Enrolments and Automation

Admins can manually enrol individual users or groups of users into topics and pathways directly from the People tab in the Admin area. A single user can be enrolled by opening their profile and selecting topics or pathways from their Topics or Pathways tab, using bulk actions to enrol, unenrol, set due dates, reset, retake, or mark as complete. Groups of users can be enrolled by filtering the People list to the desired subset, selecting all matching users, and using the Enrol in Knowledge bulk action. Admins can also start from the topic or pathway and enrol users from its Enrolments tab.

Admins can upload a CSV file to create, update, or backdate enrolments in bulk. The CSV uses enrolment codes unique to each topic or pathway. Supported actions per row include: NEW (new enrolment), COMPLETED (mark as complete with optional backdated completion and certified dates), RESET (reset existing enrolment), RETAKE (create a retake enrolment), UNENROL (bulk unenrol), and UPDATE (update dates or apply skills to existing enrolments). Optional columns allow per-row due dates, completion dates, certified dates, and recertification inclusion or exclusion. A maximum of 1,500 records can be uploaded per import.

Each topic and pathway has a default internal auto-enrol link, accessible from its Access tab. When an existing logged-in user clicks the link, they are automatically enrolled in that topic or pathway. Additional links can be created per topic (not pathways), each with an optional reference label and notes. Links can be temporarily deactivated or permanently deleted. Clicking a link when already enrolled or completed does not reset the enrolment. Links only work for users who already exist in the portal, or for new users provisioned automatically via SSO.

Admins can create catalogue rules that make topics or pathways visible to specific users in their training catalogue, based on user attributes such as type (staff/client/prospect), custom fields, groups, or other profile data. Users matching the rule see the topic or pathway in their Catalogue tab and can click to enrol themselves. The catalogue button can be set to ‘Enrol’ (free) or ‘Buy’ (for paid access scenarios). A ‘Run Rule’ option immediately enrols all currently matching users. Topics do not appear in any catalogue by default — a rule must be created first. Rules can be deleted at any time but cannot be edited — they must be recreated if changes are needed.

Automated enrolment rules check every two hours and enrol any users who match the rule criteria and are not already enrolled. Rules are built using the same People filter options as catalogue rules — filtering by user type, custom fields, groups, job title, location, date fields (such as created date or last login), and more. Once enabled on a topic or pathway, the rule runs automatically without any admin action. Automated rules only create new enrolments — they do not trigger retakes or resets. Only one rule can run at a time per portal to prevent duplicate enrolments from overlapping rules.

When enabled on a topic or pathway, team leaders (managers who are users in the portal) can enrol their direct reports into that training from their Team page on the learner homepage. Admins enable manager enrolments per topic or pathway via the Access tab. Team leaders see a list of their team members and can enrol or unenrol them individually or in bulk. Manager enrolment permissions are scoped to the topics and pathways where the feature has been explicitly enabled — team leaders cannot enrol their team in all training by default.

Due dates can be set on any topic or pathway via the Settings tab in the Timing panel. Options are: no due date, a fixed number of days from enrolment, a fixed number of days from a specific date, or a fixed calendar date applied to all enrolments. Due dates are visible to learners on their training dashboard and to admins in reporting. Due date settings only apply to enrolments created after the setting is configured — existing enrolments must be updated separately via bulk action on the Enrolments tab. Admins can update due dates for existing enrolments in bulk. Due dates are required for reminder notifications to trigger.

Next Enrolment: When enabled on a topic or pathway, completing that training automatically triggers a new enrolment into a specified follow-on topic or pathway. This daisy-chains training so that learners are progressively enrolled in subsequent modules without admin intervention. Next Certification: Works in conjunction with a Certified Date. When a learner’s certification is approaching expiry (based on a configured lead time), they are automatically enrolled in either the same topic as a retake or migrated to a different specified topic or pathway. This allows organisations to move cohorts from one annual compliance pathway to the next, or from a full induction topic to a shorter annual refresher.

Admins can manage individual enrolments through a learner’s profile (Topics or Pathways tab) or via the Enrolments tab of a topic or pathway. Available bulk actions include: Unenrol, Reset Enrolment (clears progress and restarts), Retake Knowledge (creates a new enrolment alongside the completed record), Set to Completed (manually mark complete with optional backdated date), Change Due Date, Remove Due Date, Change Completed Date, Change Certified Date, Prevent Recertification, and Allow Recertification. Admins can also add a note to any individual enrolment record, which is visible in the learner’s training history and in admin reporting. Learners can optionally be given the ability to unenrol themselves from elective training.