Enroll learners and add admins to training

Introduction

As a course catalog and course administrator, you can enroll learners as well as add course administrators to courses and training plans. This can be done while you are creating or editing a course or training plan. 

In this guide, we cover how learners can be enrolled from the Users page and how both learners and course admins can be added to courses and training plans from the People section of the training configuration panel, and how learners can be enrolled in trainings using the LMS365 APIs.

 

IMPORTANT   

  • We recommend you add all users to the Users list of the course catalog before enrolling them in respective courses or training plans. This provides them access to view all course and training plan home pages of this course catalog and prevent users from encountering an access denied message from SharePoint when they navigate in the course catalog.
    If you want to ensure specific training can only be accessed by certain users of the course catalog, you can utilize training audience and course targeting.

  • The native Share functionality of SharePoint allows the add a user to a specific SharePoint group enabling this user to view the courses and training plans of the course catalog in question. However, we do NOT recommend this approach as such users are invited to the SharePoint web part only without adding them to the LMS365 course catalog in question thus have a limited experience.
    To ensure the best possible experience, we recommend you add users to LMS365 course catalogs and enroll them in courses and training plans using the LMS365 enrollment functionality.

 

Enroll learners from the Users page

Required role: course catalog admin.

You can enroll learners in courses and training plans from the Users page in the LMS365 Admin Center.

For detailed information on this process, visit The Users page: manage users in a course catalog.

 

NOTE   

If you enroll a learner from the Users page in an Instructor-Led Training of the Enroll user into a single- and multiple- course session enrollment type, the learner is prompted to enroll in sessions of the course from the link in the relevant email notification. Learner can also select the sessions to enroll in from the course home page.

You can also enroll learners in the relevant sessions from the course configuration panel

 

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Manage learners and admins from the training configuration panel

Required role: course admin.

Depending on the course type, you can enroll learners in courses and training plans from the People section of the training configuration panel or from the Sessions section of the training configuration panel.

From the People section, you can add course administrators to courses and training plans. The enrollment procedure differs depending on the course type. 

 

e-Learning courses

From the People section of the training configuration panel, you can enroll learners and add administrators to e-Learning courses.

 

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To enroll learners in e-Learning courses:

1. Select +Enroll Learner(s).

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

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

If you add an Azure Active Directory group, it counts all users in the Active Directory group.

3. When ready, select Enroll.

 

 

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 greyed-out and inactive.

The enrolled learners and groups are displayed in alphabetical order regardless of the order in which they were added. The enrolled group contains the number of learners indicated by the number in brackets next to its title.

The names of the learners and the groups titles in the list become clickable and available for the Send Email Message and Unenroll options.

 

To add administrators to the course:

1. In the Administrators tab, select +Add Administrator(s).

2. In the Search for user(s) field, enter the names, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

3. When ready, select Add.

The added administrators and groups are displayed in alphabetical order regardless of the order in which they were added. The added group contains the number of admins indicated by the number in brackets next to its title.

For the added administrators and groups there is only one available management option – Unassign.

 

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The system automatically saves the changes.

 

Instructor-Led Training

The enrollment procedure for the Instructor-Led Training differs depending on the enrollment type:

 

Enroll user into a single course session

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

To check whether the learner is already enrolled in a specific session, navigate to the People section > Learners > Sessions column.

 

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To enroll learners in a session of the course:

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

2. From the 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, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

If you add an Azure Active Directory group, it counts all users in the Active Directory group to ensure the number of enrollments doesn't exceed the number of maximum 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 for the enrolled group.

5. Select Enroll.

 

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To enroll learners in the course with or without enrolling in a session:

The course or course catalog 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.

In the People section of the course configuration panel, when you select the Learners tab, there will be two options to enroll learners:

  • To enroll learners in the course without enrolling them in a specific session:

1. Select the Enroll Learner(s) button.

2. In the Search for user(s) field, enter the names, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

If you add an Azure Active Directory group, it counts all users in the Active Directory 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. The enrolled group contains the number of learners indicated by the number in brackets next to its title.

