How users enroll in and unenroll from courses and training plans

Introduction

LMS365 allows course and catalog admins not only to enroll and unenroll individual Azure Active Directory (AAD) accounts or AAD groups in and from courses and training plans but also to let users manage their enrollments in courses and training plans themselves.

In this article, we describe how users can enroll themselves in and unenroll from courses and training plans, add themselves to a waiting list for courses or course sessions, and change the session selection.

 

Enroll

E-Learning

To enroll in an e-Learning course:

1. On the course catalog page, users select the relevant e-Learning course. Users can use search and apply filters of the catalog home page to locate the relevant course.

2. Select View Course on the training card or View in the course details panel. 

 

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The user is redirected to the course home page, where they can enroll in the course.

 

 

Depending on the enrollment flow selected for the course, users may be enrolled in the course automatically or their request for enrollment in the course needs to be approved by a line manager or a course or catalog admin. Find more information about enrollment flow types in this article.

After a successful enrollment, users receive the Course Enrollment Confirmation notification and can start interacting with learning content.

 

Instructor-Led Training

General flow

To enroll in an Instructor-Led Training course:

1. On the course catalog page, users select the relevant Instructor-Led Training course. Users can use search and apply filters of the catalog home page to locate the relevant course.

2. Select View Course on the training card or View in the course details panel. 

 

 

The user is redirected to the course home page, where they can enroll in the course. From this point, the process differs depending on the enrollment type of the course.

 

 

Enroll user in all course sessions

For Instructor-Led Training courses with the Enroll user in all course sessions enrollment type, users need to select Enroll to course to be enroll in the course and all its active sessions.

Depending on the enrollment flow selected for the course, users may be enrolled in the course automatically or their request for enrollment in the course needs to be approved by a line manager or a course or catalog admin. Find more information about enrollment flow types in this article.

If a maximum number of attendees is set for the course, the number of vacant seats is limited and displayed in the Information section. Users that are pending approval for enrollment in the course are counted for the maximum number of attendees together with the users already enrolled in this course.

When users request for enrollment or are successfully enrolled in the course, the number of vacant spaces of this course adjusts accordingly.

 

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After a successful enrollment, users receive the Instructor-Led Training Enrollment Confirmation notification and can start interacting with learning content.

If the course has no available seats and the Waiting List option is enabled, users can add themselves to the waiting list for the course.

 

Enroll user in a single session

For Instructor-Led Training courses with the Enroll user into a single session enrollment type, users have to select one session they want to register in to enroll in the course.

Depending on the enrollment flow selected for the course, users may be enrolled in the course automatically or their request for enrollment in the course needs to be approved by a line manager or a course or catalog admin. Find more information about enrollment flow types in this article.

If a maximum number of attendees is set for a session, the number of its vacant seats is limited and displayed in the Sessions section on the session card. Users that are pending approval for enrollment in the session are counted for the maximum number of attendees together with the users already enrolled in this session.

When users request for enrollment in the session or are successfully enrolled in it, the number of vacant seats of this session adjusts accordingly.

 

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After a successful enrollment, users receive the Instructor-Led Training Enrollment Confirmation notification and can start interacting with learning content.

When users select a session that has no available seats to register in, the follow-up process depends on whether the Waiting List option is enabled for this course. Find more details in the Enroll user in a single session section of this article.

When users want to enroll in a course that has no active sessions, a message in the Information section notifies them that there are no available sessions and encourages users to contact course admins to schedule additional sessions. Also, users can request another session (perhaps at a different time or a different day) from the course home page by selecting Make request for session if the Request(s) for Sessions option is enabled for the course.

 

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Selecting Make request for session opens a form that enables users to describe their request, by entering up to 500 characters. The form can be expanded by dragging the bottom right-hand corner, allowing more space for users to work with the text. Requests from users are managed by course and catalog admins in the LMS365 Admin Center.

 

Enroll user into multiple course sessions

For Instructor-Led Training courses with the Enroll user into multiple course sessions enrollment type, users can select one or more sessions they want to register in and enroll in the course.

