Enrollments link Contacts with Learning Component such as course events, learning pathways or eLearning material. Enrollments contain no financial information (see Order Lines) and represent training a contact has participated in.
There are three major components of an enrollment:
Status - representing the state of the enrollment
Contact - the person who participated in training
Session - the content taught
There are seven statuses available on an enrollment. They are described in the following table:
Indicates a new enrollment which may require follow up (see Confirmed) - typically due to pending completion of payment. Tentative enrollments contribute to class capacity but may require further communication before being able to attend the session.
Enrollments with pending payments will be created with a tentative status
Represents an enrollment which has been finalized, including all payments being cleared. All is set to go, however, the contact would still need to specify certain details in relation to the enrollment. Example, specifying which Event to attend or waiting for their Enrollment Resources to be provisioned. The contact is free to interact with the enrollment this point onwards.
Represents all preliminary tasks have been completed and the contact is ready to attend the session. Typically used by scheduling managers to indicate communication has taken place or that the student has everything they need to attend the session.
Enrollments with processed payments will be created with a confirmed status
Primarily used for eLearning content to indicate contact has started by not completed the training content.
Used to indicate a contact will no longer be attending the session. Cancelled enrollments do not contribute to class capacity or show on the Instructor interface.
Indicates a contact did not attend their session. Closing a session through the Instructor Interface will automatically mark tentative, confirmed and in progress enrollments as missed.
Primarily used for eLearning content or training that includes assessment. Indicated the training content was completed, but unsuccessfully.
Represents successful completion of the training content.
Typically, enrollment is set to complete for products whenever payment is completed. For classes, an enrollment is complete when a class instructor marks a student to have attended the class and closes the class via the Instructor Interface.
Enrollment Status Workflow
Available Next Statuses
Cancelled, Approved, Confirmed, Missed
Cancelled, Tentative, Confirmed, Missed, In Progress, Passed, Failed
Cancelled, In Progress, Missed, Passed, Failed
Cancelled, Missed, Passed, Failed
Enrollments can be created in a number of ways:
Automatically, when a customer purchases training content.
Adding bulk enrollments to various Learning Components
Prior to using this feature, make sure that you have the right Administrative privileges. As an Administrator or staff user, using this bulk enrollment option, you can create or update enrollments (using enrollment ID), while performing an enrollments import on the general Enrollments page. Let's get started:
Log into Learndot as an Administrator
Navigate to Training > Enrollments > Import
You have now reached the Enrollments Importer, from here you have two options:
Add new enrollments: You can download the Template file (.CSV) and use that to add new enrollments
Update existing enrollments: Tick the check-box for "Also update Enrollments using id as a primary key"
Adding Bulk enrollments via CSV Importer
Download the Template (.CSV file) offered on the Enrollment CSV Importer page (as shown below), and add new enrollments to one or multiple Learning Components, all at once!. To do this:
Download the template (.CSV) file and fill in the data as instructed below
Proceed to add all the information in the template (.CSV) file:
To add multiple enrollments at once, follow the below guidelines:
Via the Administrator dashboard
Navigate to the component to which you want to perform a bulk import and click the View icon or the component's name
Navigate to the Enrollments section and click the Import button
Select the 'Prefill fields from CSV file' option
Click 'Choose file' and select the CSV file to import.
Then press the Upload button.
Do not tick the checkbox indicating that the Uploaded CSV file contains headers.
The form will be auto-populated. Click 'Add Enrollments' to complete.
If you want to send a registration email to the students you need to select the field "Send registration email to enrollment." Or vice versa.
The enrollments will be successfully added to the component.
Terminology - What are the differences between enrollments, registrations and participants?
Entities in Learndot Enterprise for the purpose of tracking the status of a contact's participation in a class. Both registrations and participants are consider enrollments.
A subset of enrollments expected to attend training, i.e. excluding those who have cancelled.
A subset of enrollments who actually participated in training, i.e. excluding those who cancelled their enrollments or missed the event.
