Enrolling Students into Courses

Before viewing this guide, please review these prerequisite guides:

Students can enroll themselves in Courses by purchasing Products through the Course Catalog (learn about the differences between Products and Courses here) but it is also possible to directly enroll students into a course from the Admin Dashboard. 

Bulk enrollment of a large number of students at once is also possible for an Admin or Group Admin. This is ideal for adding large number of Students to the system, in particular if basic personal information is readily available (e.g. a company database).

Furthermore, when a student is enrolled into a course, they will receive a Course Enrollment email that can be modified on the Settings -> Email -> LMS tab.

In this article

Enrolling Existing Students in a Course

There are two ways for a Student to be manually enrolled into a Course: through the Manage Course page, and through the All Users page. The difference here being that we can start at the course level and find the student to enroll, or start with the student and enroll them in the correct course, respectively.

Manage Course Page

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An Admin can enroll students into a course from the Manage Course page of any course.

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The Manage Course page can be found by navigating to Courses > All Courses in the sidebar of the Admin Dashboard, and then selecting Manage for the course you want to enroll a student into.

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On the Manage Course page you will find a section specifically dedicated to enrolling students. If a student already has an existing user profile created, for example because you have added them as a user or they are already enrolled in a different course, you can search them by name, select them from the dropdown, and click + Enroll Student(s) to enroll them in the course. This can be done with more than one user at a time.

All Users Page

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Students with existing user profiles can also be enrolled into courses from the All Users page. The All Users can be located in the Admin Dashboard sidebar at Users > All Users

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In the list of all users, locate the student you are looking to enroll, select the Actions menu (triple dots) for that student, and click  Enroll in a Course.

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A pop-up modal will show where you can search and select the courses you want to enroll the student into (note that you can select multiple courses if you like). After selecting the courses, click the Confirm button to complete the enrollment process.

Bulk Enrolling Students

If you would like to enroll a large number of Students into a course or courses, you can use the Bulk Upload option. This allows you to upload a simple formatted .csv file containing the basic student information for up to 500 students at once. If someone in the list does not yet have a user profile, the bulk upload process will create one for them, though even when students already exist in the system we can use this method to enroll them into a course (in this case, the student is identified by the email address and is just enrolled; no account detail are changed).

Selecting the Bulk Enroll option on the Manage Course page will take you to the Bulk Upload Users page. 

You can also get there via the sidebar of the Admin Dashboard by heading to Users > Bulk Upload. 

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On the Bulk Upload page you will be able to upload the aforementioned .csv file. The file must be in CSV format and comply with the header structure as presented in the instructions. A sample file is available to download on the Bulk Upload Users page, which can be used as a starting point. This file already has the header columns formatted correctly, and only requires you to add the student records.

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The file must be formatted with the following header/first row values:

  • Email (mandatory): If the email address is already in use by a user profile, the existing user will be enrolled in the courses selected.
  • First_Name (mandatory).
  • Last_Name (optional): The Last_Name column does not need to be filled in for the user but can be used to immediately populate this value.
  • Password (optional): The Password value does not need to be filled in for the user but can be preset as well. If a password is not provided in the file, one will be auto-generated for the student who change this later, and the student will find the password it in their New Account email (which by default is enabled).
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There is a limit of 500 students that can be uploaded per file to ensure there are no timeouts in the middle of the upload. If you have more than 500 Students, please separate them into multiple files, and upload them back-to-back.

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Attach your CSV file by dragging and dropping it into the associated box on the page, or click the box to upload and select it from a local folder.

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You have the option of immediately assigning the students to a Group as well. This would automatically enroll the students as part of that particular Group. To learn more about how Groups are used, visit our Introduction to Groups article.

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And lastly, you can select one or more Courses to enroll your Students into.

Course Enrollment Automated Email

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By default, the student will be notified via an automated email that they have been enrolled into a new course, which is sent immediately after enrollment.

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The Course Enrollment email template can be found in the Admin Dashboard in the sidebar under Settings > Email, and then selecting the LMS > Course Enrollment tab. The email can be enabled/disabled and the template itself can be modified to your liking. Every email template has its own shortcodes (listed below the Additional Content field) that can be used to pull in dynamic data. such as student name, list of the enrolled courses, site name, and so forth. Note that if a student is enrolled into multiple courses at the same time, they only receive one email that will list all those courses (shortcode: [course-enrolled-list]).

You can also choose to enable or disable this email to decide whether it is sent out or not.

For more information on automated emails, please review our guide on Introduction to Automated Emails.

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The New Account automated email will be delivered to the new user in its completed form with all short-codes populated.

Next Step

Now that you know how students are manually enrolled in a course, you may want to learn how to manage student certificates or how a student can get course access by purchasing a Product: