enroll a number of learners, that exceeds the number of maximum attendees for this course, a message will alert you of this.

• If you add an Azure Active Directory group, it will count all users inside the Active Directory group to ensure the number of enrollments does not exceed the number of maximum attendees for the course.

• After the enrollment is finished, the enrolled learners will be displayed in alphabetical order regardless of the order in which they were added. The names of the learners in the learner list become clickable and available for management: Send Email Message and Unenroll.

The procedure is the same for assigning administrators. The only difference is that for the added administrators there is only one available management action: Unassign.

The system automatically saves the changes.

IMPORTANT: When users unassign themselves from a course administrator's role:

• If a user is solely a course administrator of the training, a message will warn the user that they will lose control of the training when they become unassigned. After confirming the action, the user will be redirected to the Course List where they will only see training that they have permission to manage. Therefore, the current training will not be displayed.
  
  
• Users with a course catalog administrator role will retain full access to the course management and will see all training on the Course List.
  
  
• If a user solely has an instructor role in a course of the training, they will see the training on the Course List and have limited access to its management.

Enrolling in training plans

You can enroll/unenroll learners and add or unassign administrators to/from a training plan from the People section of the training plan editing panel.

To enroll learners in a training plan:

• Select +Enroll Learner(s) and type the user name, group name, or email address to search for the users/groups to be added.
  
  A single user or multiple users can be added as well as a single Azure Directory/Microsoft 365 group or several groups (Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group). You can enter a maximum of 50 internal users or 1500 symbols at a time as a comma or semicolon-separated list.
  
  
• When ready, select Enroll.

NOTE: If you enter an incorrect email address or a user that is not recognized by the system, you will not be allowed to proceed until this email or user is corrected or deleted.

• It may take up to several minutes to enroll learners. During this time the name of these learners, in the list of enrolled learners, will be grey-out and inactive.

• After the enrollment is finished, the enrolled learners will be displayed in alphabetical order regardless of the order in which they were added. The names of the learners in the learner list become clickable and available for management: Send Email Message and Unenroll.

NOTE:

• If the admin sets prerequisites for courses in the training plan, all courses before the locked course(s) will be required to complete to unlock the locked courses.
• If learners complete a course and then enroll in a training plan that has this course inside - the status of the course remains the same. The course will also be shown with a completed status, even when learners are not enrolled in the training plan yet.

• When learners are enrolled in a training plan, they are automatically enrolled in all courses within this training plan. The same works with the unenrollment, except the case described below under the part marked IMPORTANT.

For example, let's imagine we have a training plan with three courses inside. After enrolling in this training plan, learners will be automatically enrolled in all three courses the training plan consists of. When unenrolling from this training pan, learners will be automatically unenrolled from all three courses as well.

IMPORTANT: If a learner enrolled in a course before it became a part of a training plan, then the learner will still be enrolled in this course even if the learner has unenrollment from the training plan.

For example, lets imagine we have a training plan which consists of three courses. In one of these courses, a learner was already enrolled. When unenrolling from the training plan:

1) The learner will remain enrolled in this course, but unenrolled from the training plan and the other two courses inside it.

2) Learners that have not previously been enrolled in a course of the training plan will be unenrolled from the training plan and all three courses inside it.

• If new course(s) are added to a training plan which is completed by enrolled learners - those learners need to manually enroll in the newly added course(s). The course will be displayed on the training plan home page but will be locked until the learner enrolls in it.

By selecting the course, learners are redirected to the course home page where they can enroll in the course. After this, the course will become available for the learner from the training plan home page.

• If new course(s) are added to a training plan which is not completed by enrolled learners - these learners will be automatically enrolled in all newly added courses.
• To complete the training plan, learners need to complete all courses set as required for completion.
• When learners have completed a training plan, their status will still be Completed even if more courses are added to the training plan.
  
  

 

The procedure is the same for assigning and unassigning administrators. The only difference is that for the added administrators there is only one available management action: Unassign.

IMPORTANT: When users unassign themselves from a training plan or course administrator's role:

• If the user is solely a course administrator of the training, a message will warn the user that they will lose control of the training when they become unassigned. After confirming the action, the user will be redirected to the Training Plan List where they will only see training that they have permission to manage. Therefore, the current training plan will not be displayed.
  
  
• Users with a course catalog administrator role will retain full access to the course management and will see all training on the Training Plan List.
  
  
• If a user solely has an instructor role in a course of the training plan, they will see the training plan on the Training Plan List and have limited access to its management.