Enrollment Options

To access the Enrollment Options feature, you'll need to go to the Courses section and open the course you’d like to adjust. On the flyover page that appears on the right, select the Settings tab. You’ll find the Enrollment Options card under the Course Settings section.

Group Auto-Enrollment

When the Group Auto-enrollment setting is enabled, a Trainer or an Admin can pick one or many groups for automatic enrollment into the course.

Example: “Any time a user is added to the group Cat Lovers of America, the system automatically enrolls the user in this course, Guide to Exotic Cats.”

The new trainees in the specified groups will immediately have a status of Invited for the course with an Enrollment Method of “Invited by AutoEnroll.” 

This setting does not work retroactively; which means that users in the group before the setting is enabled will not get automatically invited. However, you can still invite them to courses, typically. 

If your course has a deadline set (under the Course Settings option), that same deadline will apply to any users who are automatically enrolled through a group.

For example, if the Guide to Exotic Cats course has a 7-day deadline, any new user added to the Cat Lovers of America group will also need to complete the course within 7 days of being added to the group.

Deleting a group or turning off auto-enrollment won’t cancel existing course invitations, it will simply stop new trainees from being automatically enrolled going forward.

Re-enrollment/Re-certification

When the Re-enrollment setting is enabled, a Trainer or Admin can set up a schedule for how often trainees should be re-enrolled in a course.

For example:

If trainees need to take the Guide to Exotic Cats course every two years for compliance or re-certification, you can enter “2” and select Year(s) from the dropdown. This ensures trainees are automatically re-enrolled every two years.

How the system calculates the next enrollment:

• If the course has a Deadline, the system uses that date to determine the next schedule.

Example: If the original deadline is 12/1/2019 and the recurrence is set for 1 year, the next course will have a deadline of 12/1/2020.

• If there’s no Deadline, the system uses the completion date instead.

Example: If a trainee completes the course on 8/15/2019 and the recurrence is set for 1 year, the next course will have an invitation date of 8/15/2020.

Trainee status updates:

• After completing the course, a new course attempt will automatically be created and set to Pending Invite.
• The trainee will appear as Completed in Courses > Trainees until two weeks before the next re-enrollment date.
• Two weeks before the next invite, the status will change to Pending Invitation, and then to Invited once the new invitation is sent.
• If the re-enrollment period is shorter than two weeks, the completion status will remain visible for 24 hours before switching to Pending Invite.

Follow-up Course

When the Follow-up Course setting is enabled, Trainers or Admins can create a learning path for trainees by linking courses together. You can assign one course as a follow-up course, and multiple courses can be connected by enabling this setting on each follow-up course.

How it works:

• The trainer or admin can choose to enroll trainees in the follow-up course immediately after completing the first course, or set a specific delay (in days, weeks, months, or years) before the invitation is sent.
• If scoring is enabled, the trainee will only be enrolled in the follow-up course once they complete the first course with a passing score, following the schedule you set.
• If scoring is not enabled, the trainee will be enrolled in the follow-up course simply after completing the first course, based on the same timing settings.
• If a delay is set, the trainee will show as Completed for the first course and Pending Invite for the follow-up course until the invitation is sent.

The course attempt for the follow-up course will display an enrollment method of “Invited by AutoEnroll.” 

Note: This setting is not retroactive. If a trainee completed the initial course before the follow-up course was added to this setting, they would not be auto-enrolled in the follow-up course. 

Reporting

Reports will always display a trainee’s most recent or their current course attempt.

Please note that Advanced Reporting (found under the Reports tab on the left-hand menu) does not include trainees who are still in a Pending Invite status.

However, Essential Reporting (real-time reports from the Courses or Users tabs) will show those trainees.

We’re planning future updates to make reporting for this feature even more complete and useful!

Questions? Feel free to reach out at any time at learn@trakstar.com! 🙂