Relationship with Order Lines
Enrollments represent people attending and completing training content. Order Lines represent a customers purchase of training content. Enrollments may be linked to a specific order line via the Order Line field.
In situations such as when an enrollment is moved to another class, it is possible for enrollments to get out of sync with their order lines. In these situations, the order line will represent the original purchase and the enrollment the session taken.
Therefore, for any training content (i.e. a Public Class) if you are interested in purchases and financial value, view the associated order lines. If you are interested in the Contacts taking the content (registrations and participants), view the associated enrollments.
The following table provides an overview of the Actions available on enrollments.
Allows a staff user to send this enrollment event / session information via email. Session information can be toggled so this action can also be used to send customer emails to enrollments (or an entire Event)
Withdraw Enrollment (Public Events)
This feature allows an admin user to remove the Public Event session from an enrollment, in order to let the student choose a different event date for the ILT using the Learner dashboard ILT page and doing it by themselves.
This feature saves time from admins since with just once click, they give the user the autonomy of:
Checking all the other event dates available for that ILT;
Enroll by themselves on the chosen event to placeholder the other one they would not make.
As an admin, open the student Enrollment page and click on Withdraw Enrollment, LDE will ask to confirm the action:
After the admin confirms, the Learner will be able to pick another event date available for that ILT, directly on the Learner dashboard ILT page:
Once the learner clicks on "Enroll", they get automatically enrolled in this new date/event, and they will see the Event's details on the next screen.
Important: this option is available only for enrollments on Public Events. Private Engagement enrollments will not have this option available.
Next Steps Configuration
To make training more intuitive for learners with tentative enrollments, admins can customize a special "Next Steps" message.
This can be configured by the following steps:
Navigate to System > Setup > System Settings
Creating a new setting with the name, "enrolment.user.tentative.nextstep.link"
This gives the administrator an ability to transfer a learners existing enrollment (of any status, like approved/confirmed/failed and others) to a new learning component inside of Learndot. For instance when a learner orders/pays for a class in January; however, due to unforeseen circumstances they can't make it. The learner can send a notification to the administrator and request to transfer their enrollment to another event happening in February. The administrator is notified and can proceed with an enrollment transfer.
To transfer an existing enrollment, as an administrator:
Navigate to the enrollments section under a Learning component or select an enrollment from the enrollments page
In this example, we selected a contact from the enrollments section of a learning component
Select the View icon
From the right panel, select Transfer Enrollment option
Select where you would like to transfer the enrollment to
An enrollment can transferred to any other learning component in Learndot.
Press save to confirm transfer of enrollment
A new enrollment will be created and you will have an option to charge the contact an additional fee (if required) for the transfer of enrollment
If you select the Payment Method as none, the transfer of enrollment will be free
Configure whether you want to send a notification to the learner about the cancellation of the previous enrollment and new enrollment details
Press Proceed to complete transfer of enrollment
Upon successfully transferring the enrollment, a transfer summary will be provided. In this summary, the learner's previous enrollment is now marked as "Cancelled" and the new enrollment into the new learning component been marked as "Confirmed".
After pressing OK, you will be redirected to the old enrollment page with the latest changes having been already applied to the enrollment.
The enrollment can be found under Customer > Training > Enrollments
Using Training Credits for Enrollment Transfer
When using training credits for enrollment transfer:
Select the Payment Method as Training Credits
Enter the Amount and the Training Credit Account to be used for deduction
Press Proceed to transfer the enrollment
Upon successfully transferring the enrollment, a transfer summary will be provided (same like above). However, since this time around it involved a transaction, there will be two additional sections:
An Order Line has been created with the status as "Fulfilled" and,
A new Payment transaction created. The New Payment section also includes:
An Order Id
A training credit debit transaction
The amount of training credits charged
The balance left in the training credit account
As a Learner
When a learners enrollment is transferred, if the Administrator selected the option to send an email notification, the learner will receive two separate notifications informing that their enrollment to a learning component has been cancelled and a new enrollment registration to a new component is successful!
The card for the cancelled enrollment is no longer visible in the Learner dashboard, instead the learner will now have access to the new learning component card