Enrollment flow types in LMS365

Introduction

LMS365 has an option for course and catalog admins to control the enrollment flow of courses and training plans. This option helps course and catalog admins to regulate the number of users in a course or training plan 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'll describe the different types of enrollment flows and how to manage them.

Enrollment flow types

LMS365 includes the following enrollment flow types:

Administrator Approval
Automatic Approval
Line Manager Approval

Administrator Approval requires a course or catalog admin to approve the user's enrollment request for the user to be enrolled in a course or training plan.

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

Line Manager Approval will require the user's line manager to approve the enrollment request for the user to be enrolled in a course or training plan. The line manager for a user is specified in Azure AD.

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

Manage enrollment requests

If there are courses or training plans where users' enrollment requests are pending approval, the Pending Approval view is displayed on the top menu bar of the Training Management page. The total number of enrollment requests that are waiting for approval is shown next to the Pending Approval view link.

Courses and training plans with user's enrollment requests pending approval also have a red exclamation mark next to the title in the general view on the Training Management page.

To manage users' enrollment requests:

1. Go to the LMS365 Admin Center > Training Management > select Pending Approval in the top bar menu to open the view where only courses and training plans with enrollment requests are displayed.

2. Select the relevant course or training plan from the list to open the Course Management or Training Plan Management panel, respectively, and select Approve Enrollments.

This opens the Approve Enrollments panel, where you can approve or reject users' enrollment requests and also view the history of all users' enrollment requests ever received for the training.

The Approve Enrollments panel slightly differs depending on the training type and its settings.

3. On the Approve Enrollments panel, select the relevant users and approve or reject their enrollment requests.

Find more about how to approve or reject users' enrollment requests for different training types and in two different ways in the next section of this article.

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 option 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.

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

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

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, see this article.

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 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 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.

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.

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. The Approve Enrollments panel opens where you can see the list of users asking for enrollment in the training.

3. Select the relevant users to activate the Approve and Reject options.

By default, users with a Pending Approval are displayed.

NOTE

E-learning courses

Enrollment Flow. Shows the enrollment flow type set for the course.
Pending Approval filter. By default, the filter has the Pending Approval parameter preselected and the page displays those users who have sent an enrollment request. The filter parameter can be one of the following: All Enrollment Statuses, Pending Approval, Enrolled, Rejected, Cancelled.
Export to Excel.

Instructor-led training

Enrollment Flow. Shows the enrollment flow type set for the course.
Enrollment Type. Displays the enrollment type of the instructor-led training.
Pending Approval filter. By default, the filter has the Pending Approval parameter preselected and the page displays those users who have sent an enrollment request. The filter parameter can be one of the following: All Enrollment Statuses, Pending Approval, Enrolled, Rejected, Cancelled.
The All Course Sessions drop-down list. Displayed only for instructor-led training with the Enroll user into a single course session enrollment type.

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 user's name.

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

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

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

Enrollment Status. Displays the status of the enrollment request:

Enrolled. The user has been enrolled in the training.
Pending Approval. The user 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 user has cancelled the enrollment request before it was approved or rejected, or the user 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 user’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 users.

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 instructor-led training with the Enroll user into multiple course sessions enrollment type. Displays the number of sessions (in brackets) that the user has requested to be enrolled in. Select the link to view the details of the sessions.

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

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

The e-learning courses and training plans

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

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.

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.

The instructor-led training 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.

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).

To approve the enrollment requests:

1. Select the relevant session or All Sessions.

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

3. Select Approve. As a result, the users 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 users. To choose all users, 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.

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

The instructor-led training with the Enroll user into multiple course sessions enrollment type.

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

To view the sessions for which the user has pending approvals, select the List of Sessions link near the relevant user. 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.

Approval and rejection apply to all the sessions for which the user has enrollments pending approvals.

To approve the enrollment request, select the relevant user and select Approve. As a result, the user 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 user has requested, select the relevant user 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.

The instructor-led training with the Enroll user into all course sessions enrollment type.

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

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

Cancellation messages

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

If the user unenrolls from training, the tooltip will show the text from the cancellation message written by the user.
If the training is retaken by the user, this'll be stated in the tooltip.
If the user 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".
If the user is pending approval to be enrolled in the course but the session the user is asking to be registered for is canceled. The tooltip will be "Cancelled by course session deletion".

Exporting enrollment request information

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

Introduction