Course Enrollments

Updated July 28, 2023 19:43

Are you just getting started with this report? We recommend that you review the Roles & Permission section of this article before you continue.

Overview

The Course Enrollments report page provides access to view and manage enrollments for Curricula, Instructor-Led Courses (ILCs), Online Courses, and Course Bundles available within the system.

This table will only return results for active Users and active training. From here you can add and modify Enrollments, re-enroll Users into training, and view User details.

About the Report

The Course Enrollments report is located in the Courses menu of the Admin Refresh Experience. You can also navigate to this report from the Courses Administration page > Actions menu > Course Enrollments.

When you initially land on the Course Enrollment page you will be prompted to choose a Course to return information on.

The page will launch using the standard Report layout where an Admin can:

Manage Enrollments
Create new Enrollments
Re-enroll Users
Un-enroll Users
Edit Users
View User Transcripts
Message Users
View Historic Enrollments

Report Data

You can customize this report to provide information on any data points listed below.

Notes

Fields with an asterisk (*) symbol are included in the Report's default layout.
Custom fields configured in your portal settings will also be available.
Remember that opening a report may also include a favorite saved layout or a shared default organizational report layout.

Data Column

Description

% (Progress)*

This column displays the User's training progress, based on the total number of Lessons contained in the Course.

Address

This column displays the value populated in the User's Profile > Address field.

Address2

This column displays the value populated in the User's Profile > Address 2 field.

City

This column displays the value populated in the User's Profile > City field.

Country

This column displays the value populated in the User's Profile > Country field.

Course
(Course ID)

This column displays the Online Course ID provided by the LMS when the selected online course was created.

Course Language

This column displays the value set for Course Language in the course’s configuration.

Course Name

This column displays the name of the Course associated with each activity record.

Date Added

This column displays the date and time that the User Profile was created.

Note: This is a system-generated value and is not a visible field within the User's Profile.

Date Completed

This column displays the calendar date and time that the User concluded all requirements within the Course

Date Edited

This column displays the date and time that the User Profile was edited.

Note: This is a system-generated value and is not a visible field within the User's Profile.

Date Electronically Signed

This column displays the date the User completed their electronic signature within the Online Course.

Date Enrolled

This column displays the calendar date and time that the User was enrolled in the Course.

Date Hired

This column displays the value populated in the User's Profile > Date Hired field.

Days until due

This column displays the calculated number of days until the User reaches the due date of the enrollment.

Department*

This column displays the value populated in the User's Profile > Department field.

Note: The Department is the primary method in the application for grouping Users together.

Due Date

This column displays the calendar date and time populated in the Course Settings > Availability > Due Date field.

Email Address

This column displays the value populated in the User's Profile > Email Address field.

Employee Number

This column displays the value populated in the User's Profile > Employee Number field.

Enrollment Method

This column displays the method used to enroll the User into the training.

Enrollment Method	Details
Admin	The User was enrolled by an Admin.
API Re-Enrollment	The User was re-enrolled into the Course by a RESTful API configuration.
Automatic	The User was enrolled by an Automatic Enrollment Rule established in the Course's Settings> Enable Automatic Enrollment > Rule section.
Mandatory	The User self-enrolled into a Course that had been marked as "Mandatory." Course Settings > Catalog Visibility section.
Re-Enrollment	The User was re-enrolled into the Course by one of the following actions: A User re-enrolled themselves. The User was re-enrolled by an Admin from the Enrollment Report. The User was automatically re-enrolled. This can be triggered by an Enrollment rule or Post-Enrollment rule.
Self	The User enrolled themselves in the Course. Note: This value may also be displayed in a scenario where a User has self-enrolled into a Course marked as "Mandatory."
System	The User was enrolled into the Course by an Admin, a Post-Enrollment Rule, a RESTful API configuration, or other integration.

Enrollments

This column displays the total number of times the specific User has been enrolled in the training.

Equivalency ID

This column displays the Equivalency ID for the Course if it has been defined as equivalent to other courses.

First Name*

This column displays the value populated in the User's Profile > First Name field.

This column displays concatenated ID (GUID) values in the following order:

User ID, Course ID

Is Enrolled*

This column indicates if the user has been enrolled in the training or not.

If Yes = The User is enrolled in the Course.
If No = The User is not enrolled in the Course.

Is Overdue

This column indicates whether or not the Course Enrollment is overdue. Due Date is defined in the Course's Settings > Availability section.

If Yes = The specified Due Date has passed, and the Course is overdue.
If No = The specified Due Date has not passed, and the Course is not overdue.

Job Title

This column displays the value populated in the User's Profile > Job Title field.

Language

This column displays the value populated in the User's Profile > Language field.

Note: If a language has not been identified, this field will be blank.

Last Name*

This column displays the value populated in the User's Profile > Last Name field.

Location

This column displays the value populated in the User's Profile > Location field.

Middle Name

This column displays the value populated in the User's Profile > Middle Name field.

Notes

This column displays information about the User that an Admin has added to the User's Profile > Notes field.

Phone

This column displays the value populated in the User's Profile > Phone field.

