Enrolling Students into Courses

In order to take a Course and view the learning material, the Student first needs to be enrolled in the Course. Students can enroll themselves in Courses by purchasing Products through the Course Catalog, but it is also possible to directly enroll students into a Course on the Admin side which is what we'll be focusing on here. 

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, for example, a company database.

In this guide, we'll be going over how to enroll individual students on the Admin side of the account, as well as how to bulk upload students and enroll them into Self Paced as well as Instructor Led courses. If you'd like more information on how Students can self-enroll into Courses, please check out this article. 

Note that Instructor Led courses may not be available to legacy users. Please contact support if you have questions about the availability of this feature and adding it to your platform!

If you aren't yet familiar with Users or Course, please review these guides before proceeding:

In this article


Enrolling Existing Students into a Self Paced 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.

Regardless of how a Student is enrolled into a Course, they will receive a Course Enrollment email that can be modified on the Settings>Email> LMS tab.

Enrolling Existing Student(s) via Manage Course

You may enroll single or multiple Students into a Course via the Manage Course page. This is handy if there are several Students you'd like to enroll in a specific Course. 

  1. From your Dashboard, choose Courses, then All Courses
  2. Click the three-dot Action Menu to the right of the Course you'd like to enroll the Student in, and choose Manage Course
  3. Type in the name of the Student or Students you want to enroll. Once they have been entered, click +Enroll Student(s) 

Enrolling an Existing Student via All Users

If the Student you'd like to enroll is already added to your account, you may enroll them by following these steps from their profile as well:

  1. From your Dashboard, choose Users, then All Users
  2. Click the three-dot Action Menu to the right of the Student you'd like to enroll and choose Enroll in a Course
  3. Type in the name of the Course(s) you want to enroll them in. Once they have been entered, click Confirm

Enrolling Multiple Existing Students via All Users

You can also enroll multiple Students into a Course(s) via All Users by following these steps:

  1. From your Dashboard, choose Users, then All Users
  2. Check the box next to the Students you wish to enroll, or click the top box to select all Students on the page
  3. Click Bulk Actions, and choose Quick Edit
  4. Select the Courses you want to enroll the selected Students in
  5. Click Confirm

Enrolling Students into a Class in an Instructor Led Course

Now let's go over how to enroll students into a class that's a part of an Instructor Led course. Note that Instructor Led courses may not be available to legacy users. Please contact support if you have questions about the availability of this feature and adding it to your platform!

  1. From the Admin Dashboard, select Courses, then All Courses
  2. Hover over the Instructor Led course you want to enroll the student into a class for, and choose Manage
  3. Within the course, find the class you wish to enroll students into, and click the three-dot action menu.  Opt to Manage Roster
  4. This will list the students already enrolled. To add an existing student(s), type in the student's name into the search bar as shown below and select them from the dropdown menu. You may add more than one student here. 
  5. Click + Enroll Student(s) to add them to the class and trigger the Class Enrollment email

Bulk Enrolling Students into Self Paced and Instructor Led Courses

If you would like to enroll a large number of Students into a Self Paced course(s) or Instructor Led course classes, you can use the Bulk Upload option. This allows you to upload a simple formatted Excel 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).

  1. From the Admin Dashboard, choose Users, then choose Bulk Upload. (Selecting the Bulk Enroll option on the Manage Course page will take you to the Bulk Upload Users page.)
  2. Follow the instructions on the page to upload the Excel file. The file must be in Excel 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.

    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).

    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.
  3. 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.
  4. And lastly, you can select one or more Courses to enroll your Students into for Self Paced courses, or you can select a Learning Path as well. Selecting a Learning Path will enroll students into the Courses included in that Learning Path.

    If you are enrolling students into an Instructor Led course, you will select the course under the "Select Class" dropdown, and will then be required to select the location and the class that you want to enroll the students into. 

     
  5. Click Upload Users

You can also check out this video, which goes through how to bulk upload:


Course Enrollment Automated Email

By default, the student will be notified via an automated email that they have been enrolled into a new Self Paced course, which is sent immediately after enrollment. If you'd like to adjust this Course Enrollment email template at all, follow these steps:

  1. From the Admin Dashboard, choose Settings then Email
  2. Select the LMS > Course Enrollment tab: 
  3. The email can be enabled/disabled and the template itself can be modified to your liking. Every email template has its own short codes (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 (short code: [course-enrolled-list]). 
  4. Click Save Email to save your changes, or you can also opt to send a test email to see what it will look like
  5. Once saved, the Course Enrollment automated email will be delivered when a user is enrolled in its completed form with all short-codes populated.

Class Enrollment Automated Email

By default, the student will be notified via an automated email that they have been enrolled into a class as a part of an Instructor Led course, which is sent immediately after enrollment. If you'd like to adjust this Class Enrollment email template at all, follow these steps:

  1. From the Admin Dashboard, choose Settings then Email
  2. Select the LMS > Class Enrollment tab
  3. The email can be enabled/disabled and the template itself can be modified to your liking. Every email template has its own short codes (listed below the Additional Content field) that can be used to pull in dynamic data. such as student name, list of the enrolled class, 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 (short code: [class-enrolled-list]). 
  4. Click Save Email to save your changes, or you can also opt to send a test email to see what it will look like
  5. Once saved, the Course Enrollment automated email will be delivered when a user is enrolled 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: