User Enrollments

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This article provides information on a portion of the Absorb system that has been updated with the Absorb Admin Refresh Experience.  The instructions and guidance in this article are intended for those whose environment has enabled the free Absorb Admin Refresh Experience upgrade. For more information about what is available with this, please check out the Absorb Admin Refresh Checklist!

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Overview

User Enrollments provide Admins access to view and manage all enrollments for a specific User. Admins can use this report to make changes to the User's enrollments, add new enrollments and Re-enroll them into enrolled training. 

 

About the Report

The User Enrollments Report is nested in the Users menu of the Admin Experience. Clicking on the report name will redirect you to the User Enrollments Report page. Upon arrival to this page, you will choose the User you want to review by selecting its name from the drop-down menu of the User pop-up. 

You can also navigate to this report page by selecting a User from the User Administration page. Upon arrival at the User Enrollment Report, you will notice the result are already filtered to your previously selected User.

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

  • Manage Enrollments
  • Create new Enrollments
  • Re-enroll the User
  • Un-enroll the User
  • 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 required items contained in the training.
Access Date

This column displays the date and time populated in the Access Date field of the Course's Settings > Availability

Note: Access Date is not available on Instructor-Led Courses.

Category* This column displays the value populated in the Category field of the Course’s Settings > Catalog Visibility section.
Company Cost This column displays the value populated in the Company Cost field of the Course’s Settings > Attributes section.
Company Time This column displays the value populated in the Company Time of the Course’s Settings > Attributes section.
Course Date Added This column displays the calendar date and time the training was created in the LMS.
Course Date Edited This column displays the calendar date and time that the Course was last manually updated by an Admin.
Course ID This column displays the Course ID (GUID) automatically generated by the LMS when the Course is created. 
Date Completed* This column displays the calendar date and time that the User concluded all requirements within the training.
Date Electronically Signed

This column displays the date the User completed the Course's > Learning Object > Electronic Signature item, if applicable.

Note: This value is only available on Online Courses.

Date Enrolled*

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

Days until Due

This column displays the number of days until the enrollment record is due. A negative numeric value will present after the due date has passed.  

Due Date

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

Enrollment Method

This column will display how the user was enrolled in the training.

Enrollment Method Details
Admin The User was enrolled by an Admin manually.
API Re-Enrollment The User was enrolled by a RESTful API.
Automatic The User was enrolled via rules established in the Course's Automatic Enrollment configuration.
Mandatory The User self-enrolled in a Mandatory Course.
Re-Enrollment The User was re-enrolled in the Course either by their own action, an Admin or triggered by an Automatic Re-enrollments rule from a past completion.
Self

The User was self-enrolled in the Course. This includes enrollments using Enrollment Keys or E-Commerce purchases.

Note: Self-enrollment into an "On Login Course" that is marked Mandatory may be labeled as "Self".

System The User was enrolled by an Admin, a Post-Enrollment Rule, a RESTful API, or other integration.

 

Enrollments

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

External ID

This column displays the value populated in the External ID field of the Course's Settings > Attribute section.

ID

This column displays the Course Enrollment ID

Learner Cost 

This column the value populated in the Learner Cost field of the Course’s Settings > Attributes section.

Learner Time

 the value populated in the Learner Time field of the Course’s Settings > Attributes section.

Name*

This column displays the Name of the Course.

Score (%)*

This column displays the User's overall grade for completing the training.

Note: Within an Online course, the admin has the ability to set a weighted average for each lesson that has a score. This determines the overall score percentage.

Session

This column displays the Title of the Session the user selected within an Instructor-Led Course.

Status*

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

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

 

User Id

This column displays the User's ID automatically generated by the LMS when the User Profile was created.

 

 


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

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

Courses > Categories

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
Add Enrollment

Click this button to launch a workspace where you can enroll the selected User into training.

Note: If the User is already enrolled in training, the Admin will want to Re-enroll them into that training. Enroll will not provide a new enrollment.

 

View Historic

Click this button to launch a report where you can view the selected User's entire training history. 

Options to view and manage individual Enrollments associated with a specific User.

Learn more: Enrollment History 

Edit Enrollment Click this button to launch a workspace to adit the User's Enrollment.
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 Click this button to launch a workspace where you can un-enroll the selected User from the selected Curricula. 
Note: Any enrollments removed using this method are permanently removed from the LMS and cannot be recovered.
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
Re-enroll User This button will launch the workspace where the Admin can re-enroll the User into the training selected.
Un-enroll User Click this button to launch a workspace where you can un-enroll the User from the selected training. 
Note: Any enrollments removed using this method are permanently removed from the LMS and cannot be recovered.
Deselect Click this button to clear current selections.

 


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