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.
Manage learners from the course/training plan configuration panel
Required roles: catalog admin. Course admins can enroll and manage learners of the course or training plan after the course/training plan has been created and after they've been assigned the training 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.
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.
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 users 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 single- enrollment type
Enrolling users in instructor-led training with the single- enrollment type can be done in one of the following ways:
- Enroll users in the course and register them for a standalone session or a session group.
- Enroll users in the course and enable them to select a standalone session or a session group themselves.
- Enroll users in the course and enable them to complete the course without registering for a standalone session or a session group.
Enroll users in the course and register them for a standalone session or a session group
If you want certain users to be registered for a specific session or a session group, enrollment of users is done directly from within the relevant session or a session group.
To check whether the user is already registered for a specific session or a session group in the course, navigate to the People section > Learners > check the Session column.
To register users for a session or a session group of the course:
1. Go to the Sessions section of the course configuration panel, then select an existing session or a session group or create a new one.
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.
2. After you select a session/session group, 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 or the session group (if a maximum number of attendees for is set). The number of users in the group is displayed in brackets.
5. Select Enroll.
Enroll users in the course and enable them to select the session or the session group themselves
The catalog or course admin may enroll users in the course and enable them to select the session or the session group 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, users will receive a Course Session Selection Request notification and, on the course home page, the user will be prompted to select a session or a session group to take the course. Users select the session or the session group for which they want to register themselves.
To enroll users in the course and enable them to select the session or the session group 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.
Enroll users in the course and enable them to complete the course without registering for a session or a session group
The catalog or course admin may enroll users in the course and enable them to complete the course without registering for a session by enabling the Allow enrollment without session registration option and setting attendance as not required.
When attendance for a course isn't set as required for course completion and the Allow enrollment without session registration option is enabled, users won't receive a Course Session Selection Request notification and, on the course home page, the user won't be prompted to select sessions. However, learners can still register themselves for any available sessions if they would like to.
To enroll users in the course and enable 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 Basic Details section of the course configuration panel, set Attendance is not required for completion. This enables learners to complete the course without attending a session or a session group. If you keep attendance as required for course completion, learners will be able to take the course without session selection but won't be able to complete the course without attending a session or a session group.
3. In the People section of the course configuration panel, on the Learners tab, 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.
5. Select Enroll. The enrolled users will be listed in the Enrolled Learners column.
The enrolled users 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 all- enrollment type
For instructor-led training with the all- enrollment type, you enroll users from the People section of the Learners tab on the course configuration panel. As a result, users will be enrolled in the course and registered in all sessions and session groups of the course.
To do so, follow these steps:
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.
It may take up to several minutes to complete user enrollment. During this time, the names of these users in the list of enrolled users will be greyed out and inactive.
NOTE
- If the Maximum attendees is set for the course, the number of available places is displayed below the Learners and Administrators tabs in the People section, as in the image above. If you try to enroll more than the maximum number of attendees for this course, a message will alert you.
- 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 users 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.
Courses of the multiple- enrollment type
Enrolling users in instructor-led training with the multiple- enrollment type can be done in one of the following ways:
- Enroll users in the course and register them for specific sessions and/or session groups.
- Enroll users in the course and enable them to select sessions and/or session groups themselves.
- Enroll users in the course and enable them to complete the course without registering for a session or a session group.
Enroll users in the course and register them for specific sessions and/or session groups
When attendance is required for course completion, this type of training requires users to be registered for at least one standalone session or a session group. If you want certain users to be registered for specific sessions and/or session groups, enrollment of learners is done directly from within the relevant sessions or groups.
To check whether the user is already registered for sessions or a session group, navigate to the People section > Learners > the Course Sessions column > Select the List of Sessions link.
To register users for specific sessions and/or session groups of the course:
1. Go to the Sessions section of the course configuration panel, then select an existing session or session group or create a new one.
2. After a session or a session group 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 standalone sessions and/or session groups as required for the course completion.
Enroll users in the course and enable them to select sessions and groups themselves
The catalog or course admin may enroll users in the course and enable them to select the sessions and session groups.
When the Allow enrollment without session registration option is disabled, users will receive a Course Session Selection Request notification and, on the course home page, the user will be prompted to select sessions and/or session groups to take the course. Learners select the sessions and/or session groups for which they want to register themselves.
To enroll users in the course and enable them to select sessions and/or session groups 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 users will be listed in the Enrolled Learners column.
The enrolled users 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 users in the course and enable them to complete the course without registering for a session or session group
The catalog or course admin may enroll users in the course and enable them to complete the course without registering for a session or a session group by enabling the Allow enrollment without session registration option and setting attendance as not required for course completion.
When attendance for a course isn't set as required for course completion and the Allow enrollment without session registration option is enabled, users won't receive a Course Session Selection Request notification and, on the course home page, the user won't be prompted to select sessions. However, learners can still register themselves for any available sessions and/or session groups and this won't influence course completion.
To enroll users in the course and enable them to complete the course without registering for a session:
1. In the Settings section of the course configuration panel, set the Allow enrollment without session registration toggle to On.
2. In the Basic Details section of the course configuration panel, set Attendance is not required for course completion. This enables learners to complete the course without attending a session or a session group. If you keep attendance as required for course completion, learners will be able to take the course without session selection but won't be able to complete the course without attending a session or a session group.
3. In the People section of the course configuration panel, on the Learners tab, 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.
5. Select Enroll. The enrolled users will be listed in the Enrolled Learners column.
The enrolled users 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 users in training plans
From the People section of the training plan configuration panel, you can enroll users in training plan.
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.
It may take up to several minutes to complete user enrollment. During this time, the names of these users in the list of enrolled users will be greyed out and inactive.
The enrolled users 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
- If the course or catalog admin sets prerequisites for courses in the training plan, all courses before the locked course must be completed in order to proceed.
- The consequences of enrolling users in training plans are described in this article.
- To complete the training plan, learners need to complete all courses in the training plan that are set as required to complete the training plan.
Enroll users 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 users using the LMS365 API
LMS365 allows you to enroll users using the LMS365 API. You need to employ the API endpoint that's relevant for the training type.
Comments
Article is closed for comments.