How to enroll users in courses

Introduction

When you enroll users in courses, this will make them learners of the course in question.

This article covers the various ways admins can enroll users in courses.

For instructions on how to enroll users in training plans, see this article.

 

IMPORTANT   

  • We encourage using the above-mention option instead of employing the native Share functionality of SharePoint, which enables SharePoint site owners to add users to a SharePoint group of the SharePoint site of the course catalog. This option enables these users to view the catalog, course, and training plan pages of this catalog. However, these users aren't automatically added to the Users list of the catalog. As a result, they may have a limited experience in LMS365 (Learn365). 

 

Enroll users from the Users page

Required role: catalog admin

As a catalog admin, you can enroll users in courses from the Users page in the Learn365 Admin Center.

For detailed information about this process, see this article.

 

enroll_users_.png

 

Manage learners from the course configuration panel

Required roles: catalog admin. Course admins can enroll and manage learners of the course after the course has been created and after they've been assigned the course admin role.

Depending on the training type, you can enroll users in courses:

  • From the People section of the course configuration panel (for e-learning and instructor-led training).
  • From the Sessions section of the course configuration panel (for instructor-led training only).

 

e-Learning courses

Required roles: catalog admin. Course admins can enroll and manage learners of the course after the course has been created and after they've been assigned the course admin role.

 

From the People section of the course configuration panel, you can enroll users in e-learning courses.

To enroll users in e-learning courses:

1. From the Learners tab in the People section, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra (Azure Active Directory) group, all the users in the group are counted.

3. Select Enroll.

 

add_a_user_to_e-learning.png

 

It may take a few minutes to enroll all the users. During this time, their names will be greyed out and inactive in the list of enrolled learners.

Enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

NOTE   

Selecting a learner opens the Actions panel, where you can see the Send Email Message option which is unavailable until the course is created. When the course is created, catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course management panel. To find more information about how to send emails to enrolled users, see this link.

 

These changes are automatically saved.

 

Instructor-Led Training

The enrollment process for instructor-led training differs depending on the enrollment type:

 

Courses of the single- enrollment type

You can enroll users in instructor-led training with the single- enrollment type in one of the following ways:

  • Enroll users in a course and register them for a standalone session or a session group.
  • Enroll users in a course and enable them to select a standalone session or a session group themselves.
  • Enroll users in a course and enable them to complete the course without registering for a standalone session or a session group.

NOTE   

If a learner is enrolled in an instructor-led course with the single- enrollment type both as an individual and via a Microsoft Entra (Azure Active Directory) group, the Microsoft Entra group registration for a session or a session group will override the individual registration of the learner.

 

Enroll users in a course and register them for a standalone session or a session group

If you want certain learners to be registered for a specific session or session group, you can:

  • Register them directly in the relevant session or session group. This action automatically enrolls learners in the course.
  • First enroll them in the course and then register in the relevant session or session group.

To check whether a learner is already registered for a specific session or session group of the course, navigate to the People section > Learners > check the Session column.

 

session_column.png

 

Register users for a session or session group of the course:

1. Go to the Sessions section of the course configuration panel, then select an existing session or session group, or create one.

If you start from the People section of the course configuration panel and no learners are displayed there, you'll see a link that will direct you to the Sessions section of the course configuration panel.

 

no_learners_enrolled.png

 

2. In the Sessions section, from the opened Actions panel, select Manage Learners.

3. On the opened Manage Learners panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to register for the session or session group.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra ID (Azure Active Directory) group, all the users in the group are counted to ensure the number of enrollments doesn't exceed the maximum number of attendees for the session or session group (if a maximum number of attendees is set). The number of users in the group is displayed in brackets.

5. Select Enroll.

 

enrolling_learner.png

 

Enroll learners in a course and enable them to select a session or session group themselves

NOTE   

If a learner is enrolled in an instructor-led course with the single- enrollment type both as an individual and via a Microsoft Entra (Azure Active Directory) group, the Microsoft Entra group registration in a session or a session group will override the individual registration of the learner.

