Enrollment flows

Introduction

LMS365 has an option for admins to control the enrollment flow for courses and training plans. This option helps course admins to regulate the number of students in a training course and to control the list of participants. There will be differences in the enrollment procedure depending on the selected enrollment flow.

In this guide, we will describe the different types of enrollment flows and how to manage them.

 

Enrollment flow types

LMS365 includes the following enrollment flow types:

  • Automatic Approval
  • Line Manager Approval
  • Administrator Approval

With Automatic Approval, learners are immediately registered in training after selecting the enroll button on a course or training plan home page.

Line Manager Approval will require the learner's line manager to approve the enrollment before the learner is enrolled in training. The line manager for a user is specified in Azure AD.

Administrator Approval requires the course or course catalog admin to approve the enrollment before the learner is enrolled in training.

At a course catalog level, the course catalog admin can configure which enrollment flow types will be available for courses and training plans.

 

Manage enrollment requests

If there are courses or training plans with enrollment approval requests, the Pending Approval link (with the number of requests that are waiting for approval in brackets) will be displayed on the Training Management page.

On the Pending Approval link, you will see the total number of enrollment requests that are pending approval. Courses and training plans with pending approval enrollment requests will also have a red exclamation mark next to the Name column.

 

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To manage enrollment requests from the Approve Enrollments panel:

1. Go to the LMS365 Admin Center > Training Management > select Pending Approval in the navigation bar to open the list of all training with pending approval requests.

2. Select training and from the Course/Training Plan Management panel, choose Approve Enrollments.

This opens the Approve Enrollments panel, where you can approve or reject pending approval requests, view the all enrollment statuses of learners in the current training.

 

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The Approve Enrollments panel provides the following information:


Enrollment Flow. Displays the enrollment flow.

Enrollment Type. Displays the enrollment type (for the Instructor-Led Training only).

The All Course Sessions drop-down list. Displayed only for Instructor-Led Training with the Enroll user into a single course session enrollment type.

Name. Displays the learner's name.

Email. Displays the learner’s email address (as specified in the Azure Active Directory).

Department. Displays the learner's department (information is taken from the Azure Active Directory).

Line Manager. Displays the user who is specified as the learner's line manager in Azure Active Directory.

Enrollment Status. Displays the status of the enrollment request:

  • Enrolled. The learner has been enrolled in the training.
  • Pending Approval. The learner has requested enrollment in the training with either the Line Manager Approval or Administrator Approval enrollment flow, and the enrollment request is awaiting approval.
  • Cancelled. The learner has cancelled the enrollment request before it was approved or rejected, or the learner has unenrolled from the training. Possible reasons for cancellation are described in the Cancellation messages section.
  • Rejected. The line manager or course admin has rejected the learner’s enrollment request. A tooltip on the Rejected status shows the reason for the rejection provided by the admin in the rejection message sent to the learner(s).

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Last Modified. The date and time when the enrollment request was last modified (according to the regional settings of the current site).

Modified by. Displays the user who last modified the enrollment request. 

List of Sessions. Displayed only for the Instructor-Led Training with the Enroll user into multiple course sessions enrollment type. Displays the number of sessions (in brackets) that the learner has requested to be enrolled in. Select the link to view the details of the sessions.

Sessions. Displayed only for the Instructor-Led Training with the Enroll user into a single course session enrollment type when All Sessions is selected in the drop-down list.

 

Approve/reject enrollment requests

A learner's enrollment request can be approved or rejected in the following ways:

  • Directly from the approval request notification that the approver receives via email and Microsoft Teams (if this option is enabled).
  • In the LMS365 Admin Center.

The difference between these options is that from the notification, the course admin or line manager intuitively handles one enrollment request, whereas from the LMS365 Admin Center, the line manager or course admin can work with all enrollment request of a course or training plan at once. 

 

Via email notification and Teams

After a learner selects the Enroll to course/training plan button on the training home page in training that requires either Line Manager Approval or Administrator Approval, an approval request email notification and a Teams notification (if the option is enabled) are sent to the approver. This approval request notification contains information about who has requested enrollment, the title, other details of the training, and links to either approve or reject the enrollment request.

 

An example of the approval request notification that the approver receives via email.

 

An example of the approval request notification that the approver receives via Teams.

 

When the approver selects to approve the enrollment request, the corresponding link directs them to the Enrollment Approval Confirmation page that provides the following information:

  • The course type, its title (a clickable link redirecting to the training home page), the name of the learner who requested enrollment approval. Depending on the training settings, the categories, ID, due date, and contacts of the training may also be displayed.

 

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  • For instructor-led courses with the Enroll user into multiple course sessions enrollment type, information on the requested course session(s) is also displayed.

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  • For instructor-led courses with the Enroll user into a single course session enrollment type, information on the requested course session is also displayed.

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  • In Teams, the Enrollment Approval Confirmation page opens on the Manage tab.

 

 

After selecting Approve, the Approve button will be replaced with the message: You have successfully approved the enrollment request. The learner will be enrolled in both the course and the requested sessions.

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If the number of enrollments requested exceeds the SharePoint limit of 5000, the first 5000 enrollments will be approved and the remaining ones will be rejected. A notification will inform you of this. For more information about a workaround to this issue, please see this article.

 

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When the approver selects to reject the enrollment request, the corresponding link directs them to the Enrollment Rejection Confirmation page. This page provides information about the course type, its title (a clickable link redirecting to the training home page), and 2022-01-18_17_17_49-Enrollment_Approval_Confirmation.png name of the learner who requested enrollment approval. Depending on the training settings, the categories, ID, due date, and contacts of the training may also be displayed.

