Manage Auto-Enrollment

Auto Enrollment allows organizations to configure specific criteria or targets in advance, and then automatically evaluate and automatically enroll users who match those targets in specific classes.  For example, you may want to enroll employees who have been with the company for a certain number of years in a training program.  The Auto Enroll feature would periodically check employees' records against this criteria and automatically enroll them when the criteria is met. 

Auto enrollment criteria for a course is configured in the course's Learning Module session properties.  For more information, please see Learning Module Session Utilities.

General auto-enroll settings and information can be accessed in the Auto-Enroll Console. Here, administrators with unrestricted access can configure settings for the auto-enroll scanning interval, view a list of users that are auto-enrolled and the list of targeted courses, and check the auto-enrollment log.

To update the Auto-Enroll Console settings, your user role must have unrestricted access to the Auto-Enroll Console feature in System Roles (Manage Features > Catalog Manager Features).

Criteria Scan Interval

When Online/Login Auto-Enroll is turned on, the system will scan users for course auto-enrollment at login.  You can configure the intervals at which auto-enrollments will be processed.  

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. On the Auto-Enroll Console tab, be sure Turn on Online/Login Auto-Enroll is checked.
  3. Select an option from the drop-down field to specify when the LMS checks user accounts against auto-enroll criteria:
  • Initiate New Check Only When Individual Module Criteria Or User Attributes Change
  • Initiate New Check For Every Targeted Course At Every Login
  • Initiate New Check For Every Targeted Course Each Week
  • Initiate New Check For Every Targeted Course Each Month
Altering this setting affects the timestamp criteria for each course. You can trigger a re-scan for a particular course by adjusting the selection criteria in the session's Auto-Enroll Properties. Similarly, updating any user properties in the User Editor prompts a re-scan for that user, resetting timestamps for both users and courses.
  1. Check the Enable online SubModule handling box to include scanning for automatic enrollment into sub-modules within ongoing programs. If this option isn't activated, the system will still perform this task within the daily "Auto Enroll Offline Sub-module Scan," unless offline auto-enrollment is turned off.
  2. Click Save.

Offline Bulk Auto-Enroll

Enabling offline auto-enrollment allows users who haven't logged in to be scanned and enrolled in courses, with email notifications sent to them. This feature is disabled by default due to potential impacts on system performance. PeopleFluent suggests using the trickle option, which processes batches of about 1/30 of active users daily, ensuring all users are scanned and enrolled over a one-month period.

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. Click Turn on Offline Bulk Auto-Enroll.
  3. Select an option from the drop-down field to specify when the LMS checks user accounts against auto-enroll criteria:
  • Daily Incremental
  • Trickle Auto-enroll All Active Users Over One Month Period
  • All Active Users Once per Day
  • All Active Users Once per Week
  • All Active Users Once per Month
  1. Click Save.

View a List of Users Auto-Enrolled in a Course

In the Auto-Enroll User Listing tab of the Auto-Enroll Console you can select a learning module and enrollment date range to see which users have been enrolled via auto-enrollment. Users who were enrolled manually are not listed.

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. Click the Auto-Enroll User Listing tab.
  3. To choose a learning module, simply click Select. This action will open the Selector page in a new window, where you can search for the desired module. Please note that you can only select one module.
  4. Select the start and end dates and times of the automatic enrollment.
  5. Click Filter to list the users who were auto-enrolled.

View the Auto-Enroll Process Log

The Auto-Enroll process log provides an overview of the enrollment processing for the last 30 days. It includes details such as the learners who underwent auto-enrollment, along with information about the learning module, session ID, and the date and time of the auto-enroll processing. In the Message column, you'll find additional information regarding each event, such as confirmation of successful enrollment or notification if the enrollment is pending approval.

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. Click the Auto-Enroll Log tab.
  3. Filter the list as necessary.  The following values are available:
  • User Name
  • Learning Module ID
  • Event start and end dates

View Courses Targeted for Auto-Enroll

You can view a list of learning modules with configured auto-enroll criteria.  The list can be filtered by module ID and auto-enroll activation date.

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. Click the Targeted Courses tab.
  3. Filter the list as necessary.  

View Auto-Enroll Statistics

  1. Go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.
  2. Click Auto-Enroll Statistics.