 

Catalog and course admins can enroll users in a course, then enable learners to select a session or session group themselves, if this is a prerequisite for course completion.

When attendance for a course is set as required for course completion and the Allow enrollment without session registration option is disabled, users will receive a Course Session Selection Request notification. Following the link in the notification, users will be prompted to select a session or session group to complete their registration.

1. From the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra ID (Azure Active Directory) group, all the users in the group are counted.

3. Select Enroll.

Enrolled users and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

NOTE   

Selecting a learner opens the Actions panel, where you can see the Send Email Message option which is unavailable until the course is created. When the course is created, catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course Management panel. Find more about how to send emails to learners in this article.

 

Enroll users in a course and enable them to complete it without registering for a session or session group

Catalog and course admins can enroll users in a course, then enable learners to complete the course without registering for a session by enabling the Allow enrollment without session registration option and setting attendance as not required.

When attendance for a course isn't required for course completion and the Allow enrollment without session registration option is enabled, learners won't receive a Course Session Selection Request notification and they won't be prompted to select a session or session group. However, learners can still register for any available sessions if they want.

1. In the Settings section of the course configuration panel, move the Allow enrollment without session registration toggle to the On position. 

2. In the Basic Details section of the course configuration panel, set Attendance is not required for completion. This enables learners to complete the course without attending a session or session group. If you keep attendance as required for course completion, learners can take the course without selecting a session but they won't be able to complete it.

3. From the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra (Azure Active Directory) group, all the users in the group are counted.

5. Select Enroll.

Enrolled users and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

NOTE   

Selecting a learner opens the Actions panel, where you can see the Send Email Message option which is unavailable until the course is created. When the course is created, catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course Management panel. Find more about how to send emails to learners in this article.

 

Courses of the all- enrollment type

For instructor-led training with the all- enrollment type, you enroll users from the People section of the Learners tab on the course configuration panel. As a result, users will be enrolled in the course and registered for all of its sessions and session groups.

1. From the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

3. Select Enroll.

 

enrolling_users_.png

 

It may take a few minutes to enroll all the users. During this time, their names will be greyed out and inactive in the list of enrolled learners.

 

NOTE   

  • If the Maximum attendees is set for a course, the number of available places is displayed below the Learners and Administrators tabs in the People section. If you try to enroll more than the maximum number of allowed attendees for this course, you'll see a message.
  • If you add a Microsoft Entra (Azure Active Directory) group, all the users in the group are counted to ensure the number of enrollments doesn't exceed the maximum number of attendees for the course.

 

Enrolled users and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

 

Courses of the multiple- enrollment type

You can enroll users in instructor-led training with the multiple- enrollment type in one of the following ways:

  • Enroll users in a course and register them for specific sessions and/or session groups.
  • Enroll users in a course and enable them to select sessions and/or session groups themselves.
  • Enroll users in a course and enable them to complete the course without registering for sessions or session groups.

 

Enroll users in a course and register them for specific sessions and/or session groups

When attendance is required for course completion, this type of training requires users to be registered for at least one standalone session or session group. If you want certain users to be registered for specific sessions and/or session groups, you can enroll them via the relevant sessions or session groups.

To check whether a user is already registered for sessions or session groups, navigate to the People section > Learners > check the Course sessions column > select the List of Sessions link.

 

the_sessions_column.png

 

Register users for specific sessions and/or session groups of the course:

1. Go to the Sessions section of the course configuration panel, then select an existing session or session group, or create one.

2. From the Actions panel, select Manage Learners.

3. On the opened Manage Learners panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra (Azure Active Directory) group, all the users in the group are counted to ensure the number of enrollments doesn't exceed the maximum number of attendees for the session (if a maximum number of attendees is set). The number of users in the group is displayed in brackets.

