In addition to the enrolment form manager, a separate manager is available for defining enrolment form sets. This set manager replaces the tab for enrolment forms in the provider. For each set, one form can be defined per registration type, making it unnecessary to create multiple providers for this use case.
Functions of the Enrolment Form Set Manager
New
Description
Status
Sets whether the enrolment form set is Active or inactive. Only enrolment form sets with the status Active can be assigned to courses, course templates, or learning paths. This is a prerequisite for the set to be selectable via the enrolment form set metatag on a training object.
Enrolment Forms Assignment
Contains four selection fields, one for each enrolment type:
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Enrolment by learner (self-enrolment / request)
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Enrolment of learner by supervisor, enrolment agent, or HR administrator
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Approval by supervisor or admin
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Pre-booking
For each type, you can select the corresponding enrolment form that should be displayed during that specific enrolment process. It is not mandatory to assign a form to every type — only the types relevant to the training need to be populated.
Order Data
The "Order Date" tab in an enrolment form set allows administrators to configure which additional participant data is collected and stored specifically at the point of enrolment — independently of the participant's general user profile.
Here is what can be configured on this tab:
Add Personal Attributes as Order Data
Via the Add (+) persoanl attributes can be assigned as Order Data. These attributes are stored on the participant's enrolment record and are not written back to the user profile. For example, the requirement to indicate whether a hotel is needed applies only to that specific training booking.
"Use Profile Data" Checkbox
Determines whether existing profile data should be pre-populated into the order data fields during the enrolment process. If ticked, the system will pull the current profile value into the field, saving the participant from re-entering known information.
"Show Order Data" Checkbox
Controls whether the collected order data attributes are displayed as columns in the Participant Administration view of the course or learning path. This makes it easy for admins to see the collected booking information directly in the participant list without opening each individual enrolment record.
"Filter Order Data" Checkbox
Determines whether the order data attributes can be used as filter options in the Participant Administration table, allowing admins to filter participants based on their order data values.
"Show in Approval History" Checkbox
Only available for Multiapproval workflow
Edit
Delete
Clearances
Assigning Form
The previously created forms can then be assigned using the enrolment form set manager. Within such a set, one form can be included per booking type (self-enrolment, supervisor enrolment, confirmation, prebooking), allowing a maximum of four forms per set and simplifying the assignment process. Furthermore, the booking data per set is defined here, and the attribute type can also be defined. The booking data is displayed later in participant management. The assignment of enrolment forms in the provider is obsolete.
The sets can be assigned to courses, course templates, and learning paths using the metatag "Enrolment forms".
Global Functions and Related Topics
Deep Dive Guides
Enrolment Form Sets and Order Data Overview