The Enrollment Keys Report lists every Enrollment Key available in your Portal, so you can review how each Key is configured, how many times it has been redeemed, and how many uses remain. Use this Report to audit active Keys, track seat usage, and manage the Courses tied to each Key from a single view.
You can access the Enrollment Keys Report from the Users tab in the left-hand menu of your Learning Management System (LMS). The Report displays one row per Enrollment Key, and you can filter, sort, and customize the columns to focus on the Keys you want to review.
For an overview of what Enrollment Keys are and how to create them, see An Intro to Enrollment Keys.
Using the Enrollment Keys Report
This section explains what the Enrollment Keys Report shows and highlights important considerations when reviewing Report data.
Tips:
- The Report displays only active Enrollment Keys. Keys that have been deleted are hidden and do not appear.
- Opening the Report may load a saved favorite layout or a shared default organizational layout.
The Seats Available column is calculated from Max Uses minus Times Used. A blank value means the Key has no usage cap and can be redeemed an unlimited number of times, while a value of 0 means the Key has reached its Max Uses and can no longer be redeemed. These are two different states, so review this column carefully.
Report Data
You can customize this Report to show different data fields. These fields appear as columns and can be arranged to suit your reporting needs. By default, the Report sorts by the Name column.
| Data Column | Description |
| Id | The unique identifier for the Enrollment Key. This column identifies a Key and cannot be sorted. |
| Name | The internal name of the Enrollment Key, used for reference in the Report. This name is visible only to Admins and is not shown to Learners. The Report sorts by this column by default. |
| Key Name | The code a Learner enters to redeem the Enrollment Key. |
| Department Name | The Department tied to the Key. New accounts created with the Key are added to this Department. |
| Max Uses | The maximum number of times the Key can be redeemed. This column is blank when the Key has no usage cap. This column is not dynamic. |
| Times Used | The number of times the Key has been redeemed so far. |
| Seats Available | The number of redemptions remaining, calculated as Max Uses minus Times Used. A blank value indicates an unlimited Key, and 0 indicates the Key has been fully used. |
| Number of Courses | The number of distinct Courses attached to the Key. These Courses are added to a User's enrollments when the Key is redeemed. |
| Date Added | The date the Key was created. |
| Date Edited | The date the Key was last modified. |
| Date Expires | The date the Key expires, if an expiry date is set. This column is blank when no expiry date is configured. |
| Start Date | The date the Key becomes active, if a start date is set. This column is blank when no start date is configured. |
| Reference | A label that identifies a batch of Keys created together in bulk. This value can be entered by an Admin or generated automatically. |
Filtering and Sorting Report Data
You can narrow the Report to specific Enrollment Keys using column filters and a Department prefilter.
Every displayed column can be filtered and sorted individually, except Id, which can be filtered but not sorted. By default, the Report sorts by the Name column.
You can also apply a Department prefilter to show only Keys tied to one or more Departments. Each selected Department includes an option to include child Departments. When this option is enabled, the Report returns Keys in the selected Department and all Departments beneath it; when disabled, the Report returns only Keys in the exact Department selected. With no Department selected, the Report returns all Keys you have permission to view.
Report Actions
After you open the Report, you can perform administrative actions from the right-hand Actions menu. The available actions depend on how many rows you select and on your assigned Admin Role permissions, so some actions may not be available to all Admins.
With no row selected, you can click Add Enrollment Key to create a new Key. The actions in the following table apply to a single selected row.
| Action Menu Option | Description |
| View Uses | Click this option to view the Users who have redeemed the selected Key. |
| Edit | Click this option to open a workspace where you can edit the selected Key. |
| Duplicate | Click this option to create a copy of the selected Key. |
| Send Enrollment Key Instructions | Click this option to send an email containing redemption instructions for the selected Key. |
| Delete | Click this option to delete the selected Key. |
When you select multiple rows, you can click View Uses or Delete to act on all selected Keys at once.
Report Roles and Permissions
This section outlines the permissions needed to access the Enrollment Keys Report and to use its available actions. Your environment may use customized Roles, Permissions, or a combination of both. If you have questions, contact your organization's System Admin to review your current permissions.
Required Role Permissions
The following permission is required to open the Report and view Enrollment Key data.
| Permission | Enables |
| View Enrollment Keys | Open the Enrollment Keys Report and view Enrollment Key data. |
Suggested Role Permissions
The following permissions are recommended based on the actions available in the Report.
| Permission | Enables |
| Modify Enrollment Keys | Add, edit, duplicate, and delete Enrollment Keys. |
| View Users | View the Users who redeemed a Key and send Enrollment Key instructions. |
| View Message Templates | Send the Enrollment Key Instructions email. |
| Generated Reports | Export Report data to a comma-separated values (CSV) or Excel file. |
Note: The Send Enrollment Key Instructions action requires the View Enrollment Keys, View Users, and View Message Templates permissions together.
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