Use the Requests tab of a learning experience to see who asked to be enrolled and what happened to each request. You can also approve or decline a request in place of the learner's manager.
Before you start
You can open the Requests tab when you can view enrolments for the learning experience. You can approve or decline a request when you have the permission to approve enrolment requests for it. The permission shows this text: "Allows you to approve or decline a learner's enrolment request on their manager's behalf". These are the default roles with this permission: Learning Experience Admin.
The learner's own manager can always decide the request.
The learning experience must not be archived when you decide a request. You cannot decide your own request.
Find the enrolment requests of a learning experience
The Requests tab shows the requests of every learner, whoever their manager is. A request arises when the learning experience has Require approval turned on and the learner selects Request access. The learner needs a manager to request access. You turn on Require approval in the Settings step of Finish and publish a learning experience.
- Select Learning Experiences in the navigation.
- Open the learning experience.
- Select the Requests tab.
You see a table with the columns Learner, Requested, Status, Decided by and Decided. The Status column shows "Awaiting approval", "Approved" or "Declined". The requests that await a decision come first, then the newest requests.
When someone other than the learner's manager decided a request, you see "Admin decision" under their name in the Decided by column.
To narrow the list, enter a name or an email address in Search learners. You can also use Show to choose "All requests", "Awaiting approval" or "Decided".
If the list is empty, you see "No enrolment requests". If your choice in Show matches nothing, you see "No requests are awaiting approval" or "No requests have been decided yet". Select Show all requests to see the full list again.
Approve or decline an enrolment request
Approve or decline a request on the Requests tab when the learner's manager has not decided it.
Open the learning experience.
Select the Requests tab.
Find a request with the status "Awaiting approval".
Select Approve or Decline.
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For a decline, enter a Reason of up to 255 characters if you want to.
Select Approve or Decline in the dialog.
After you approve, you see "<name> has been enrolled." After you decline, you see "<name>'s request has been declined." The row then shows "Approved" or "Declined", your name in the Decided by column and the date in the Decided column. The row has no Approve or Decline buttons any more.
The dialog says that the decision is recorded against you. Unless you are the learner's manager, it shows as an admin decision.
The learner gets an in-app notification and an email, for an approval and for a decline. The subject of the email is "Your enrolment request has been approved" or "Your enrolment request has been rejected". The learner sees your reason if you enter one. The learner is enrolled when you approve.
Troubleshooting
If you cannot see the Requests tab, you cannot view enrolments for the learning experience.