Enroll Others in a Classroom Offering

LatitudeLearning® provides users the ability to search for and enroll in courses made available to them. LMS Instructors, Managers, and Administrators are provided the additional option to enroll others in courses, either in batches or by individual username.

Feature Overview and Requirements

The ability to enroll others in any course, including classroom courses, is scoped to your profile assignments for Organization, Position and Role. For example, if you manage others, you will only be able to enroll students that are assigned a Position subordinate to your own (position-based reporting) or who report directly or indirectly to you (person-to-person reporting), and who are under the Organizations you manage based on your profiles. You can only enroll others into courses that have been shared to their Business Unit’s course catalog.

This document demonstrates how Instructors, Managers, and Administrators can best use the “Enroll Others” function within the LMS to enroll a number of users at once in a Classroom Offering.

 

Step by Step Procedure and Field Description

Find a Classroom Course

There are multiple course search options available. You can access most from any page in your LMS. This document covers the primary options available. In each option, once you select the option to Enroll Others or Schedule Others, the processes for enrollment are the same.

  • Header Course Search: Enter all or part of the course name or course code and click Search to produce a list of matching results. 
  • Navigation Menu: Select Course Search.
  • Classic Home or the Administration menu: Select Courses > Search Courses. The Enroll Others option there will work similarly to the options below.

After you select Course Search or use the header search option, the Course Search page opens. 

  1. Find the classroom course for which you want to enroll users.
  2. Click the course tile or course name link to open the slide-in page.
  3. On the slide-in, click Schedule Others to begin the enrollment process for other users. On the Administration version of course search, Enroll Others is the equivalent option found both on the search results list and as a tab while editing the course.
  1. From the list of offerings shown in the Course Offerings popup, click Enroll Others next to the desired Offering.

On the Course Offerings page, click Enroll Others for the offering you want students to attend. If there are no offerings available, users assigned the Portal Administrator or Instructor role can can create one. 

Follow the instructions posted in the Roster Enroll Students page, which offers two options, described in separate sections below:

  • Quick Enroll up to 100 users by Username or Interest List, and manage conflicts in real time.
  • Batch Enroll an unlimited number of users with an asynchronous process that allows you to continue working while the process works out eligibility and enrollment in the background. An email notification will indicate when the process is complete and the extent to which it was successful.

These two options are covered separately below.

Quick Enroll Process

The Quick Enroll Process

To enroll students in real time:

  1. Enter one or more Usernames separated by commas, or use the Choose Students link to open the User Picker. The User Picker allows you to filter by Name, Organization, Position, Role, or User Group to compile a list of students you want to enroll.
  2. Click Submit and Continue to proceed.

For both Quick Enroll options (Username/Interest List), the system checks each user’s eligibility to enroll, and will provide information about any enrollment conflicts.

  1. In the Add column, check or uncheck the boxes to confirm which users you want to enroll. Click the Change Student? link to swap one student for another, or click Return to Add Students to make further revisions to the list. You can also click the + symbol next to a Student’s Name or Location Code to expand their position and location details.
  2. Once you have finalized your selections, click Submit to complete the enrollment process.

The system will notify you that the mass enrollment has been processed with an “Add Successful” message and updated student enrollment status.

  1. Click Close to exit Enroll Others.

 

Batch Enroll Process

To allow enrollment of large groups of users without impacting system performance, Latitude created an offline (asynchronous) batch processing option. The batch process works by allowing the administrator to define targeted users via the Advance User Search filtering, and then directing the system to handle enrollment conflicts.

  1. On the Enroll Students tab, click the Batch Enroll link to the right of the Quick Enroll link.
  2. Select the appropriate Criteria, Comparison, and Search Values to define whom you want to enroll in the course, and click Preview Users at the bottom of the page.
  3. On the Preview Users page, review the list of targeted enrollees. If they are correct, click Next: Conflict Management at the bottom of the page. If they are not correct, click Back to Filter to return to the audience criteria (filter) page.
  4. When the Conflict Management page appears, decide how you want to mange potential enrollment conflicts for each user (“How do you want to handle any enrollment conflicts?”) and max seating limits for the class (“How do you want to handle enrollments beyond the seat limit of this offering?”). Once you have made the desired selections for conflict management, click Next: Review.
  5. On the Review and Submit page, review your selections. If everything is set for the intended enrollees, click Enroll Users. Otherwise, you can click Back to Conflict Management to return to the conflict management page and change your selections for overrides.
  6. Upon successful Submission, a process confirmation message is displayed. You will be notified via email and/or the LMS Mail Center when the enrollments are complete or failed in processing.

IMPORTANT NOTES:

  • Users will be enrolled in the course via their primary profile.
  • Be patient with the notification; if you have enrolled thousands of users, it might be a little while before you are notified of the completion of the process.
  • When you receive the notification, it will list all users successfully enrolled, those who are on the interest list, those who are on the waitlist, and anyone who could not be enrolled.
  • The LMS will notify students of their course enrollment via email, if the message is enabled, and under the “Mail Center” page.