5. Select Enroll.

You can enroll users in as many standalone sessions and/or session groups as you want.

 

Enroll users in a course and enable learners to select sessions or groups themselves

Catalog or course admins can enroll users in a course, then enable learners to select the sessions and session groups themselves, if this is a prerequisite for course completion.

When attendance for a course is set as required for course completion and the Allow enrollment without session registration option is disabled, users will receive a Course Session Selection Request notification. Following the link in the notification, users will be prompted to select sessions and/or session groups to complete their registration.

1. From the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

2. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

3. Select Enroll.

Enrolled users and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

 

NOTE   

Selecting a learner opens the Actions panel, where you can see the Send Email Message option which is unavailable until the course is created. When the course is created, catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course management panel. To find more information about how to send emails to enrolled users, see this link.

 

Enroll users in a course and enable them to complete it without registering for sessions or session groups

Catalog and course admins can enroll users in a course, then enable learners to complete the course without registering for a session or session group by enabling the Allow enrollment without session registration option and setting attendance as not required.

When attendance for a course isn't required for course completion and the Allow enrollment without session registration option is enabled, learners won't receive a Course Session Selection Request notification and they won't be prompted to select a session or session group. However, learners can still register for any available sessions if they want.

1. In the Settings section of the course configuration panel, move the Allow enrollment without session registration toggle to the On position. 

2. In the Basic Details section of the course configuration panel, set Attendance is not required for completion. This enables learners to complete the course without attending a session or session group. If you keep attendance as required for course completion, learners can take the course without selecting a session but they won't be able to complete it.

3. From the Learners tab in the People section of the course configuration panel, select + Enroll Learner(s).

4. In the Search for user(s) field, enter the names, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or security groups of the users you want to enroll in the course.

You can enter a maximum of 50 internal users or 1,500 symbols at a time, as a comma or semicolon-separated list. If you exceed the limit, you'll see a corresponding information message. To add more email addresses, save the first 50 emails or 1,500 characters and repeat the process.

You can’t add the Everyone and Everyone except external user groups.

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you resolve the issues. Invalid email addresses and users are highlighted in red.

If you add a Microsoft Entra (Azure Active Directory) group, all the users in the group are counted.

5. Select Enroll.

Enrolled users and groups are displayed in alphabetical order, regardless of the order in which they were added. Enrolled groups show the number of users in brackets next to their title.

The names of the learners and group titles become active and available for the Send Email Message and Unenroll options.

NOTE   

Selecting a learner opens the Actions panel, where you can see the Send Email Message option which is unavailable until the course is created. When the course is created, catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course management panel. To find more information about how to send emails to enrolled users, see this link.

 

Enroll users by managing Microsoft Entra (Azure Active Directory) group

Required roles: the Microsoft 365 global admin can manage users within Microsoft Entra (Azure Active Directory) groups. Course and catalog admins can enroll Microsoft Entra groups in courses.

When Microsoft Entra groups are enrolled in a course, the current members of the group, as well as users who are later added to the group, will automatically be enrolled in the course.

You might choose to enroll Microsoft Entra groups in courses to ensure everybody with a certain role will automatically be enrolled in the same course. When users are assigned their role, they're added to the related Microsoft Entra group. For example, there can be Microsoft Entra groups for managers, new hires, or specific departments, and these groups can be enrolled in relevant training.

Users with the Microsoft 365 global admin role are responsible for managing users within Microsoft Entra groups. When the Microsoft 365 global admin adds a user to a Microsoft Entra group, the user is automatically enrolled in any courses in which the group is enrolled. When a user is removed from a Microsoft Entra group, they're automatically unenrolled from any courses in which the group is enrolled.

For more information about enrolling users in courses using Microsoft Entra or Microsoft 365 groups, see this article.

 

Enroll users via the LMS365 (Learn365) API

You can enroll users in courses using the LMS365 (Learn365) API. For more information, see this article.

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