Enroll learners in a path session

Enrolling learners in a path session will allow them to play the path. You can enroll learners in the following ways:

• Enroll specific learners:
  • Select individual learners who are not part of a predefined group.
  • Limits: You can select up to 20,000 learners per session.
• Enroll learners by email address:
  • Add learners using an email list.
  • This method also allows you to add new users to the platform via these email lists.
• Enroll groups:
  • Select learners based on group membership.
  • Limits: You can select up to 5,000 groups per session.
• Enroll everyone:
  • Enroll all learners on the platform.
  • Restrictions:
    • Only platform admins can enroll and remove all learners.
    • Once a platform admin selects everyone, group admins and coaches can add and remove filters to narrow down the audience.

Additional options

When enrolling learners, you create an audience—a group of learners who will access the path. Regardless of the enrollment method, you can:

• Add filters to refine the audience based on:
  • Path results
  • Certificate status
  • Custom field values
• Select a static or a dynamic audience:
  • A static audience captures a fixed cohort of learners at a specific moment.
  • A dynamic audience automatically adjusts as learners meet or no longer meet the defined criteria.

Enroll specific learners

You can enroll a specific list of learners in a path session. This method provides fine-grained control over individual learner enrollment, allowing you to tailor assignments to specific needs and circumstances. It's ideal for:

• Targeted enrollments: Assign specific training to a small of learners who do not form a complete group.
• Personalized learning: Enroll a few users who require individual learning plans or specific training based on specific criteria, for example, based on path results or certificate status.

To enroll specific learners:

1. At the top of the homepage, click Paths.
2. On the right of the name of a path, click Edit.
3. At the top right of the section Enroll learners, click New session.
4. Click Edit the audience → Assign learners.
   • If you're a platform admin, click Edit the audience → Assign learners → Select specific learners.
5. Select users.
   • Users who are already enrolled in another session of the path are marked as already enrolled on the right of their name.
   • You can click Select all to enroll all learners. This selection is limited to 20,000 users. We suggest creating a new session if you need to enroll more users.
   • You can filter users by clicking Expand view at the top right. On the top right of the expanded window, click Filter to filter users by registration date, custom field, and status.
6. Click outside the field.
7. Add filters to the audience.
8. At the top of the section, click Check updates to save to see how many users are selected with the current filtering rules. Click again on the computed number to see the exact list of learners to enroll and unenroll.
9. Select a static or a dynamic audience. The choice matters if you've added filters to the audience.
   • If you selected all learners during step 5, your audience will be based on the learners that exist on the platform at the time you create the audience.
   • The Audience dynamically updated setting will update this initial audience by adding or removing learners based on whether they meet the filtering criteria, but it won't include any new learners who join the platform later. The pool of learners from which the audience is drawn remains fixed at the time of enrollment.
10. At the bottom right, click Save audience.
11. Click Confirm.

Users are then automatically enrolled in the path session, and receive an email notification when the path session starts (except if they have already completed all steps in the path), or at minute 00 of the next hour if the session has already started.

Enroll learners by email address

A variation of the previous technique is to enroll users by entering a list of email addresses in the user selection window. This presents several advantages:

• You can include email addresses from users who do not yet have an account on the platform: this will automatically add them and grant them access to the platform. Note that this technique allows coaches to add users to the platform.
• You can enroll many users in one fell swoop.
• If you already have the list of email addresses, you can copy-paste it.

This method is convenient for:

• Large-scale enrollment: Quickly enroll a large cohort of learners.
• New user onboarding: Invite and enroll new users to the platform directly through their email addresses.

As with most batch actions, however, make sure your list is correct — especially if it’s long — to avoid mass-enrolling mistakes.

To enroll learners by email address:

1. At the top of the homepage, click Paths.
2. On the right of the name of a path, click Edit.
3. At the top right of the section Enroll learners, click New session.
4. Click Edit the audience → Assign learners.
   • If you're a platform admin, click Edit the audience → Assign learners → Select specific learners.
5. At the top right of the user selection dropdown, click Expand view.
6. At the bottom left, click Add email addresses.
7. Enter the email addresses (separated by a comma, or a line break).
8. Above the field, select the group to which they will be added.
9. On the bottom right, click Confirm.
10. Add filters to the audience.
11. At the top of the section, click Check updates to save to see how many users are selected with the current filtering rules. Click again on the computed number to see the exact list of learners to enroll and unenroll.
12. Select a static or a dynamic audience. The choice matters if you've added filters to the audience.
13. At the bottom right, click Save audience.
14. Click Confirm.

Users are then automatically enrolled in the path session, and receive an email notification when the path session starts (except if they have already completed all steps in the path), or at minute 00 of the next hour if the session has already started.

If some enrolled users do not have an account on the platform, they also receive an invitation email to the platform.