Depending on the enrollment flow selected for the course, users may be enrolled in the course automatically or their request for enrollment in the course needs to be approved by a line manager or a course or catalog admin. Find more information about enrollment flow types in this article.

If a maximum number of attendees is set for a session, the number of its vacant seats is limited and displayed in the Sessions section on the session card. Users that are pending approval for enrollment in the session are counted for the maximum number of attendees together with the users already enrolled in this session.

When users request for enrollment in the session or are successfully enrolled in it, the number of vacant seats of this session adjusts accordingly.

 

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After a successful enrollment, users receive the Instructor-Led Training Enrollment Confirmation notification and can start interacting with learning content.

When among the sessions selected by users there are sessions that has no available seats to register in, the follow-up process depends on whether the Waiting List option is enabled for this course. Find more details in the Enroll user into multiple course sessions section of this article.

When users want to enroll in a course that has no active sessions, a message in the Information section notifies them that there are no available sessions and encourages users to contact course admins to schedule additional sessions. Also, users can request another session (perhaps at a different time or a different day) from the course home page by selecting Make request for session if the Request(s) for Sessions option is enabled for the course.

 

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Selecting Make request for session opens a form that enables users to describe their request, by entering up to 500 characters. The form can be expanded by dragging the bottom right-hand corner, allowing more space for users to work with the text. Requests from users are managed by course and catalog admins in the LMS365 Admin Center.

 

Training plans

To enroll in a training plan:

1. On the course catalog page, select the relevant training plan. Users can use search and apply filters of the catalog home page to locate the relevant training plan.

2. Select View Training Plan on the training card or View in the training plan details panel.

 

 

The user is redirected to the training plan home page, where they can enroll in the training plan. Depending on the enrollment flow selected for the training plan, users may be enrolled in the training plan automatically or their request for enrollment in the training needs to be approved by a line manager or a course or catalog admin. Find more information about enrollment flow types in this article.

 

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When users enroll in a training plan that includes Instructor-Led Training courses of the Enroll user into all course sessions enrollment type, after a successful enrollment they receive the Training Plan Enrollment Confirmation notification.

When users enroll in a training plan that includes Instructor-Led Training courses of the Enroll user into a single- or multiple- course sessions enrollment type, after a successful enrollment they receive the Training Plan Enrollment Confirmation notification and the Course Session Selection Request notifications for each of the courses the user is to select session to complete enrolling in the courses that are part of the training plan. Following the Select Course Session link from the email notification, users are redirected to the course home page where they can choose sessions to register in. 

Enrolling in training plans has specific features for users, which are described in the Learners section of this article.

 

Waiting list

Enroll user in all course sessions

When users try to enroll in a course of the Enroll user into all course sessions enrollment type with no seats currently available, the follow up process depend on whether the Waiting List option is enabled for the course:

  • If the Waiting List option is disabled for the course and there are no sessions with available seats to register in, the Enroll to course option is displayed to users. When users select it, they see a message notifying them that there are no available seats to register in thus users can't enroll in the course.

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  • If the Waiting List option is enabled for the course and there are no sessions with available seats to register in, the Enroll to course option is replaced with Add to waiting list. Users can select it to add themselves to the waiting list of the course.

    Adding_to_the_waiting_list_of_a_course.png

    When a seat becomes available, users are automatically enrolled in the course and in all active sessions of that course.

    If users are added to a waiting list for a course that has an enrollment deadline set, they are automatically enrolled in this course if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

    Remove_from_waiting_list_option.png

 

Enroll user in a single session

When users try to enroll in a course of the Enroll user in a single course session enrollment type, the process differs depending on 2 things: whether there are sessions in the course that have seats currently available and whether the Waiting List option is enabled for the course:

  • If the Waiting List option is disabled for the course and none of the sessions has available seats, users can't select any of the session to register in and the Enroll to course option is deactivated thus users can't enroll in the course.

    Enroll_into_a_single_session_course_with_no_seats_and_no_waiting_list.png

  • If the Waiting List option is enabled for the course and none of the sessions has available seats, after users select any of the sessions the Enroll to course option is replaced with Add to waiting list. 

    When users select Add to waiting list, they are asked to
    choose whether they want to join the waiting list for the selected session or join the waiting list of the course.

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    If they choose to join the waiting list for the course, then they will be enrolled in any course session if a seat becomes available.

    If they choose to join the waiting list for the selected session, then they will be enrolled in this session if a seat becomes available.

    If users are added to a waiting list for a session that has an enrollment deadline set, they are automatically enrolled in this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

     

  • If the Waiting List option is enabled for the course and there is at least one session with available seats, but the user selects a session that has no seats currently available.

    After the user select a session with no available seats, the Enroll to course option is replaced with Add to waiting list. The user selects Add to waiting list and is added to the waiting list for this session. The selected session now has the On waiting list status on the session card and is located at the top of the list of all course sessions.

    If users are added to a waiting list for a session that has an enrollment deadline set, they are automatically enrolled in this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

    Pending_status_of_a_session_example.png

 

Enroll user into multiple course sessions

When users try to enroll in a course of the Enroll user into multiple course sessions enrollment type, the process differs depending on 2 things: whether there are sessions in the course that have seats currently available and whether the Waiting List option is enabled for the course:

  • If the Waiting List option is disabled for the course and none of the sessions has available seats, users can't select any of the session to register in and the Enroll to course option is deactivated thus users can't enroll in the course.

    Multiple_sessions_course_with_no_seats_and_no_waiting_list.png

  • If the Waiting List option is enabled for the course and none of the sessions has available seats, after users select one or more sessions the Enroll to course option is replaced with Add to waiting list. 

    Add_to_waiting_list_of_the_multiple_session_selection_course.png

    The user selects Add to waiting list and is added to the waiting list for the selected sessions. The selected sessions have the On waiting list status on the session cards and are located at the top of the list of all course sessions.

    If users are added to a waiting list for a session that has an enrollment deadline set, they are automatically enrolled in this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

    Multiple_session_enrollment_on_waiting_list.png

  • If the Waiting List option is enabled for the course and there are sessions with available seats, but users select sessions that have no seats currently available.

    After the user selects one or more sessions without available seats, the Enroll to course option is replaced with Add to waiting list. The user selects Add to waiting list and is added to the waiting list for the selected sessions. The selected sessions have the On waiting list status on the session cards and are located at the top of the list of all course sessions.

    If users are added to a waiting list for a session that has an enrollment deadline set, they are automatically enrolled in this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

  • If the Waiting List option is enabled for the course and there are sessions with and without available seats to register.

    A user selects sessions among which at least one has no seats currently available and others have.
    In this case, the Enroll to course option is active and after selecting it, the user is asked to choose whether they want to enroll in the sessions that have available seats or join the waiting list for those sessions that currently have no seats to register, or both.

    A confirmation dialog appears where users can see all selected sessions under two blocks - Register to available sessions and Add to Waiting List. Both the blocks have the checkboxes preselected.
    Selection of the checkbox works for all sessions listed in the block.

    Select_enroll_or_add.png

    Users can clear the checkbox next to the action they don't want to continue with. For example, register in available sessions without adding to the waiting list for the sessions with no seats.
    Clearing the checkbox work for all sessions listed in the block.

    When ready, users need to select Proceed to complete enrollment in the course.

    Change_of_the_actions_to_proceed_with_when_enrolling.png

    The same dialog appears when the user is enrolled in the course (manually by a course or catalog admin or via a training plan) and needs to select sessions to register in. The only difference in this case is the name of the option on the course home page: Enroll to course is replaced by Select course session(s).

    Selecting_sessions_in_the_course_of_miultiple_enrollemnt_course.png

    If users are added to a waiting list for a session that has an enrollment deadline set, they are automatically enrolled in this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

    Users can select Remove from waiting list option to cancel their enrollment request.

