The Scheduled Enrollments feature allows Administrators to automatically enroll Users into Online Courses, Curricula, and Course Bundles at a future date. This helps streamline onboarding, align training with key milestones, and ensure Learners gain access to content when they need it without manual intervention. Scheduled Enrollments can also be used to re-enroll Users into Courses or Curricula using a static custom recurring date, making it easy to manage recurring trainings without relying on completion status.

In this article, we will go over how to enable and create Scheduled Enrollments.

How to Enable Scheduled Enrollments

You can enable Scheduled Enrollments on the Client Settings page in your Portal.

To enable this feature, follow these steps below:

1. In the Admin Experience, click on the Account menu in the upper right corner of the screen.
2. Click Client Settings.
   
    
3. Click the Scheduled Enrollments card.
   
    
4. In the Scheduled Enrollments modal, set the Enable Scheduled Enrollments toggle to ON. Optionally, set the Enable scheduled re-enrollments toggle to ON as well, if you plan on using the feature to manage re-enrollments.
   
    
5. Click Save.

You may need to log into the Admin Experience again to see the Scheduled Enrollments feature in your Portal. When the feature is enabled, it will automatically run a daily check around 2 AM to find Users who signed up that day and meet the enrollment criteria.

Portal Time Zones

The timing of the daily Scheduled Enrollments run depends on the time zone set in your Portal Settings. For example, if your Portal is set to Mountain Time, enrollments will begin around 2:00 AM Mountain Time.

If you update the Portal Time Zone after enabling Scheduled Enrollments, the daily run time will not automatically adjust to reflect the new time zone.

Reset Scheduled Enrollment Timing

To ensure the schedule aligns with your updated Portal Time Zone, you can reset the Scheduled Enrollment timing using the steps below.

1. Access the Admin Experience as a System Admin.
2. Open the Account menu.
3. Click Client Settings.
4. Select the Scheduled Enrollments card.
5. Toggle Scheduled Enrollments OFF.
6. Wait 1–2 minutes.
7. Toggle Scheduled Enrollments ON.
8. Click Save.

It may take a few minutes for the updated schedule to take effect. If the Scheduled Enrollments Report does not appear immediately, log out and log back into the Admin Experience.

How to Use Scheduled Enrollments

You can access this feature through the Courses menu. Select the Scheduled Enrollments option in the Courses menu to open the Scheduled Enrollments Report.

You can perform the following actions: Add, Edit, Delete, Duplicate and View Courses. The last option will redirect you to the Courses Report to show which Courses are added to the selected enrollment.

Create a New Scheduled Enrollment

On the Scheduled Enrollments Report, under the right-hand side Actions menu, click Add.

Now on the Add Scheduled Enrollment page, proceed through each section and fill out the required fields. These sections are described further in the rest of the article.

General

This section contains some of the basic fields for the Scheduled Enrollment. You can add a Name, set the status and specify Department Visibility.

• Name: An identifier for the set of the Scheduled Enrollment Rules and will only be visible to other Admins.
• Is Active: A toggle that determines if the Scheduled Enrollment feature should start enrolling Users.
• Enrollment Type: This will determine whether the Scheduled Enrollment will enroll or re-enroll Users.
• Department Visibility: This will limit the visibility of the Scheduled Enrollments only to the Admins managing the selected Department.

Learners

Next is the Learners section, where you can add specific Users, Group and Departments. When one or more Users are selected in the Users drop-down, a banner will appear below the Add Departments button stating how many Users will be included in the Scheduled Enrollment.

Courses

In this section, you can add Courses that Users will be enrolled into. You can add up to 20 Online Courses, Curricula, or Course Bundles. Note that only Online Courses, Curricula, and Course Bundles can be added at this time. 

Automatic Enrollment Date

You can also set a future date when Users will be enrolled into the selected Courses.

Custom Date

You can set specific date when you want Users to be enrolled in the Courses by selecting a Custom Date. If you do not chose a delay, the system will begin enrolling Users the following day. 

When using a Custom Date, the Scheduled Enrollment will only run one time, on the selected date. While a notice below the Date section always populates indicating when the next job will run, this only applies to the use of Relative Dates, outlined below.

Relative Date

Scheduled Enrollments do not enroll retroactively. If you set an enrollment date in the past it will not enroll the Users.

Currently, you can select from three Relative Dates: Date Hired, Date Added, Date Terminated (system default), or any Custom Date that is associated with the User's Profile. When selected the system will enroll the User specifically on that date.

The Add delay feature will allow you to select how many days, months, or years before or after the Relative Date you’d like your Users to be enrolled.

Set duration allows you to choose in what period of time the Scheduled Enrollment should actively enroll Users.

Once you have finished filling out the fields, click Save. Your new Scheduled Enrollment will be listed on the Scheduled Enrollments Report.

Relative Date Example

Let's walk through how Scheduled Enrollments behave in real-world scenarios using actual hire dates. For this example, the Scheduled Enrollment was set up on July 21st, 2025. 

Scenario A: 7 Days After Date Hired 
 

Brian was hired on July 13th: 

• 7 days later = July 20th. 
• No enrollment when the rule runs for first time on July 22nd at 2AM. 

Sammy was hired on July 16th: 

• 7 days later = July 23rd. 
• Sammy will be enrolled at 2AM on July 24th. 

Scenario B: 7 Days Before Date Hired 
 

Elizabeth was hired on July 13th: 

• 7 days before = July 6th. 
• No enrollment when the rule runs for first time on July 22nd at 2AM. 

Rebecca is hired on July 27th: 

• 7 days before = July 20th.
• No enrollment (date is in the past). 

Anita is hired on July 28th: 

• 7 days before = July 21st. 
• Anita will be enrolled at 2AM on July 22nd.

Scenario C: No delay

John was hired on July 21st:

• John will be enrolled when the rule runs for first time on July 22nd at 2AM.

Mary was hired on July 28th:

• Mary will be enrolled at 2AM on July 29th.

Scheduled Re-enrollment

Scheduled Enrollments can now be used to schedule re-enrollments for Online Courses and Curricula, making it easy to manage recurring, year over year trainings without needing to worry about existing Active enrollments for a Curriculum's Courses.
 

When using a Scheduled Enrollment to re-enroll Learners, configure the schedule as follows:

1. As an Admin with the appropriate permission settings, navigate to Courses > Scheduled Enrollments.
2. Select Add via the righthand side Actions menu.

3. Select Re-enroll for the Enrollment Type.

   

    

4. Select applicable Learners and Courses.
5. Select Custom Date for the Automatic enrollment date value.
6. Optionally, select the Add recurrence checkbox to set a recurring schedule for future re-enrollments. When recurrence is enabled, set the following:
   1. Set the Repeat Every and Frequency values to indicate how often the re-enrollment runs, for example once every year.
   2. Select a Recurrence Start Date to set when the recurrence pattern begins.

   3. Select a Recurrence End Date to set when the recurrence pattern ends.
      

       

7. Once configured, toggle Is Active to ON and click Save.
    

Note this feature is unavailable for Instructor Led Courses (ILCs) at this time.