Enroll users in courses and training plans

Introduction

You can enroll users in a course or training plan. This will make them learners of the course or training plan in question.

Users can be enrolled in a course or training plan:

  • from the Users page,
  • from the People section of the training configuration panel,
  • by managing Azure Active Directory (AAD) groups,
  • using the LMS365 API.

In this guide, we cover how this is done. 

 

IMPORTANT   

  • We recommend you add all relevant users and AAD groups to the Users list of the course catalog before enrolling them in courses or training plans. This will provide them with access to view all course and training plan pages of this catalog and prevents users from encountering an access denied message from SharePoint when they navigate around the catalog.
    If you want to ensure that specific training can be accessed only by certain users of the catalog, you can use training audience and course targeting.

  • The native Share functionality of SharePoint allows SharePoint site owners to add users to a SharePoint group of the SharePoint site of the course catalog. This will enable these users to view the course catalog, course, and training plan pages of this course catalog. However, we don't recommend this approach for inviting users to LMS365 because these users wouldn't be added as users to the LMS365 course catalog and, as a consequence, they'll have a limited experience in LMS365. To ensure the best experience, we recommend you to first add users to the Users list of the course catalog and then enroll them in courses and training plans via the LMS365 functionality described in this article.

 

Enroll users from the Users page

Required role: catalog admin.

As a catalog admin, you can enroll users in courses and training plans from the Users page in the LMS365 Admin Center.

For detailed information on this process, see this article.

 

enroll_in_courses_and_training_plans.png

 

Manage learners from the course/training plan configuration panel

Required roles: catalog admin. Course admins can enroll and manage learners of the course after the course has been created and after they've been assigned the course admin role.

Depending on the training type, you can enroll users in courses and training plans:

  • From the People section of the course/training plan configuration panel (for e-learning and instructor-led training, and training plans).
  • From the Sessions section of the course configuration panel (for instructor-led training only).

 

e-Learning courses

From the People section of the course configuration panel, you can enroll users in e-learning courses.

 

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To enroll users in e-learning courses:

1. Select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to enroll.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group.

3. Select Enroll.

 

add_a_user_to_e-learning.png

 

It may take up to several minutes to complete user enrollment. During this time, the names of these users in the list of enrolled learners will be greyed out and inactive.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll options.

The system automatically saves the changes.

 

Instructor-Led Training

The enrollment process for instructor-led training differs depending on the enrollment type:

Courses of the Enroll user into a single course session enrollment type

Enrolling users in instructor-led training with the Enroll user into a single course session enrollment type can be done in one of the following ways:

  • Enroll learners in the course and register them for a specific session.
  • Enroll learners in the course and allow them to select the session themselves.
  • Enroll learners in the course and allow them to complete the course without registering for a session.

Enroll learners in the course and register them for a specific session

If you want certain learners to be registered for a specific session, enrollment of learners is done directly from within the relevant session.

To check whether the learner is already registered for a specific session, navigate to the People section > Learners > check the Session column.

 

check_session_selection.png

 

To register learners for a session of the course:

1. Go to the Sessions section of the course configuration panel, then select an existing session or create a new one.

 

sessions_section.png

 

If you start enrolling users in a course that has no learners in the People section, the People section will contain a link that directs you to the Sessions section.

 

navigation_form_the_People_section.png

 

2. After you select a session, from its Actions panel, select Manage Learners.

3. On the opened Manage Learners panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the session as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group to ensure the number of enrollments doesn't exceed the maximum number of attendees for the session (if a maximum number of attendees for the session is set). The number of users in the group is displayed in brackets.

5. Select Enroll.

 

enrolling_learner.png

 

Enroll learners in the course and allow them to select the session themselves

The catalog or course admin may enroll learners in the course and enable them to select the session themselves, if this is required for the course completion.

When attendance for a course is set as required for course completion and the Allow enrollment without session registration option is disabled, learners will receive a Course Session Selection Request notification and, on the course home page, the learner will be prompted to select a session to enable them to take the course. Learners select the session for which they want to register themselves, if this is required for course completion.

 

To enroll learners in the course and allow them to select the session themselves:

1. On the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group.

3. Select Enroll. The enrolled learners will be listed in the Enrolled Learners column.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll options.

 

Group_63__10_.png

 

Enroll learners in the course and allow them to complete the course without registering for a session

The catalog or course admin may enroll learners in the course and enable them to complete the course without registering for a session by enabling the Allow enrollment without session registration option

When attendance for a course isn't set as required for course completion and the Allow enrollment without session registration option is enabled, learners won't receive a Course Session Selection Request notification and, on the course home page, the learner won't be prompted to select sessions. However, learners can still register themselves for any available sessions.

 

To enroll learners in the course and allow them to complete the course without registering for a session:

1. In the Settings section of the course configuration panel, move the Allow enrollment without session registration toggle to the On position.

2. In the People section of the course configuration panel, on the Learners tab, select + Enroll Learner(s).

3. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group.

4. Select Enroll. The enrolled learners will be listed in the Enrolled Learners column.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll options.

 

Courses of the Enroll user into all course sessions enrollment type

For instructor-led training with the Enroll user into all course sessions enrollment type, you can enroll users from the People section of the course configuration panel, on the Learners tab.

 

Group_63__13_.png

 

To enroll users in the course and therefore register them for all available sessions:

1. In the People section, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

3. Select Enroll.

 

Group_63__14_.png

 

It may take up to several minutes to complete user enrollment. During this time, the names of these users in the list of enrolled learners will be greyed out and inactive.