Postal Code

This column displays the value populated in the User's Profile > Postal Code field.

Proctor Code

If a Proctor Code was assigned to the Learner, then this column displays the unique code assigned to them.

Session

This column displays the ILC Session Title the User enrolled in.

State/Province

This column displays the value populated in the User's Profile > State/Province field.

Status*

This column displays the current state of the User's enrollment in the Course.

If...	Then...
Absent	The ILC Session Instructor marked the User as not present for the ILC Course Session.
Complete	The User has fulfilled all requirements within the Course.
Declined	An Approver has declined the User's request to enroll in the Course.
Failed	The User did not meet the minimum score required within the Assessment(s) contained in the Course.
In Progress	The User has launched or began at least one Lesson within the Course.
N/A	This status will display for Course Bundles.
Not Complete	This status will display when an Admin edited a User's enrollment so that the User can retake the Course.
Not Started	The User has not taken any action towards completing the Course.
On Waitlist	The User is on the Waitlist for a specific ILC Session date/time that is currently at full capacity.
Pending Approval	This status indicates that the User is waiting for a Manager or Admin to approve their enrollment request.
Pending Evaluation Required	The User needs to complete an Evaluation before receiving a completion for the Online Course.
Pending Proctor	The Online Course is waiting for the Proctor to sign off on the User's completion of the Online Course.

User Id

This column displays the User ID.

This value is automatically generated when the User Profile is created within the system.

Username*

This column displays the value populated in the User's Profile > Username field.

The Username is a name-based identity used to distinguish each User as they are added to the LMS. Also referred to as the User’s Login.

Including Equivalent Courses

If Course Equivalency has been enabled within the portal, then the refinement filter can be used to display Equivalent Courses associated with the chosen Course-set in the Course filter.

Course Equivalency Refinement Filter - Course Enrollments.png

Roles and Permissions

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set.

Required Role Permissions

Keep in mind that you may need to adjust Course level Course Administrator permissions.

Role: Section Access	Permission(s) Needed
Users > Users	View or Modify permission
Users > Enrollments	View or Modify permission
Courses > Instructor Led Courses	View or Modify permission
Courses > Curriculum	View or Modify permission
Courses > Course Bundles	View or Modify permission
Courses > Online Courses	View or Modify permission

Suggested Role Permissions

Role: Section Access	Permission(s) Needed
Users > Department	View or Modify permission

Report Actions and Mass Actions

After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame of the page. This menu is context-sensitive. The available options for Actions and Mass Actions will change depending on the content you are selecting.

An individual row selection will open the Actions menu.
Multiple row selections will open the Mass Actions menu.

Note: Action options depend on your Admin Role permission(s). Some actions in the table below may not be available to all Admins. If you have questions related to your permission set, please contact your local System Admin for details.

Actions

The actions listed in the table below can be applied to a single enrollment.

Action Menu Option	Description
Enroll User	This button will only display if the User has never been enrolled for the selected training. When selected it will launch the workspace where the Admin can enroll a User(s) into the training.
Edit Enrollment	This button will launch the workspace where any selected User's Enrollment can be individually viewed and adjusted by the Admin.
Re-enroll User	This button will only display if the User has previously been enrolled for the selected training. When selected it will launch the workspace where the Admin can re-enroll a User(s) into the training selected.
Un-enroll User	This button will provide the Admin the ability to remove the enrollment from the User‘s history for the selected training. Any enrollments removed here are permanently removed from the LMS and cannot be recovered.
View Enrollments	Click this button to launch a report where you can view and update the selected User's enrollment status in any training they are enrolled into.
Edit User	This button will launch the workspace where the Admin can view and manage a selected User's profile.
User Transcript	This button will launch the workspace where the Admin can access a selected User's full training history, as well as providing access to other related Admin tasks.
Message User	This button will launch the workspace where the Admin can send a message to the selected User(s), as well as other individual User(s); groups of Users; and/or, any Department(s).
View Enrollments	This button will launch the Report where the Admin can view or update a selected User's enrollment status in any of the training they are enrolled into.
View Historic	This button will launch the Report where the Admin can access a selected User's full training history, over all their past Enrollments in the selected training, as well as providing them with the capability to view and manage any one of the individual Enrollment registrations previously associated with that User. (Refer to the Enrollment History article for further detail on this report.)
Deselect	Click this button to clear current selections.

Mass Actions

The actions listed in the table below are can be applied to multiple enrollments at a time.

Action Menu Option	Description
Enroll Users	This button will only display if the Users selected have never been enrolled for the selected training. When selected it will launch the workspace where the Admin can enroll Users into the training.
Re-enroll Users	This button will only display if the Users selected have previously been enrolled for the selected training. When selected it will launch the workspace where the Admin can re-enroll Users into the training selected.
Un-enroll Users	Click this button to launch a workspace where you can un-enroll the selected Users from the selected Online Course. Note: Any enrollments removed using this method are permanently removed from the LMS and cannot be recovered.
Message Users	Click this button to launch a workspace to compose and send a message to individual Users, a Group, or a Department.
Deselect	Click this button to clear current selections.