Overview

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

Enrollment Statuses

There are seven statuses available on an enrollment. They are described in the following table:

Enrollment Status Workflow

Creating enrollments

Enrollments can be created in a number of ways:

1. Automatically, when a customer purchases training content.
2. Manually, by a staff user.
3. Manually, by an instructor via the Instructor Interface (i.e. adding a drop in)

Viewing enrollments

Enrollments are displayed on the view screen of training content including Events, SCORM content and Learning Pathways. 

To view enrollments: 

• Log into Learndot as an Administrator
• Navigate to Catalog > Training > Enrollments 
• A list of all enrollments will be shown

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:

• Proceed to upload the file using the Browse option
• Choose the file you wish to upload
• Press Upload

• Upon successful upload, a success message will be prompted. Else, you will be prompted with a warning message indicating an error was found during the import process. 

Updating Bulk enrollments via CSV Importer

Using the Template that we offer, you can update existing enrollments associated to multiple Learning Components, all at once!. To do this:

• First, download the template (.CSV) file, then, manually add a column called "id" at the beginning of the template as shown below 

• Now that the id field is added, proceed to update the enrollments:

• Tick the checkbox for "Also update Enrollments using id as a primary key"
• Proceed to upload the file using the Browse option
• Press Upload

• Upon successful upload, a success message will be prompted. Else, you will be prompted with a warning message indicating an error was found during the import process. 

• Looking back at the enrollment status, they will be updated to reflect the latest update

Adding bulk enrollments to a specific Learning Component

Prior to adding bulk enrollments to a certain Learning Component, you will need to be a staff user with permission to edit system settings. 

Formatting the CSV

The CSV file must have the following format with no headers. 

Here below is an example of how the CSV file should look like:

A copy can be downloaded here :SampleCSV.csv

Uploading the CSV

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.

• The form will be auto-populated. Click 'Add Enrollments' to complete.

• The enrollments will be successfully added to the component. 

Terminology - What are the differences between enrollments, registrations and participants?

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.

Enrollment Actions

The following table provides an overview of the Actions available on enrollments.

Event

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"

Enrollments Transfer

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

• 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

• 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