The Enrollment Wizard

The Enrollment Wizard is a convenient tool that allows you add, update and manage learner course enrollment in a step-by-step fashion.

Accessing the Enrollment Wizard

The Enrollment Wizard can be accessed directly by going to Home > Workspace > Enrollment Wizard.

Additionally, it can be accessed from various areas of the system where you can enroll learners.  For example, when reviewing a learner's enrollment in the CDC, you have the option to open the Enrollment Wizard to enroll one or more learners in a course.

Enroll Learners in a Course

1. Open the Enrollment Wizard.
2. In the Action field, select Enroll.
3. In the Module(s) field, click the add icon and select one or more courses.
4. In the Participant(s) field, click the add icon and select one or more participants.

5. Click the Suppress automatic e-mails checkbox to prevent enrollment confirmation emails.
6. Click the Ignore Schedule Conflict checkbox to override any scheduling conflicts.
7. Click the Override? checkbox to bypass enrollment restrictions and checks for valid enrollment during the group enrollment.
8. Click the Perform prerequisite checks? checkbox to run prerequisite checks configured for the learning module on the selected learners before enrolling them. Learners who fail to meet the prerequisites are not enrolled.
9. In the Charged Cost Center field, enter a cost center if required.
10. The Enrollment Date field allows you to backdate enrollment.  Enter a date in the field.  For more information, see Backdate Course Enrollment below.
11. In the Module Deadline field enter the course completion date. This date takes precedence over any settings in the Catalog Editor, including  for those module due dates that have already expired, will be expired, or have no due date.
12. In the Restricted Start Date field enter the date from which participants can start a course (overriding the current date).
13. Click Enroll. The page refreshes with a summary report which shows the number of successful and failed enrollments.
14. Click Back to Enrollment Wizard.

Update Enrollment Status

1. Open the Enrollment Wizard.
2. In the Action field, select Change Enrollment Status.
3. In the Module(s) field, click the add icon and select one or more courses.
4. In the Participant(s) field, click the add icon and select one or more participants.
5. In the Change enrollment procedure field select Change overall status.
6. Click the Suppress automatic e-mails checkbox to prevent enrollment confirmation emails.
7. In the Target Status field select the new status for the selected users and courses.
8. Click Change Enrollment Status. The page refreshes with a summary report which shows the number of successful and failed status changes.
9. Click Back to Enrollment Wizard. 

Allowed Transitions between Enrollment Statuses

There are restrictions on transitioning between enrollment statuses. Use the table below for guidance:

Extend Course Deadlines

Extending the deadline of a learning program also extends the deadlines of its component courses.

1. Open the Enrollment Wizard.
2. In the Action field, select Change Enrollment Status.
3. In the Module(s) field, click the add icon and select one or more courses.
4. In the Participant(s) field, click the add icon and select one or more participants.
5. In the Change enrollment procedure field select Extend module deadline.
6. Click the Suppress automatic e-mails checkbox to prevent enrollment confirmation emails.
7. In the Target Status field select the new status for the selected users and courses.
8. Click Change Enrollment Status. The page refreshes with a summary report which shows the number of successful and failed status changes.
9. Click Back to Enrollment Wizard.
10. In the Number of Days Extension field, enter the number of days to extend the deadline.
11. Click Change Enrollment Status. The page refreshes with a summary report which shows the number of successful and failed status changes.
12. Click Back to Enrollment Wizard. 

Backdate Course Enrollment

You can add and backdate course enrollment. Often, customers will conduct in-person, supervised training prior to adding a Task or On-the-Job course in PF Learning.  When this is the case, administrators have to enroll users and mark them complete after the fact.  Although backdating training records can be handled by importing training records via the Training Records CSV Loader, this often causes issues due to volume of data.  The Enrollment Wizard helps to streamline this process.

There is a two-step process for backdating course enrollment. 

1. Follow the steps in Enroll Learners in a Course, making sure to enter the backdated date in the Enrollment Date field.
2. Next, follow the steps in Update Enrollment Status to change the status to Complete.