User Enrollments

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!

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

Fields that have an asterisk (*) symbol are included in the Report's default layout.
Custom fields configured in your portal settings will also be available.
Be mindful that opening a report may also bring up 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 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.

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.

Can I sort Columns

Course Enrollments