For an instructor-led training course that has the single- or multiple- sessions enrollment type, information about the requested course session(s) is also displayed.

In the Reason of Rejection field, the person who is rejecting the request should enter a reason for the rejection. This will activate the Reject button.

 

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In Teams, the Enrollment Reject Confirmation page opens on the Manage tab.

 

 

After selecting Reject, the Reject button will be replaced with the message: You have successfully rejected the enrollment request. The learner will receive the Reject Confirmation notification, which will show the rejection reason.

 

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Via the LMS365 Admin Center

Enrollment requests with a Pending Approval status can be approved or rejected in the LMS365 Admin Center.

To manage enrollment requests from the Approve Enrollments panel:

1. Go to the LMS365 Admin Center > Training Management > select Pending Approval in the navigation panel to show all training that has pending approval requests.

2. From the Course/Training Plan Management , select Approve Enrollments. 

 

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3) On the Approve Enrollments panel, select the relevant learners to activate the Approve and Reject buttons.

By default, learners with a Pending Approval are displayed.

 

NOTE   

If the number of enrollments requested exceeds the SharePoint limit of 5000, the first 5000 enrollments will be approved and the remaining ones will be rejected. A notification will inform you of this. For more information about a workaround to this issue, please see this article.

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The approval/rejection process depends on the course type and the enrollment flow:

  • The e-Learning course type and training plan

To approve the enrollment request, select the checkbox next to the relevant learners and select Approve. As a result, the learners will be enrolled in the course or training plan. Their enrollment status will change to Enrolled.

 

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To reject the enrollment request, select the checkbox of the relevant learners and select Reject. Complete the Reject Message text box with the reason for rejecting the enrollment request. Select OK to complete the action. Select Cancel to cancel rejection.

 

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To view all enrollment statuses of the current course or training plan, select All Enrollment Statuses from the drop-down list in the toolbar, below the enrollment flow type.

 

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  • The Instructor-Led Training courses with the Enroll user into a single course session enrollment type.

For instructor-led training with the Enroll user into a single course session enrollment type, the Approve Enrollment panel opens with All Course Sessions selected in the drop-down list. From this view, you can track all sessions with pending approvals. The Sessions column is available only when All Course Sessions is selected and it displays the session name.

 

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To view the detailed information about sessions, select the drop-down list. In the list, you can find the information:

  • All Course Sessions displays the total number of pending approval requests for all the sessions in the course.
  • Each session with pending approval requests displays the number of pending approval requests
  • The session name (if set)
  • The session start date and time
  • The session time zone
  • The instructor’s name (if set)
  • The session room (if set)

 

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To approve the enrollment requests:

1. Select the relevant session or All Sessions.

2. From the filtered list, select the checkbox of the relevant learners. To choose all learners, select the Name checkbox.

3. Select Approve. As a result, the learners will be enrolled in the requested session of the course and their enrollment status will change to Enrolled.

 

To reject the enrollment request:

1. Select the relevant session or All Sessions.

2. From the filtered list, select the checkbox of the relevant learners. To choose all learners, select the Name checkbox.

3. Select Reject and complete the Reject Message text box with the reason for rejecting the enrollment request.

4. Select OK to complete the action. Select Cancel to cancel the process.

 

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To view all enrollment statuses of the current course, from the Pending Approval drop-down list in the toolbar, select All Enrollment Statuses.

 

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  • The Instructor-Led Training courses with the Enroll user into multiple course sessions enrollment type.

For instructor-led training courses with the Enroll user into multiple course sessions enrollment type, the Approve Enrollment panel opens with the list of Pending Approvals for all the learners who are awaiting enrollment approval in the requested sessions of the course.

 

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To view the sessions for which the learner has pending approvals, select the List of Sessions link near the relevant learner. On the opened Sessions panel, you can track the session name (if provided), start and end dates of the sessions, the time zone, and locations.

 

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Approval and rejection applies to all the sessions for which the learner has pending approvals.

To approve the enrollment request, select the relevant learner and select Approve. As a result, the learner will be enrolled in the requested sessions of the course, the enrollment status will change to Enrolled.

 

To reject the enrollment request for all the sessions the learner has requested, select the relevant learner and select Reject. Complete the Reject Message text box with the reason for rejecting the enrollment request. Select OK to complete the action. Select Cancel to cancel the process.

 

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  • The Instructor-Led Training courses with the Enroll user into all course sessions enrollment type.

For instructor-led training courses that have the all-sessions enrollment type, the Approve Enrollment panel opens with the list of Pending Approvals for all the learners who are awaiting enrollment approval in the requested course. On approval, they will be enrolled in the course and all the available course sessions.

 

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To approve the enrollment request, select the relevant learners and select Approve. As a result, the learners will be enrolled in the requested course and all of its sessions, the enrollment status will change to Enrolled.

 

To reject the enrollment request for all the sessions the learner has requested, select the relevant learner and select Reject. Complete the Reject Message text box with the reason for rejecting the enrollment request. Select OK to complete rejection. Select Cancel to cancel rejection.

 

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Cancellation messages

A tooltip for the Cancelled status will show the reason for the cancellation:

  • If the learner unenrolls from training, the tooltip will show the text from the cancellation message written by the learner.

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  • If the training is retaken by the learner, this will be stated in the tooltip.

 

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  •  If the learner unenrolls from a training plan and as a result, unenrolls from the courses in this training plan, the tooltip for these courses will be "Cancelled via Training Plan"

 

Exporting enrollment request information

To export the information from the Approve Enrollments panel to your device, select the Export to Excel button.

 

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