Enroll groups

You can select groups and then filter the audience based on specific criteria. This method is efficient for:

• Group-specific training: Assign training based on existing group structures, such as department-specific training or team-based learning.
• Targeted enrollment: Enroll groups of learners who share specific criteria by adding filters to the group audience.

We recommend this method in all cases, except when you’re happy to handpick users.

To enroll groups of learners:

1. At the top of the homepage, click Paths.
2. On the right of the name of a path, click  Edit.
3. At the top right of the section Enroll learners, click New session.
4. Click Edit the audience → Assign groups.
5. Select one or several groups. Make sure those groups collectively contain all the users you want to enroll.
   • You must be a coach or admin on a group to add it.
   • Groups are sorted by size, from the most to the least populated.
   • Make sure to select at least one group.
   • You can click Select all to enroll all groups. Make sure not to select more than 5,000 groups. 😅 We suggest creating a new session if you need to add more groups.
6. Click outside the field.
7. Add filters to the audience.
8. At the top of the section, click Check updates to save to see how many users are selected with the current filtering rules. Click again on the computed number to see the exact list of learners to enroll and unenroll.
9. Select a static or a dynamic audience. The choice matters.
   • If you selected all groups during step 5, your audience will include only the groups that exist on the platform at the time you create the audience.
   • The Audience dynamically updated setting will update the audience by adding or removing learners from the initially selected groups based on whether they meet the filtering criteria, but it won't include any new groups. The pool of groups from which the audience is drawn remains fixed at the time of enrollment.
10. At the bottom right, click Save audience.
11. Click Confirm.

Users are then automatically enrolled in the path session, and receive an email notification when the path session starts (except if they have already completed all steps in the path), or at minute 00 of the next hour if the session has already started.

If your audience contains more than 60,000 enrolled users, we suggest dividing it into several sessions.

Enroll everyone

Platform admins can enroll all users in the path and refine the selection using filters. Group admins and coaches can also add or remove filters as needed, but they cannot enroll or remove everyone at once.

This option is ideal for several scenarios:

• Organization-wide training: Quickly assign mandatory training, such as compliance or security awareness, to all employees.
• Cross-group audiences: Target learners spread across multiple groups and refine the audience, like assigning leadership training to all managers regardless of their group.
• Dynamic enrollment for ongoing needs: Combine with a dynamic audience and filters to automate enrollment for ongoing requirements, like assigning an onboarding path to all new hires as they join.

For example, to assign leadership training to all managers spread across multiple groups:

1. A platform admin can first enroll everyone in the leadership training path.
2. A group admin or a coach can add a filter based on a custom field called "Job Title" and select the value "Manager." This would refine the audience to include only those learners who are managers.

To enroll all users:

1. At the top of the homepage, click Paths.
2. On the right of the name of a path, click  Edit.
3. At the top right of the section Enroll learners, click New session.
4. Click Edit the audience → Assign learners → Select everyone.
   • Only platform admins can see and click the option Select everyone.
5. Add filters to the audience.
6. At the top of the section, click Check updates to save to see how many users are selected with the current filtering rules. Click again on the computed number to see the exact list of learners to enroll and unenroll.
7. Select a static or a dynamic audience. This choice matters.
   • If you enable the Audience dynamically updated setting, new learners will be automatically enrolled in the path session as they join the platform.
8. At the bottom right, click Save audience.
9. Click Confirm.

Users are then automatically enrolled in the path session, and receive an email notification when the path session starts (except if they have already completed all steps in the path), or at minute 00 of the next hour if the session has already started.

Select a static or a dynamic audience

An audience is a collection of users who share the same criteria, which are based on the filters you apply. When enrolling learners in a path, you can choose between a static or a dynamic audience.

Static audience

A static audience enrolls only learners who meet the audience criteria at the specific moment when you click Save audience (or, more precisely, when you click Confirm after having clicked Save audience — but let’s not digress). Think of it as a snapshot, fixed in time. This is useful when you want to enroll users who meet certain criteria only at a certain date and prevent automatic enrollment or unenrollment.

Dynamic audience

A dynamic audience automatically enrolls learners as soon they meet the applied filters and unenrolls them when they no longer qualify. This is useful when you want to create a rule that applies over time.

• When enrolling specific learners or by email address without filters: The audience is inherently static. Choosing "dynamic" in these cases won't change the audience over time because no filters are applied.
• When enrolling all learners or all groups: The dynamic audience setting will only add or remove learners based on the filters applied to the initial set of learners or groups that existed when you created the audience. It won't include any new learners or groups added to the platform later.
• Only enrolling everyone with a dynamic audience will include new joiners:  To ensure that new learners are automatically added to an audience as they join the platform, platform admins must enroll everyone using this method and apply the dynamic audience setting.

