Enrol people on a learning experience, and mark them as complete or reset their progress. Enrol individuals or groups, and turn on dynamic enrolment for a group to keep its members up to date.
Before you start
You need a permission that matches the task. The learning experience must not be archived when you change enrolments or group links.
To enrol people, you need the permission to edit learning experiences in your organisation. These are the default roles with this permission: Organisation Admin.
To mark a learner as complete or reset progress, you need the permission to edit the learning experience, as well as the permission to edit enrolment completions for the learning experience.
To view evidence, you need permission to manage enrolments for the learning experience. Group roles that manage enrolments for a linked group have it.
See who is enrolled on a learning experience
Open the Users tab to see everyone who is enrolled on a learning experience.
- Select Learning Experiences in the main navigation.
- Open the learning experience.
- Select the Users tab.
You see a table with the columns Name, Group, Start date, Due date, Required, Status, Expire and Progress.
The Status column shows "Not started", "In progress" or "Completed". A due date that has passed for a learner who has not completed shows in red with a warning icon.
Enter a name in Search learners to narrow the list. If nobody is enrolled yet, you see "No learners enrolled yet".
Enrol people on a learning experience
Use the Enrol users wizard to enrol individual people, whole groups, or both. You can start it from the Users tab or the Groups tab of the learning experience.
- Select Enrol users.
- Choose who to enrol.
- Select Continue.
- Set when and how the learning experience runs for these users.
- Select Continue.
- Check the Recipients and Schedule sections on the review step.
- Select Confirm enrolment.
The wizard closes and you see a message with the result, for example "Enrolled 3 users onto <learning experience>". If everyone you chose was already enrolled, you see "No new enrolments for <learning experience>". If group members are queued and nothing had a problem, the message is "Your group enrolments have been queued successfully", with a line such as "2 groups - 40 enrolments will be processed in the background" below it. A group with no members shows no such line.
Choose who to enrol
The Groups tab and the Users tab hold the people you can pick. In Groups, select one or more groups.
Each selected group has a Dynamic enrolment switch that is on by default. With it on, people who join the group later are enrolled. Turn it off for a one-time enrolment.
In Users, enter a name or email address in Search by name or email, then select the people to enrol. The list shows each person's Name, Email and Status, which is "Available" or "Already enrolled".
The footer counts your selection, for example "2 groups selected · 1 dynamic · 3 users selected". Continue stays unavailable until you pick at least one group or user.
Set when and how the learning experience runs for these users
Set the Start date and whether the enrolment is Required. Then set the due date as Days or Date.
Days to complete are counted from the start date you set here. For a dynamic group, people who join later are counted from the day they join. A required enrolment needs a due value before you can continue.
When you pick a dynamic group, only days are available, because each person gets the same number of days to complete. The step shows the notice "Dynamic groups use days to complete".
Group members are enrolled in the background
Expect group members to appear on the learning experience a little after you confirm. The wizard enrols the members of each group you pick in the background.
People you picked one by one on the Users tab are enrolled straight away. Group members are enrolled in the background, so they may not appear on the Users tab at once. Refresh the Users tab later to see them.
If part of your selection had a problem, the message lists the problems. Select View all to read them.
Review problems after enrolling people
Open the full results list when an enrolment finishes with a problem.
- Finish the Enrol users wizard.
- In the message that stays on screen, select View all.
- Read the "Enrolment results" list.
- Select Close.
The list closes. The message stays until you dismiss it, and it names the problems, for example "2 already enrolled · 1 user could not be enrolled (<names>)".
The list shows each person or group with the reason, such as "User could not be found", "Group could not be found" or "Could not be enrolled". If the wizard stopped before it handled everyone, the list shows "Remaining selection" with the reason "Stopped before the whole selection was processed".
People who were enrolled before the problem stay enrolled.
Check why a group cannot be selected
Look at the label on a group in the Groups tab of the Enrol users wizard when you cannot select it.
A group with the "Hidden" label cannot be selected. Hover over the label to read "This learning experience is hidden for this group on visibility settings". Change the visibility settings of the learning experience for that group, then open the wizard again. Manage a learning experience explains the visibility settings.
A group with the "Dynamic enrolled" label is already enrolled dynamically on this learning experience, so you cannot select it again.
If you select a group and its visibility then changes, the wizard removes the group from your selection.
Mark a learner as complete
Mark a learner as complete when they finished the learning experience outside the product.
Open the Users tab.
Select the actions menu, the three dots at the end of the learner's row.
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Select Mark as complete.
In the "Mark <name> as complete?" dialog, select Mark as complete.
You see "<name> has been marked complete." and the Status column shows "Completed".
The dialog explains that the learner is marked 100% complete without having worked through the content. It also says that reports show the enrolment as completed. Mark as complete is unavailable for a learner who has already completed.
Reset a learner's progress
Reset a learner's progress to let them start the learning experience again. The learner stays enrolled.
- Open the Users tab.
- Select the actions menu, the three dots at the end of the learner's row.
- Select Reset progress.
- In the "Reset progress for <name>?" dialog, read the "This will:" list.
- Type reset in the field labelled "Type reset to confirm".
- Select Reset.
You see "<name>'s progress has been reset."
The dialog lists what happens. It resets their current progress, so the enrolment no longer shows as completed. It keeps the earlier completion as a record in admin reporting and hides it from the learner. It restarts their start date from today.
Warning
The learner's comments are deleted permanently and cannot be restored.
View the evidence a learner submitted
Open a learner's submitted evidence from the Users tab. The dialog is read only.
- Open the Users tab.
- Select the actions menu, the three dots at the end of the learner's row.
- Select View evidence.
- Read the "Evidence submitted by <name>" dialog.
- Select Close.
The dialog closes and you return to the Users tab.
Under a step, each file shows its name, its status, and "Submitted <date>". Once a manager has decided, the file also shows "Reviewed by <name> on <date>". Select Download to download a file.
A step with no files shows "No evidence submitted yet." A learning experience with no evidence steps shows "This learning experience has no evidence steps." You cannot delete, replace, approve or reject evidence in this dialog.
Troubleshooting
If you cannot see the Users tab, you do not have permission to view enrolments on the learning experience.
If Enrol users or an action in the actions menu is unavailable, check that the learning experience is not archived. Enrol users and Unenrol need the permission to edit learning experiences in your organisation. Mark as complete and Reset progress need the permission to edit the learning experience, as well as the permission to edit enrolment completions. Edit due date needs only the permission to manage enrolments for the learning experience.
If you do not see Mark as complete or Reset progress in the actions menu, check that you have the permission for that action. The permissions are in Before you start.
If View evidence is not in the actions menu, contact support to turn on evidence steps for your organisation.
If Reset progress is unavailable for a learner, the learner shows 0% progress and has not completed. Progress counts only required work, so a learner who has done only optional work shows 0%.
If you see "Set a completion time for the required enrolment to continue", enter the days or the date to complete.
If you see "The due date can't be before the start date", pick a due date that is not before the start date.
If you see "Required enrolments must have a due date.", pick a due date for the learner.