After your Upgrade this is how to set up Smart enrolments

Smart Enrolments allow you to automate the course enrolment process.

Once learners are organised into profiles and segments, you can configure specific courses to be automatically assigned to all learners within a segment and profile. 

Any new learner added to the segment is automatically enrolled on all courses assigned to that segment. 

Likewise, all learners that are removed from the segment are unenrolled from all courses linked with that segment.

Note: In order to set up smart enrolments for courses, the course Enrolment method must be set to 'By assignment only'. This is enabled in the 'Course Settings' area.

After your Upgrade this is how to set up Smart enrolments:

Step 1. Create custom profile fields to segment users and fill out these fields for all users. 

To learn more, see  After your upgrade this is how to create a job role /profile field : Careskills Academy

Step 2. Create relevant segments. 

To learn more, see After your Upgrade this is how to create an organisational segment or site : Careskills Academy

Step 3. Set up smart enrolments for the selected course(s):

1. Click the Settings tab in the side menu or the ⚙ Settings icon in the top-right corner.
2. Find Elsewhere section and click on Organisational segments.
3. Find the segment in the list and click {...} button on the right of the segment’s details to show the menu.
4. Click Edit.
5. Scroll down to find the SMART ENROLMENTS section.
6. Click the Link course button on the right.
7. Click the down arrow on the search box to show the list of courses.
8. Select one or several courses from the list that will be Smart enrolled for that segment and profile.
9. Click Link resources button.

How to remove Smart Enrolments, unlink a course and a segment

Caution This action will unenroll all learners in this segment from the course immediately and any previously completed courses will be archived.

1. Click the Settings tab on the menu bar at the top of the page.
2. Scroll down to find the Elsewhere information section and click Organisational segments.
3. Scroll down to find your segment then click the {...} button to the right of the segment’s details to show the menu.
4. Select Edit.
5. Scroll down to find the SMART ENROLMENTS card.
6. Scroll down to find the course you want to unlink.
7. Click the {...} button to the right of the course name and select Remove.
8. Click OK to confirm.

FAQ

1. I have removed a user from a segment. What happens to their enrolments?

The user is immediately unenrolled from all courses linked to that segment. However, their progress on those courses is saved in the system. If the user is re-added to the segment and, consequently, automatically re-enrolled on the courses, they will be able to resume their training from where they left.

2. A user belongs to two segments. What courses will be assigned to them?

The user will be enrolled into courses linked to both segments.

3. Do Smart Enrolments affect a user's prior enrolments?

No, Smart Enrolments will not impact a user’s prior enrolments. The system tracks individual assignments separately. 

4. Can I unenroll an individual user in the segment from a course assigned through Smart Enrolments?

No, to remove a user from a course assigned through Smart Enrolments, an admin must either remove the user from the segment or unlink the course from the segment, which in turn will unenroll all users in that segment.