Enrolment from Start to Finish | Scheer IMC - Customer Documentation (EN)

In the imc Learning Suite, an enrolment assigns users to a course or learning path as participants. This page describes the process from the first request to completion or cancellation and shows which enrolment route fits which purpose.

At a Glance

Route	Who Triggers It	Approval	Typical Use
Self-enrolment	Learner, via "Enrol" on the description page in the catalogue	Not required. An enrolment form, payment or prerequisites can still apply.	Open offers that eligible learners book themselves
Request with approval	Learner, via "Request"	Supervisor, course administrator, or several steps of a multi-approval workflow	Training that costs money or takes staff out of work
Enrolment by supervisor	Supervisor, via "My Staff" or the catalogue	Not required. Mandatory prerequisites are checked.	Training for individual employees or whole teams
Automatic enrolment	Scheduled job or manual start, based on membership of a group, target group or job profile	Not required	Mandatory and compliance training, recertification
Import	Administrator, via batch registration or the enrolments import	Not required	Long user lists, or enrolments with a given status

Before Enrolment

Settings on the course or learning path decide which routes are open and how many users can enrol.

Enrolment Types

The enrolment type defines the workflow of a course or learning path and is set via the meta tag "Enrolment type" (ID 10008). Enrolment types are activated individually under "Enrolment types" in Configuration Manager - Enrolment, and only activated types can be selected:

Self-enrolment
Self-enrolment with notification
Self-enrolment with confirmation
Self-enrolment with supervisor confirmation
Enrolment request with direct enrolment by the supervisor
Third-party enrolment
Third-party enrolment with confirmation
Multi approval

Seat Limits and Waiting List

Enrolments that exceed the maximum number of participants of a course are moved to the waiting list. The meta tag "Maximum waiting-list capacity" limits the waiting list; once it is exceeded, administrators can still add participants, while learners, supervisors and registration agents cannot. When places become free through moves or cancellations, participants move up according to the meta tag "Move up automatically", in the order of their enrolment dates. Administrators can change this order manually. See Course Participation Administration.

Seat Limitation restricts how many users with particular person attribute values or from particular groups can enrol. Entries are created in the "Seat Limitations" manager and assigned via the meta tag "Seat Limitation" (ID 11988) on course templates or learning path templates. A seat limitation does not reserve seats; it only restricts the defined users, and all other users can enrol without this limit. With "Share seat limits across all courses and learning paths", all linked courses and learning paths draw on the same seats.

Enrolment Forms

Enrolment Forms request additional information during enrolment, for example profile data, a comment or the acceptance of terms of use. Forms can be defined for enrolment by the learner, enrolment by a supervisor, enrolment agent or HR administrator, approval, and pre-booking. If a course has an enrolment form, several users cannot be enrolled at the same time. Each user has to be enrolled individually.

Enrolment Routes

The enrolment routes differ in who triggers the enrolment: learners, supervisors, a scheduled job or an administrator.

Self-Enrolment and Pre-Booking

The button on the description page of a course or learning path shows the workflow: "Enrol" means direct self-enrolment, "Request" means an approval workflow. For a course template advertised in the catalogue, "Pre-book" flags interest when no suitable course is available. See Self-enrolling or Requesting a Training.

Approval Workflows

Three workflows require approval, as described in Approving Course Enrollment Request:

"Enrolment request with direct enrolment by the Supervisor": single-stage; the supervisor's approval enrols the employee directly
"Self-enrolment with confirmation by the Supervisor and enrolment by the administrator": two-stage. Supervisors approve first, then the course administrator makes the final enrolment.
"Multi-approval": configurable approval stages that are run through in succession; see Multi-approval Workflow

A request sets the status "Requested". If configured, supervisors receive an enrolment message. They see all pending requests in the "Booking Request" panel. Requests can also be approved or rejected directly from the notification e-mail. A reason for the approval or rejection can only be given in the "Booking Request" panel. A rejected request is cancelled. With "Third-party enrolment with confirmation", the direction is reversed: an administrator places the user on the request list, and the user has to confirm.