To select a static or a dynamic audience

1. At the top of the homepage, click Paths.
2. On the right of the name of a path, click Edit.
3. In the right panel, select the session.
4. In the Enroll learners section, click Configure settings.
5. Activate or deactivate the Audience dynamically updated option.
   • If you deactivate the option, the audience will be static.
   • If you activate the option, the audience will be dynamic.
6. In the dialog box, click Confirm.

Add filters to an audience

An audience is a collection of users who share the same criteria. You can filter the audience based on the following criteria:

• Path result
• Certificate status
• User custom fields

To add a filter to an audience:

1. Open a path session in the edition screen.
2. In the section Enroll learners, click Filter these learners by.
3. Select a criterion.
4. Fill in the values.
   • If you selected a custom field, select a value for that custom field.
   • If you selected Path result, select a path and its completion result. Possible values are:
     • Completed — the learner completed all steps in the path.
     • Not completed — the learner has at least one uncompleted step in the path.
     • Successful — the learner has completed all mandatory steps in the path, reached the minimum score in all mandatory courses that have one, and completed them in less than the maximum time limit, or more than the minimum time limit.
     • Not successful — the learner has at least one uncompleted step in the path, or the minimum score for at least one mandatory step has not been reached.
   • If you selected Certificate status, select certificates and their status. Possible values are:
     • Not obtained.
     • Valid.
     • Expired.
     • Expiring in 30 days.
5. Click outside the field.
6. Click Compute number of learners to see the updated number.
7. At the bottom right, click Save audience.
8. Click Confirm.

You can tweak the filters of your audience, to include users from more than one group or users who correspond to a combination of criteria.

Extend the pool of users

You can select more than one group to extend the pool of users. This is useful when the users you want to enroll are scattered around several disjointed groups. Selecting several groups adds the users from all those groups (logical OR).

1. Open a path session in the edition screen.
2. In the section Enroll learners, click on the field Group is.
3. Select the groups.
4. Click outside the field.
5. Click Compute number of learners to see the updated number.
   • If a user belongs to more than one group you selected, the number of potential learners to enroll may be lower than the exact sum of all members.
6. At the bottom right, click Save audience.
7. Click Confirm.

If you had filters applied to the original group, they will also apply to those new groups.

If you want instead to create a new set of filters for those new groups by clicking Edit the audience → Assign groups. This will create a new subsection.

Remove a group by clicking on the right of its name. Remove all selected groups by clicking on the top right of the field.

If you are not a member of private groups that have been enrolled in the path session, you will only see the name "private group" (not the actual group name) in the list of enrolled groups. You will also see the number of enrolled learners, but not their names.

Exclude individual users from the filters

See Unenroll users from a path session →.

Create additional criteria to further filter down

You can select more than one custom field in the audience, or a mix of custom fields and path results, to filter down users who match several criteria at the same time (logical AND). This is useful when you want to target users who have independent characteristics (for example: users who live in "Paris", and have been in the company for "4+ years", and have successfully completed the path "Onboarding").

Add another possible value for a custom field filter

You can select more than one value for a custom field. This is useful when you want to include users who match more than one specific value in a custom field (for example: all the users who have the value "Paris" or "Chicago" for the custom field "Location").

1. Open a path session in the edition screen.
2. In the section Enroll learners, click on the field on the right of the custom field title.
3. Select the values.
4. Click outside the field.
5. Click Check updates to save to see the updated number.
6. At the bottom right, click Save audience.
7. Click Confirm.

Remove a possible custom field value by clicking on the right of its name. Remove all selected values by clicking on the right of the field. This removes the custom field criteria.

Add another possible path for the path results filter

You can select more than one value for a path. The filter will apply to users who meet the result criterion for at least one of them. This is useful when you want to include users who have successfully completed one of several possible paths. (for example: all users who successfully completed the path "EMEA Onboarding" or all users who completed the path "US Onboarding").

1. Open a path session in the edition screen.
2. In the section Enroll learners, click in the field on the right of Path is.
3. Select the values.
4. Click outside the field.
5. Click Check updates to save to see the updated number.
6. At the bottom right, click Save audience.
7. Click Confirm.

Remove a path from the list by clicking on the right of its name. Remove all selected values by clicking on the right of the field. This removes the path criteria.

Add another possible certificate for the certificate results filter

You can select more than one value for a certificate. The filter will apply to users who meet the result criterion for at least one of them. This is useful when you want to include users who have successfully received one of several possible certificates. (for example: all users who received the certificate "EMEA Onboarding" or all users who received the certificate "US Onboarding").

1. Open a path session in the edition screen.
2. In the section Enroll learners, click in the field on the right of Certificate is.
3. Select the values.
4. Click outside the field.
5. Click Check updates to save to see the updated number.
6. At the bottom right, click Save audience.
7. Click Confirm.

Remove a certificate from the list by clicking on the right of its name. Remove all selected values by clicking on the right of the field. This removes the certificate criteria.

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