Enroll learners and add course/training plan administrators

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 either while you are creating or editing a course or training plan. Enrollment of learners is also available via the LMS365 API.

In this guide, we cover how learners can be enrolled via the Learner List and how learners and course admins can be enrolled in/added to courses and training plans via the People section of the course and training plan create/edit panel, and how learners can be enrolled in trainings via the LMS365 API.

IMPORTANT   

We recommend to add all employees to the Users list before enrolling them in respective courses or training plans. This will provide them access to view all course and training plan home pages of the 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.

NOTE   

For courses and training plans created before the January 2022 release of LMS365 it's 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 Users page

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

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

NOTE   

If you enroll a learner via the Users page in an Instructor-Led 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 course home page.

You can also enroll the learner in the relevant session

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Managing learners and admins via training create/edit panel

Depending on the course type, you can enroll learners in 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 to 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 learners and add administrators to e-Learning courses.

 

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To enroll learners in an e-learning course:

 

1) Select +Enroll Learner(s).

 

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

 

3) 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 greyed-out and inactive.

 

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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.

 

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 name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the user(s) 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 users groups.


2) When ready, select Add.

 

The added administrators will be displayed in alphabetical order regardless of the order in which they were added. For the added administrators there is only one available management action: 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.

 

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 or course catalog admin may enroll learners to the course enabling them to select the session themselves.

  • To enroll learners in the session, follow the steps:

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


2) From the Actions panel, select Manage Learners.

 

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

 

4) In the Search for user(s) field, enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the learner(s) you would like 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 users groups.

 

5) Select Save.

 

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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.

 

  • Enrolling learners in the course

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 create/edit 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) On the Search for user(s) page, enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the learner(s) you would like 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 users groups

 

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

 

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  • 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). 

 

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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 create/edit panel.

 

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Courses of the Enroll user into all Course Session enrollment type

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 create/edit panel in the Learners and Administrators tabs respectfully.

 

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To enroll learners to all sessions of the course:

1) In the People section, select +Enroll Learner(s) and enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the learner(s) you would like 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 users groups

 

2) When ready, select Enroll.

 

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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 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 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 on this.

 

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  • 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.

The enrolled learners will be displayed in alphabetical order in the Enrolled Learners column 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.

 

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

 

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The system automatically saves the changes.

 

Enrolling in training plans

You can enroll learners and add administrators to a training plan from the People section of the training plan edit panel in the Learners and Administrators respectively.

 

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To enroll learners in a training plan:

 

1) In the People section, select +Enroll Learner(s) and enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the learner(s) you would like 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 users groups

 

2) When ready, select Enroll.

 

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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 greyed out and inactive.

 

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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   

 

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  • 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, if a training plan has three courses, after enrolling in this training plan, learners will be automatically enrolled in all three courses of the training plan. When unenrolling from this training plan, learners will be automatically unenrolled from all three courses as well.

 

IMPORTANT   

If a learner was 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 unenrolled from the training plan.

For example, if a training plan consists of three courses, and a learner has already enrolled in one of these courses. 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 included in 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.

 

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By selecting the course title, 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.

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

 

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Enrolling learners via Azure Active Directory group

You can use Azure Active Directory groups to enroll learners in trainings. For more information, navigate to this article.

 

Enrolling learners via the LMS365 API

LMS365 allows for enrolling learners via the LMS365 API:

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