A Multi-approval Workflow consists of approval steps whose approvers are direct or indirect supervisors or the members of a group. The last step is the final approval and sets "Confirmed" or "Rejected"; during all previous steps the participant stays "Requested". The checkbox in the "Final decision" column ends the process early, for example when a step rejects. The course administrator completes the enrolment by transferring the confirmed users from the request list to the participant list.

The course template needs the meta tag with ID 11842, and reasons for approval and declination as well as priorities come from Reasons for Cancellation, Exemption and Approval. All setup steps are listed in Multi-approval Workflow Configuration.

Enrolment by Supervisor

With "Enable enrolment by supervisor" active in the client, supervisors can enrol their employees on courses and learning paths. In "My Staff", the "Enroll employee" option opens the catalogue in the employee's context. From a course or learning path in the catalogue, supervisors can select up to 100 employees at once, set a common due date and mark the training as mandatory or optional. Mandatory prerequisites are checked per employee and shown as "Missing prerequisites"; employees who could not be enrolled in the batch can be enrolled individually.

"Replace enrollment" swaps an enrolled employee for another one, and "Move enrollment" moves the employee to another course of the same course template. Neither goes through the cancellation process, so no cancellation fees apply. See Enrolment by Supervisor.

Automatic Enrolment via Groups and Target Groups

On the "Automatic Registration" tab of the participant administration, groups, target groups, Business Units (BUs) or job profiles are assigned to a course, course template or learning path. The scheduled job "ParticipantAutomaticRegistration" then enrols their members, including users who are added later; the process can also be started manually. The "Exceptions" tab includes or excludes individual users and overrides the automatic enrolment.

The main settings of an assignment, described in Course-template Participation Management:

"Enrolment status": on course templates, places users on "Pre-booked" or "Personal syllabus"
"Consider newly added group members": enrols users who join the group later; if inactive, no enrolment is carried out for them
"Automatic course enrolment": enrols users with the status "Personal syllabus" on the next available and bookable course of the template
"Automatic cancellation": cancels participants who are enrolled or in progress once they are no longer members of the group
"Activation date": earliest date from which the assignment is included in the automatic enrolment

Import

Batch registration in the course participation administration imports a CSV file of users, identified by a unique attribute such as the Person ID, and sets them to a selected status, for example "Reserved", "Booked", "Waiting" or "Personal syllabus". Batch cancellation works the same way and applies one cancellation reason to all selected users. The "Enrolments Import" in Course Administration creates course or course template enrolments from a file, including statuses such as "Passed" or "Failed", and has no update function.

During Enrolment

Once a user is enrolled, the due date defines by when the training has to be completed. Reminders and escalations are based on it.

Due Date and Days to Finish

The due date is the date by which the participant has to complete the training. Supervisors can set a common due date when enrolling staff. For automatic enrolment, "Days to finish" is added to the enrolment date; if a fixed or relative due date is also set, the later of the two dates applies. With "Days to finish" set to 0 and no due date defined, the enrolment has no due date. The default value for "Days to finish" and the "Due date Interval" for the warning before a due date expires are set in Configuration Manager - Enrolment. How the initial due date is calculated for recertification is described in Recertification - Initial Due Date Calculation.

Reminders and Escalation

An Escalation Model defines reminder e-mails to participants and escalation messages to their supervisors when training has not been completed. Each escalation message is sent a set number of days before or after the due date, and a daily reminder can additionally run until the "Maximum escalation time" is reached. The model takes effect as a condition in the "Standard Reminder" notification in the "Registration Status Information / Reminder Emails" folder.

Escalation messages are only sent for courses that have a due date.

Enrolment Messages

Enrolment Messages send an e-mail when the enrolment status of a user changes. Each trigger combines the enrolment type, the starting and target status, how the change was triggered, for example "Frontend" for self-enrolment or "Supervisor", and the recipients. Most standard triggers are inactive out of the box.

After Enrolment

An enrolment ends either with completion, that is "Passed" or "Failed", or with a cancellation.

Cancellation

Whether participants can cancel their own enrolment depends on the meta tag "Cancellation type" (ID 10038), set to "Self-cancellation" or "Cancellation request". Cancelled participants appear on the "Cancellation List", where the cancellation reason can still be changed; this matters because cancellation fees can depend on the reason. Learning data such as feedback remains available until the user is removed from the cancellation list, after which the user can enrol again. With "Prohibit cancellation of automatic enrolments" active in Configuration Manager - Enrolment, automatically booked courses cannot be cancelled.