The names of the learners and the groups titles in the list become clickable and available for the Send Email Message and Unenroll options.

 

Group_63__10_.png

  • To enroll learners in the course enrolling them in a specific session:

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

 

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The system automatically saves the changes.

 

To add course administrators to this type of training, navigate to the People section of the course configuration panel.

 

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Enroll user into all course session

For courses of the Instructor-Led Training type and with Enroll user into all course sessions enrollment type, you can enroll learners and add course admins from the People section of the course configuration panel in the Learners and Administrators sections respectively.

 

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To enroll learners to all sessions of the course:

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

2. In the Search for user(s) field, enter the names, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

3. When ready, select Enroll.

 

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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 greyed-out and inactive.

 

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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 is displayed on the People page right under the Learners and Administrators tabs. If you try to enroll a number of learners that exceeds the of maximum number of attendees for this course, a message alerts you to this.

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  • If you add an Azure Active Directory group, it counts all users in the Active Directory 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 column regardless of the order in which they were added. The enrolled group contains the number of learners indicated by the number in brackets next to its title.

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

 

To add course administrators to this type of training, navigate to the People section of the course configuration panel.

 

Group_63__17_.png

 

The system automatically saves the changes.

 

Enroll user into multiple course sessions

As this type of training allows learners to be enrolled in multiple sessions, enrollment and unenrollment can be completed directly in the relevant session. Course and course catalog admins can enroll learners in as many sessions as required. The course or course catalog admin may enroll learners to the course, enabling learners to select the sessions themselves. 

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

 

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To enroll learners in the session:

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

2. From the 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, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

If you add an Azure Active Directory group, it counts all users in the Active Directory 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 for the enrolled group.

5. Select Enroll.

You can enroll learners in as many sessions as required.

 

image_519__15_.png

 

Enroll learners in the course with or without enrolling in sessions:

The course or course catalog admin may enroll learners in the course with Enroll user into multiple course sessions enrollment type, enabling learners to select the sessions themselves. Learners, in this case, receive the email notification informing them on enrollment in the course and the necessity to select the sessions. They may follow the link in the email or select the session directly from the course home page.

 

In the People section of the course configuration panel, when you select the Learners section, there are two options to enroll learners:

  • To enroll learners in the course without enrolling them in a specific session:

1. Select the Enroll Learner(s) button.

2. In the Search for user(s) field, enter the names, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the 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. The enrolled group contains the number of learners indicated by the number in brackets next to its title.

The names of the learners and the groups titles in the list become clickable and available for the Send Email Message and Unenroll options.

 

Group_63__10_.png

  • To enroll learners in the course by enrolling them in a specific session:

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

 

Group_63__11_.png

 

The system automatically saves the changes.

 

To add course administrators to this type of training, navigate to the People section of the course configuration panel.

 

Group_63__12_.png

 

Enroll in training plans

You can enroll learners and add administrators 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

 

To enroll learners in a training plan:

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

2. In the Search for user(s) field, enter the names, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you would like to add as administrators.

You can enter a maximum of 50 internal users or 1500 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 enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

If you add an Azure Active Directory group, it counts all users in the Active Directory group.

3. When ready, select Enroll.

 

Group_29__20_.png

 

It may take up to several minutes to enroll learners. During this time the names of these learners in the list 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. The enrolled group contains the number of learners indicated by the number in brackets next to its title.

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

 

NOTE   

 

To add administrators to the training plan, navigate to the Administrators tab in the People section of the training plan configuration panel.

 

Group_63__20_.png

 

Enroll learners using Azure Active Directory group

The Microsoft 365 global administrator role can use Azure Active Directory groups to enroll learners in trainings. For more information, navigate to the Using Azure AD or Microsoft 365 groups with LMS365 article.

 

Enroll learners using the LMS365 API

LMS365 allows for enrolling learners using the LMS365 APIs. Depending on the training type, use the relevant API endpoint. 

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