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

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

For larger organizations with many learners, or for courses that run over a longer period of time and may eventually 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 
• Overview of the users in groups
• Possible solutions

 

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 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 the course and, when trying, they receive the error message informing that their enrollment failed and isn't possible as the training has reached the maximum number of enrollment, and asking to reach out to the training contacts. 

 

 

If the course administrator tries to enroll users in a course past the 5,000 separate enrollments, the notification informs them that the attempt has failed and can't be completed. All enrollments up to the 5,000 limit will be approved and the remaining ones will be rejected.

 

 

 

Overview of the users in groups

Users that enroll in a course 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.

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

Required role: course catalog admin.

To view the count of SharePoint groups:

1. Go to the course or training plan home page, find the Settings icon and select Site contents.

2. On the Site contents page, select Site settings, then under Users and Permissions select People and Groups.

3. On the People and Groups page, select More and then search for the relevant course or training plan in the list. When found, select the relevant group—Learners or Administrators. The page of the selected group open where you can see all the users of this group and their total amount next to Count=(number) at the top of the list.

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

 

 

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. Active Directory groups inside of a course are counted as one item in a SharePoint Group. Because of this, we highly recommend you to enroll groups instead of individual users in courses and training plans 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.