Enrolling Students into Courses

In order to take a Course and view the learning material, a Student first needs to be enrolled. Students can be enrolled in courses in two ways; by purchasing Products through the Course Catalog or by being directly enrolled by an Admin.

Students can be enrolled individually or through bulk enrollment. Bulk enrollment is useful for adding large number of Students to your platform quickly and easily.

In this guide, we'll be going over how to add students on the Admin side of your account, as well as enroll them into Self Paced and 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:

Enrolling Existing Students into a Self Paced Course

A student can be manually enrolled in a course using two methods: either at the course level, through the Manage Course page, or at the student level, through the All Users page.

Regardless of the chosen enrollment method, the student will always receive a Course Enrollment email. This email can be customized under 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.

From your Dashboard, choose Courses, then All Courses
Click the three-dot Action Menu to the right of the Course you'd like to enroll the Student in, and choose Manage Course
Type in the name of the Student or Students you want to enroll and 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:

From your Dashboard, choose Users, then All Users
Click the three-dot Action Menu to the right of the Student you'd like to enroll and choose Enroll in a Course
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:

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

From the Admin Dashboard, select Courses, then All Courses
Hover over the Instructor Led course you want to enroll the student into a class for, and choose Manage
Within the course, find the class you wish to enroll students into, and click the three-dot action menu. Select Manage Roster
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.
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

With the Bulk Upload feature, you can easily add up to 500 students by using a simple, formatted Excel file. If a Student is not already in the system, their profile will be created. Even for existing students, you can use this to bulk enroll them in a course based on their email.

From the Admin Dashboard, select Users, then Import Users. (Selecting the Bulk Enroll option on the Manage Course page will take you to the Bulk Upload Users page.)
You will get two options to export Users . One being Excel and other being Hubspot.
Importing using Excel
3.1. 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. It 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): If a password is not provided in the file, one will be auto-generated for the student and sent to them in their New Account email (which is enabled by default). They can change this password later on.
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.
3.2. You have the option of immediately assigning the students to a Group. 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.
3.3. 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. Selecting a Learning Path will enroll students into the Courses included in within it.
If you are enrolling students into an Instructor Led course, select the course under the "Select Class" dropdown, and the location and class that you want to enroll the students into.
Import Using Hubspot . To import users using HubSpot follow the steps mentioned in https://docs.academyofmine.com/article/220-hubspot-integration-with-aom
Lastly , 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 edit this Course Enrollment email template, follow these steps:

From the Admin Dashboard, choose Settings then Email
Select the LMS → Course Enrollment tab:
The email can be enabled/disabled and the template 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 lists them all (short code: [course-enrolled-list]).
Click Save Email to save your changes, or you can also choose to send a test email to preview it.
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 edit this Class Enrollment email template, follow these steps:

From the Admin Dashboard, choose Settings then Email
Select the LMS → Class Enrollment tab
The email can be enabled/disabled and the template 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]).
Click Save Email to save your changes, or you can also opt to send a test email to see what it will look like
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: