How do I enable more than 5,000 users to enroll in a course?

 

Due to SharePoint limitations, all courses has a maximum number of 5,000 separate enrollments. This means, when a course has 5,000 separate enrollments, attempts to enroll in to this course will fail.

For larger organizations with many learners, or for courses that run over a longer period of time and, therefore, eventually will reach 5,000 separate enrollments, this can be an issue.

In this article, we will describe what you can do if a course has reached 5,000 separate enrollments and you want to enable more learners to enroll. 

 

In this article

 

The limit of separate enrollments

Each group in a SharePoint site collection can have up to 5,000 users. As users are added to a SharePoint group when they are enrolled in to an LMS365 course, the maximum number of separate enrollments per course is 5,000 users.

When this limit has been reached, learners can't enroll themselves in to the course and they will receive the below error message when trying. 

 

failed_enrollment.png

 

If the course administrator tries to enroll users in to a course past the 5,000 separate enrollments, the notification will inform that the attempt has failed and cannot be completed.

 

new_notification.png

 


TIP:
You can quickly get an overview of the number of users in groups of a SharePoint site:

  • For courses and training plans created after the LMS365 January 2022 release, only users with a course catalog admin role are able to manage the SharePoint site settings. To view the count of SharePoint groups, go to the course or training plan home page > Settings icon > Site contents > Site settings > People and Groups > More > Search for the course or training plan in the list > Select the Learners group or Administrators group > List View > check the Count of the group.

Viewing the count of a group requires an adjustment to the list settings. 

 

list_view_of_group.png

 

  • To view the count of SharePoint groups in courses created before the LMS365 January 2022 release, go to SharePoint Site Settings > People and Groups > Select the group > List View > Check the Count.

  Viewing the count of a group requires an adjustment to the list settings

 

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Users that enroll in a course will become members of the Learners group, while course admins are members of the Administrators group. As long as the Learners group has less that 5,000 individual users or user groups, people can still enroll in this course.

 

 

 

Possible Solutions 

If you have a need for more than 5,000 users to complete a course, this can be done in two ways:

  1. As users inside an Active Directory group is counted as one enrollment only, we highly recommend you to use this enrollment method if you have more than 5,000 users of your LMS365 solution. Employing this method, you can enroll up to 5,000 separate Active Directory groups, each including several users.

  2. Alternatively, the course administrator can manually unenroll users who have completed a course and enroll the users who have not yet been enrolled in the course. The unenrolled users will not be able to revisit the content of this course, but will retain achieved certificates and CEUs.

 

 

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