Registering for Classes

The registration process for classes varies depending on the class. Learners can register themselves for classes if this option is enabled. Managers can also have the option to register their direct reports for classes. In cases where these options are not available, administrators are responsible for registering learners for classes.

Learners and managers must both have the appropriate library access to register for certain classes. Allowing learners to self-register can simplify the enrollment process. Managers can be granted the ability to register their direct reports even if the class is not in the learner’s library.

Once learners are officially registered and are marked as Enrolled, the system can automatically send email notifications to the learner, their manager, the instructor, and any other relevant contacts associated with the class.

A learner can have one of following registration statuses:

• Enrolled: The learner has a seat in the class.

• Waitlisted: The learner is waiting for a seat to open. If Auto Enroll from Waitlist is checked, the waitlisted learner is automatically registered when a previously registered learner cancels/withdraws. Waitlisted learners are prioritized in the order in which they were placed on the waitlist.

• Cancelled: The learner does not have a seat.

• Pending: Learner is awaiting approval before they can be registered.

In the class Registration tab, select the Add Users button. You can search for learners using any search criteria or select learners from the request list for the scheduled item. A request list is available if the administrator enabled learner requests for the item. It is recommended that you check the request list to see if learners have requested a class.

The import data tool may also be used to register learners in bulk. Simply download the Import Data registration template, add the learners to be registered, and import them into the system.

An administrator can edit a learner’s registration, and select a different registration status from the dropdown menu for Status.

Once the class is created and learners are registered, you will need to configure additional settings. You can adjust these settings in the class entity tabs.

These include the following tabs:

• Details

• Email Notifications

• Seat Reservations

• Library

• Contacts

• Materials

Many administrator settings under the class Details tab are available to manage the behavior of the class entity for end learners.

Registration Settings & Approval Process Fields

The Registration settings and Approval Process fields are described in the table:

Registration Settings	Description
Minimum/Maximum Enrollments	Enrollment limits can be set to ensure a minimum and maximum numbers of learners. The maximum number of learners allowed in the class. When the class reaches its capacity, any learner attempting to register will be prompted to join the waitlist if self-registration and waitlisting are enabled. Administrators are warned but not prevented from exceeding the maximum enrollment threshold.
User can Self-Register	Allows self-registration if the class is in the learner’s library.
Manager can Register Others	Allows managers to register their direct and indirect reports into this class if it is in the manager’s library.
User can Waitlist	If the maximum enrollment is reached, additional learners will be added to the waitlist for this class.
Auto Enroll from Waitlist	If an enrolled learner withdraws (or is cancelled/removed by an Administrator) the first learner on the waitlist is added to the enrollment. Email notifications are sent and a configuration can be set to stop this from happening automatically after the Registration Close date.
Unassign Item When Admin Withdraws	If the only reason the item is on the learning plan is due to registration in this class, it is recommended that the system unassign it when the administrator withdraws the learner. This will not remove it if the item is assigned any other way (directly, part of a curriculum or program, etc.).
Approval Process Fields	Description
Approval Required	This option triggers the approval process entered in the Approval Process field.
Approval Processes	This prevents a learner from self-registering, until the approval process has been exhausted.
Approval required to withdraw	This option triggers the approval process required for users to withdraw their registration.
Withdraw Approval Process	Indicates an approval process that a learner must complete before being able to withdraw.
Certificate Template	A class could use the global certificate, a custom certificate for the item, or if indicated here, a custom certificate for the class.

If there are learners with a waitlist status, the administrator can change a learner’s position on the waitlist by modifying their registration and entering a different number in the Waitlisted field.

Administrators can prevent managers from registering learners into a class if the registration conflicts with the item's Prevent Multiple Class Registration Interval setting. The registration threshold prevents a learner from self-registering into two classes for the same item within a threshold window such as 90 days. To enforce the setting, clear the checkbox for Administrator or Manager can override the Prevent Multiple Class Registration Interval in System Administration → Application Administration → Registration Settings.

When a learner self-registers, typically email notifications are sent to the learner and their manager, as well as to the instructor and any contacts listed on the Contacts tab of the class. This depends upon the settings in the Details tab of the Class. Each registration will generate a separate email to each of the recipients. When an Administrator registers learners from the Registrations tab of the class, the recipients are determined by the Email Confirmation settings selected on the Details tab.

The default settings of these checkboxes may be configured globally in System Administration → Application Administration → Registration Settings.

When learners get class registration emails, standard Calendar invites can be sent instead of iCal attachments. This feature can be enabled in System Administration → Configuration → Global Application Settings → Mail.

A way to send one email to managers with a list of their direct reports’ registrations no matter which method was used to register them – including self-registration, is by enabling the Manager Email Notifications for Enrollment Digest automatic process in Learning Administration. This will send an email notification independently of whatever other email notifications are set, so it may be a good idea to clear the manager checkboxes on the class to avoid too many email notifications.

The Email Notifications tab displays the email notifications that will be sent to learners, managers, instructors, and other contacts for each of the registration statuses or conditions. There are different email notifications for enrollment, cancellation, withdrawal, and waitlist adding or removing.

The tab allows you to create a specific message or attach a file to registration status emails for each class. If the class specific email notification is not modified, the default email notification for the item is sent.

You can enter registration text that may be unique to this class and have the text display in some or all of the enrollment email notifications. This text may be entered in different languages for each of the locales you are using.

When there is a need to request seats in a class, but a company or agency cannot provide the names of the individuals who will attend, you can reserve seats in a class without having to register specific learners.

The Seat Reservations feature is used to hold spots in a class without naming specific attendees initially. Reserved seats can be set up for organizations, allowing only their members to self-register if self-registration is enabled. Similarly, you can create and assign User Groups through Assignment Profiles, enabling reserved seats for diverse groups.

To reserve seats for user groups, first create the group then reserve the seats.

Administrators can adjust reserved seat counts and assign any learner to these seats. If a class is full, learners outside the relevant groups can only join the waitlist.

On the learner side, seat availability will reflect their organization or Learner Group affiliations. For instance, if a class with 15 seats has five reserved for Sales, Sales members will see those seats while others will find the class full.

Like items, classes can be made available to learners via libraries. When a new class is created, the administrator has the option to publish the new class to all associated libraries. You may remove classes from certain libraries, thereby making specific classes available to some learners but not others; however, a class cannot be added to a library that the item is not in.

Contacts provide the administrator with the ability to add individuals to the class entity who will receive email notifications for oversight purposes or to perform other administrative functions related to the class entity. These contacts may be added by selecting the add one or more users from list or add one or more instructor from list link.

The Materials tab allows you to assign materials and designate it as pre or post work for learners or instructors. Material entities listed here are not seen by learners and is not included into class cost. Use of this tab requires a learner to enter a shipping address when registering if that information is not contained in their learner entity.