Change selection of sessions

For courses of the Enroll user into a single course session enrollment type

In Instructor-Led Training with the Enroll user into a single course sessions enrollment type, users can change the session they've already registered for (that is to say, where the session registration has the Enrolled status). Where the user isn't yet enrolled in a session, they can still change session selection where the status is either On Waiting List or Pending Approval.

To change session registration, the user follows these steps:

1. On the course home page, select the session to register for. This action clears the checkbox of the currently registered session and activates Change session registrations.

 

NOTE   

  • If the user has the Pending Approval or Enrolled status for the registered session, they can't change the session registration to a session where there are no available seats. In this case, Change session registrations will be inactive.
  • The user enrolled in the session via an Azure Active Directory group or Microsoft 365 group can't change session registration. There are no checkboxes for the sessions on the course home page. They can only track the session registration status of the current session.

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2. Select Change session registrations.

 

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3. In the confirmation dialog, the session name and start and end date for the registration that will be cancelled is displayed, as well as the information for the session that the learner will be registered for or added to the waiting list.

Select Proceed to complete the session registration change.

When session registration is changed:

  • The enrollment status is displayed on the new session.
  • The user's attendance recorded for a session they have previously been registered for won't count towards the attendance requirements of this course.
  • The user can't register for the session again if the enrollment deadline for the session has passed.
  • The user's seat becomes available to other users and this user can't register for this session again if there are no available seats.

 

For courses of the Enroll user into multiple course sessions enrollment type

Register in additional sessions

If the user enrolled in Instructor-led Training of the Enroll user into multiple course sessions enrollment type would like to keep their registration for the existing sessions or the On Waiting List status but additionally register in more sessions, this can be done in the following way:

1. On the course home page, the user selects the checkbox of the sessions they want to be registered for or added to the waiting lists for. This activates Change session registrations.

The relevant session registration status is displayed on the session card.

 

NOTE   

The user who is enrolled in the course can add the session that has no available seats only when there is at least one current session registration with the Enrolled status.

 

Users who were enrolled in the session via an Azure Active Directory group can't change session selection. However, they may additionally register in a session as an individual learner but not as a member of the group. 

 

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2. Select Change session registration.

3. In the confirmation dialog, all selected sessions are displayed and the user is asked to confirm the registration.

This list of selected sessions includes the session names and their start dates, but doesn't show whether the learner will be added to the waiting list for the sessions where there are no available seats.

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4. Select Proceed or Discard.

Selecting Proceed, the user is registered in the selected sessions that have available seats and added to the waiting lists for the sessions that have no available seats.

Selecting Discard allows the user to go back to the list of available sessions and adjust their selection. 

 

Cancel registration in current sessions

If the user enrolled in Instructor-led Training of the Enroll user into multiple course sessions enrollment type would like to cancel the registration in separate sessions or remove themselves from the waiting list and keep registrations in the others, this can be done in the following way:

 

1. On the course home page, the user clears the checkboxes of the sessions for which they want to cancel their registration or be removed from the waiting lists, including sessions where the enrollment deadline has passed. The relevant session registration status is displayed on the session card.

Clearing the checkbox activates Change session registration.

 

The Change session registration option remains inactive:

  • If the user clears the checkboxes of all the registered sessions.
  • For the sessions the user was registered for as a member of a Microsoft 365 or Azure AD group. Users registered for the sessions via a Microsoft 365 or Azure AD group can't cancel their registration in these sessions. These sessions are greyed out and it's not possible to clear their checkboxes. However, users can manage their registration for other sessions of the course where they are registered as individual learners.

 

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2. Select Change session registrations.

3. In the confirmation window, the list of the sessions is displayed and the user is asked to confirm the registration cancellation.

 

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4. Select Proceed or Discard.

Selecting Discard allows the user to go back to the list of available sessions and adjust their selection.
Selecting Proceed completes the session registration cancellation.
After selecting Proceed, either their registration is cancelled for sessions with available seats or the user is removed from the waiting lists of sessions that have no available seats.

 

Cancelling session registration has the following impacts:

  • The attendance set for the session where the user has been previously registered won’t count towards the attendance requirements of this course.

  • If the user cancels their registration for a session, they can’t register for it again if the enrollment deadline of this session has passed.

  • If the user cancels their registration for a session, their seat becomes available for other users and this user can’t register for this session again if there are no available seats.

 

Register in new session and cancel registration in current ones

For courses of the Enroll user into multiple course sessions enrollment type, it's possible to change the session that users are registered for, added to the waiting lists for, or pending approval for registration without unenrolling and re-enrolling in the course.

Users may want to cancel their registration for, or remove themselves from a waiting list for, any current sessions and to register for or be added to the waiting list for any additional sessions.

 

To change session registrations, the user should follow these steps:

1. On the course home page, clear the checkbox of the current sessions they want to cancel their registration for or be removed from the waiting lists for, including sessions with an enrollment deadline in the past. For sessions that the user was registered for as a member of a Microsoft 365 or Azure AD group, it's not possible to clear the checkbox.

2. Select the checkbox of the sessions they want to register for or be added to the waiting list for.

The sessions that the user is currently registered for, added to the waiting list for, or pending approval for have the Enrolled, On waiting list or Pending approval status on the session card, respectively.

NOTE   

The user who is enrolled in the course can select a new session that has no available places only if the learner has at least one session with the Enrolled status.

 

3. Select Change session registration. 

The Change session registration button is activated:

  • If the user selected a checkbox of the session to register for or to be added to the waiting list for.
  • If the user cleared checkboxes of the sessions that the user is currently registered in or added to the waiting list for.

The Change session registration button is inactive:

  • If the user has cleared the checkboxes of all the sessions they are currently registered for and hasn't selected any other session with seats available.
  • For the sessions that the user was registered for as a member of a Microsoft 365 or Azure AD group. Users registered in sessions via a Microsoft 365 or Azure AD group can't cancel their registration for these sessions. These sessions are greyed out and it's not possible to clear their checkbox. However, users can manage their registration for other sessions as an individual learner.

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4. On the confirmation dialog, the user selects Proceed to complete the session registration change. To cancel the action, select Discard

The Change sessions registrations dialog displays:

  • Under the Cancel registration for the following sessions block, the list of sessions that the user is cancelling the registration for.
  • Under the Confirm registration for the following sessions block, the list of sessions that the user would like to register for.

This list of selected sessions contains the names of sessions and their start date but doesn't show whether the sessions have available seats.

Register_in_and_cancel_registration_in_sessions.png

Selecting Discard allows the user to go back to the list of available sessions and adjust their selection. 


Selecting Proceed completes session registration change. As a result:

  • The registration is cancelled for sessions that have available seats or is removed from the waiting lists for sessions with no available seats.
  • The user is registered in for, or added to the waiting lists for, the recently selected sessions, or is pending approval for these actions to be performed for them.
  • The attendance set for the session that the user has been previously registered won’t count towards the attendance requirements of this course if the user cancels their registration for a session.
  • The user can’t register for the session again if the enrollment deadline of this session has passed.
  • The user's seat becomes available for registration by other users and this user can’t register for this session again if it has no available seats.

 

Unenroll

Using the unenroll feature, course and catalog admins can enable users to cancel their enrollment in specific courses and training plans.

To unenroll from a course of training plan users select Unenroll from course/training plan at the bottom of the Information section on the training home page. 

 

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When unenrolling from a course or training plan, users are asked to write a cancellation message which can be viewed by course and catalog admins on the Approve Enrollments panel in the LMS365 Admin Center. The cancellation message form can be expanded by dragging the bottom right-hand corner, allowing more space for users to work with the text.

When unenrolling from a course of the Enroll user into multiple course sessions enrollment type, users are removed from the waiting lists for the course sessions as well if they were added to them.

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