 

Group_63__15_.png

 

NOTE   

  • For courses of the Enroll user into all course sessions enrollment type where a value for Maximum attendees is set, the number of available places is displayed below the Learners and Administrators tabs in the People section. A message will alert you if you try to enroll more than the maximum number of attendees for this course.

Group_63__16_.png

  • If you add an AAD group, it counts all users in the group to ensure the number of enrollments doesn't exceed the maximum number of attendees for the course.

 

The enrolled learners and groups are displayed in alphabetical order in the Enrolled Learners section, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and groups become active and available for the Send Email Message and Unenroll management options.

The system automatically saves the changes.

 

Courses of the Enroll user into multiple course sessions enrollment type

Enrolling users in instructor-led training with the Enroll user into multiple course sessions enrollment type can be done in one of the following ways:

  • Enroll learners in the course and register them for specific sessions.
  • Enroll learners in the course and allow them to select the session themselves.
  • Enroll learners in the course and allow them to complete the course without registering for a session.

Enroll learners in the course and register them for specific sessions

When attendance is required for course completion, this type of training requires users to be registered for at least one course session. If you want certain learners to be registered for specific sessions, enrollment of learners is done directly from within the relevant sessions.

To check whether the learner is already registered for sessions, navigate to the People section > Learners > the Course Sessions column > Select the List of Sessions link.

 

people_section_of_the_multiple_enerollment.png

 

To register learners for specific sessions of the course:

1. Go to the Sessions section of the course configuration panel, then select an existing session or create a new one.

2. After a session is selected, from its Actions panel, select Manage Learners.

3. On the opened Manage Learners panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group to ensure the number of enrollments doesn't exceed the maximum number of attendees for the session (if the maximum number of attendees for the session is set). The number of users in the group is displayed in brackets.

5. Select Enroll.

You can enroll users in as many sessions as you like.

 

image_172__3_.png

 

Enroll learners in the course and allow them to select sessions themselves

The catalog or course admin may enroll learners in the course and enable them to select the sessions.

When the Allow enrollment without session registration option is disabled, learners will receive a Course Session Selection Request notification and, on the course home page, the learner will be prompted to select sessions to enable them to take the course. Learners select the sessions for which they want to register themselves.

 

To enroll learners in the course and allow them to select sessions themselves:

1. On the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

3. Select Enroll. The enrolled learners will be listed in the Enrolled Learners column.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll options.

 

enroll_in_multiple_sessions.png

 

Enroll learners in the course and allow them to complete the course without registering for a session

The catalog or course admin may enroll learners in the course and enable them to complete the course without registering for a session by enabling the Allow enrollment without session registration option

When the Allow enrollment without session registration option is enabled, learners won't receive a Course Session Selection Request notification and, on the course home page, the learner won't be prompted to select sessions. However, learners can still register themselves for any available sessions.

 

To enroll learners in the course and allow them to complete the course without registering for a session:

1. In the Settings section of the course configuration panel, move the Allow enrollment without session registration toggle to the On position.

2. In the People section of the course configuration panel, on the Learners tab, select + Enroll Learner(s).

3. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the course as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group.

4. Select Enroll. The enrolled learners will be listed in the Enrolled Learners column.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll options.

 

Enroll in training plans

You can enroll users in, and add admins to, a training plan from the People section of the training plan configuration panel in the Learners and Administrators sections respectively.

 

Group_63__18_.png

 

The system automatically saves the changes.

 

Enroll users in training plans

From the People section of the training plan configuration panel, you can enroll users in training pland.

 

To enroll users in a training plan:

1. On the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, AAD groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add to the training plan as learners.

You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you exceed the maximum of 50 email addresses or 1,500 characters that you can search for, you'll see a corresponding information message. You can enter more email addresses by repeating this process.

If you add an AAD group, it counts all users in the group.

3. When ready, select Enroll.

 

Group_29__20_.png

 

It may take up to several minutes to complete user enrollment. During this time, the names of these users in the list of enrolled learners will be greyed out and inactive.

 

Group_63__19_.png

 

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and the group titles become active and available for the Send Email Message and Unenroll management options.

The system automatically saves the changes.

 

NOTE   

 

Enroll learners by managing AAD group

Required roles: the Microsoft 365 global admin can manage users within AAD groups. Course and catalog admins can enroll AAD groups in courses and training plans.

When AAD groups are enrolled in a course or training plan, current users of the group, as well as users that are added to the group, automatically become enrolled in the course or training plan.

This can be useful, for example, to ensure all people of a certain role will automatically be enrolled in a selection of training because they're added to the AAD group of this role when they're assigned the role. For example, there can be AAD groups for managers, new hires, or specific departments who are all enrolled in the training that's relevant to these groups.

Users with the Microsoft 365 global admin role are responsible for managing users within AAD groups. When the Microsoft 365 global admin adds a user to an AAD group, the user is automatically enrolled in any courses or training plans in which the group is enrolled. When a user is removed from an AAD group, they're automatically unenrolled from any courses or training plans in which the group is enrolled.

For more information about enrolling users in courses and training using AAD or Microsoft 365 groups, navigate to this article.

 

Enroll learners using the LMS365 API

LMS365 allows you to enroll learners using the LMS365 API. You need to employ the API endpoint that's relevant for the training type.

 

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