An Enrollment Key is an easy-to-use credential implemented by Admins to allow prospective Learners to create accounts in your Portal, and enroll into Courses. Enrollment Keys can be used in a variety of ways depending on what is suitable for your needs. They can be created and distributed to new Users to have them set up their own accounts, adding them to a predetermined Department. Alternatively, it can be a way to enroll Users into specific learning content, minimizing the manual work of enrolling each User into learning content. They can also be set up to do all of the above tasks, simply by distributing a unique Key Name.   

Setting Up Enrollment Keys

Enrollment Keys can be found and managed through the Enrollment Keys Report. This Report can be accessed through the Users tab on the left-hand menu in the LMS.

When adding an Enrollment Key, there are a number of options that you can choose from to set one up. These options will affect how the Enrollment Key is used, and what results the use will have for Admins and Learners. We will outline these options in the sections below, and then explain how to create a new Enrollment Key.

General

Below is a list of the options under the General tab, and their function:

• Name: This is the name that you will use for reference when looking at your Enrollment Keys Report. This name will not be shown to Learners, and can only be seen by Admins with access to Enrollment Keys, so you can make it as unique as necessary. This is a required field.
• Department: Selecting a Department from the drop-down list will ensure that any new accounts created with the Key are added to the selected Department. This is a required field.
  
  
  Blended Billing Model

  If you have a Blended Billing Model, a tool tip will state whether the Department you've selected has Internal or External Billing applied. Please ensure you have selected the correct Department and the Department has the expected Billing Type.

  

• Username: You can check the box next to either Email Address, FirstName.LastName, or User Input to determine a Group assignment method and how a Username will appear in the LMS.
  
  • Email Address: The Enrollment Key will create a Username from the provided Email Address.
  • FirstName.LastName: The Enrollment Key will create a Username from the provided First Name and Last Name.
  • User Input: The Enrollment Key will create a Username from the provided input.
• Use Temporary Password: Enabling this option sets a temporary password when the Enrollment Key is redeemed, and Users are prompted to set a new password through a link in the New User message.
• Assign Courses to Key: Click the Add Courses button to open a model to search for an select Courses. Any Courses selected by clicking on the Add Courses button will be added to the User's enrollments and be available once the Enrollment Key is redeemed. 
• Generate Keys: Use this toggle to select Single or Bulk Key generation. These options are outlined in further detail in the table below.

• Start Date: Click this field to use a date picker tool to choose when Users can begin using the Enrollment Key. Any attempts to use a Key before this date will result in an error message. 
• Expiry Date: Click this field to use a date picker tool to choose when Users can no longer use their Enrollment Keys. Any attempts to use a Key after this date will result in an error message. 
• Number of Uses: Enter a number into this field to limit the number of uses an Enrollment Key has.
  • NOTE: The number of uses includes both successful, and unsuccessful redemption of the Key. Unsuccessful redemption includes instances where the User did not complete the enrollment process.
• Language: Click this field to open a drop-down menu of available Languages. The User's default Language can be set from the available options in the drop-down menu.

Messages

Under the Messages heading is the Send new user email option. Enabling this option will send out your Portal's default Message Template unless you choose to enable the Use Custom Template toggle.

You can edit the Custom Template by clicking the Edit Template button. By default, the Send new user email option is disabled.

Enrollment Key Message Template

When using this Message Template, the LMS Link field may be included in the email distributed to Learners. For most Message Templates, if  you use Department specific URL/Routes, this link will populate with the URL associated with the User's Department.

The Enrollment Key Message Template will use the same LMS Link that the Admin has logged in with to send the message. If you are using a specific Department structure with a unique Route, make sure an Admin of that Department accesses from the intended Route to distribute this message.

Field Values

Under the Field Values tab, you will find a list of all the available default and custom fields in your Portal. When using the Enrollment Key associated, any new Users will be required to fill out the forms as set up under this tab. The first three fields—Username, First Name, and Last Name—cannot be manipulated as they are required by Absorb.

The remaining fields can be made Hidden, Locked, Optional, Read Only, or Required, as determined by an Admin. Below are the differences between the options available for each:

• Hidden: Learners will not be able to see this field, however Admins will be able to in the Users Report.
• Optional: This will make the field visible by Learners and Admins, but is not required when creating an account. Use this option to take in information that they User may want to provide, but is not critical to your organization.
• Locked/Read Only: Learners will be able to see the field, but will be unable to change the data within it. Admins will be able to both see and update the data. This option can be used to provide Users with the ability to see the information that will be on their profile, but prevent them from altering it. 
• Required: This will make the Custom Field visible to both Learners and Admins, and will be required when creating or updating User information. This option should be selected when Admins must have the information provided upon account creation. 

Custom Fields appear in the same order that they are created in Portal Settings. Changing the order of a Custom Field when creating an Enrollment Key is not possible. To change the order of a Custom Field, you will need to delete Custom Fields (and with that any data associated with them), and then recreate them in the order that they must appear.

Adding a New Enrollment Key

Now that we've given an overview of the sections associated with creating a new Enrollment Key, we will outline the process of creating a new Key. Please advise the steps below:

1. In the Admin Experience, click on the Users tab in the left-hand menu.
2. Select Enrollment Keys from the Users menu.
   
   
   
3. In the Enrollment Keys Report, click Add Enrollment Key in the Actions menu on the right-hand side of the page.
   
4. Fill out the fields in the General, Messages, and Field Values section, as described earlier in this article.
5. Click Save. Your new Enrollment Key will be listed in the Enrollment Keys Report.
   

User Redemption

There are three methods to redeem an Enrollment Key:

1. Sign-Up: The first method is by clicking the signup button on the Absorb Login Page and physically entering the Key. In this case, the Key may be provided to Users on a piece of printed promotional material, or shared with Supervisors via email to allow them to share with their staff.
   • Note: Some organizations have chosen to hide the Signup button in their Portal setup. To re-enable this, an Admin can go to Manage Templates in the Learner Experience, then choose Login. From this tab, click Advanced and toggle off Hide Sign Up button from Login Page. 
     
     
2. Direct Link URL: The second method is by using a Direct Link URL. These links might be included in an email, placed on your website, or can be embedded in the Sign Up button on your Absorb Learner Login Page.
3. Redeem an Enrollment Key: The third method is by redeeming an Enrollment Key through a tile on the Learner Dashboard. If your Learner Dashboard doesn’t have this tile, you can request it by contacting Absorb Support.
   • NOTE: When an existing Learner redeems an Enrollment Key, it is for course enrollment purposes only. The other Learner Management aspects of the Key - such as Department assignment - do not apply to existing Users.

Once the Key is redeemed, the Learner is taken to the registration page where they can enter in their personal information, and create their account. The information they can enter will depend entirely on how the Field Values were set up when the Enrollment Key was created.

Enrollment Key Re-Enrollment

Enrollment Keys can also be used to re-enroll Learners in Courses they've previously completed. The Course must have re-enrollment configured and the Learner must meet the eligibility criteria in order to re-enroll in the Course. You can learn more about this feature here.

Role Permissions

Below are the Required Role Permissions the Admin will need to use this feature and access the data to be populated.

Please note that your environment may use customized Role(s), Permissions, or a combination of both to perform these activities. If you have questions or need assistance, please contact your local System Administrator to review your current Permissions.

Required Role Permissions

*Admin only require access to the kind of Course that they are creating Enrollment Keys for.

Suggested Role Permissions