The Scheduled Enrollments feature allows Administrators to automatically enroll Users into Online Courses 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. Whether you're planning a compliance refresher or onboarding new hires, Scheduled Enrollments ensure timely and consistent Course access.

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, toggle the feature ON.
   
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.

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.
• 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. Note that only Online Courses can be included 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.

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 two Relative Dates: Date Hired or Date Terminated. 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 you can chose in what period of time should the Scheduled Enrollment 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.