Course Enrollments

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Course Enrollments

Admin Refresh Experience: Course Administration


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

Table of Contents

 


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. 

Example-Course-Enrollment-Report-Selection.gif

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 of the data points listed below.

Notes

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.
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. 

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 per an Enrollment Rule triggered by a past Course completion. 
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.

First Name*

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

ID

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.
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.

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.

 

 


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.

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 options for Actions and Mass Actions that are available 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 are dependent on your individual Admin Role permission(s).  Some actions listed 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.  
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