Automatic cancellations are carried out by scheduled jobs, as described in Scheduled Jobs:

Unfulfilled prerequisites: users who have not met mandatory prerequisites by the set date are cancelled; requires "PrerequisiteCheck" and "PrerequisitesOverdueCancelJob"
Waiting list: meta tag "Automatic cancellation from the waiting list on the start date" (ID 11816); requires "WaitingListCancellationJob"
Inactive users: meta tag "Automatic cancellation of inactive users" (ID 11813) cancels non-completed enrolments of users whose authentication status changes to "Passive"; requires "CancelInactiveUsersJob"
Group membership: "Automatic cancellation" in the automatic enrolment cancels participants who leave the assigned group

The scheduled jobs for automatic cancellation are not configured by default and have to be activated.

Enrolment Statuses

The enrolment status shows where a user stands at any point. The main statuses along the way, as listed in Enrolment Messages:

Status	Meaning
Pre-booked	Interest flagged on a course template; handled internally, not as an enrolment status
Personal syllabus	Assigned as a learning requirement; handled internally, not as an enrolment status
Requested	Requested by the participant or invited by the supervisor
Confirmed	Approved by the supervisor
Not confirmed	Rejected by the supervisor or administrator
Waiting	On the waiting list
Reserved	Reserved place on the participant list; no access to the course yet
Reserved for waiting list	Reserved place on the waiting list
Enrolled	Enrolled and waiting to be started by the participant
In progress	Started by the participant
Passed	Successfully completed
Failed	Not successfully completed
Cancelled	Enrolment cancelled

How It Fits Together

A typical enrolment runs through these steps. Automatic enrolment and import skip the approval step.

The administrator activates the enrolment types and sets the enrolment type, maximum number of participants, waiting list, enrolment form and cancellation type on the course or learning path.
A learner selects "Enrol" or "Request", a supervisor enrols staff, the automatic enrolment processes a group assignment, or an administrator adds or imports users.
If the enrolment type requires approval, the user is set to "Requested". Approvers decide in the "Booking Request" panel or from the e-mail; in a multi-approval workflow the steps follow one another until the final approval, after which the course administrator transfers the user to the participant list.
If places are free, the user is placed on the participant list. Otherwise the user goes onto the waiting list with "Waiting" and moves up when a place becomes free.
The due date is calculated from the enrolment settings, enrolment messages inform the people involved, and escalation messages remind the participant and the supervisor before or after the due date.
The enrolment ends with "Passed" or "Failed". On a course template with recertification, the user is enrolled again when the next enrolment date is reached.
Until completion, the participant, a supervisor, an administrator or an automatic job can cancel the enrolment, and the participant then appears on the cancellation list.

Typical Scenarios

Goal	Use
Let learners book a course without any approval	Enrolment type "Self-enrolment"
Have each request signed off by the supervisor	Enrolment type "Enrolment request with direct enrolment by the supervisor"
Involve several approvers in succession	Enrolment type "Multi approval" with a multi-approval workflow
Send a whole team to a training	Batch enrolment by the supervisor via the catalogue, up to 100 employees at once
Enrol a target group on mandatory training with a deadline	Automatic enrolment with "Days to finish" or a due date, plus an escalation model
Limit the number of seats for a region or department	Seat limitation assigned via the meta tag "Seat Limitation"
Swap a participant without cancellation fees	"Replace enrollment" by the supervisor
Remove remaining users from the waiting list when the course starts	Meta tag "Automatic cancellation from the waiting list on the start date" with "WaitingListCancellationJob"
Enrol a long list of users at once	Batch registration with a CSV file

Hints & Tips

There are no automatic reminder e-mails for requests that stay unprocessed. It is therefore recommended to check open requests regularly.
Recertification through automatic enrolment only applies to users enrolled on the course template via a target group. A manual enrolment on a course does not start a recertification cycle.
Buffer days bring recertification enrolments forward: the next course is booked "Days to finish" plus the buffer days before the next due date, which can be earlier than expected.
The enrolments import needs the External Course ID, which only courses created by import have. The delimiter for the import is defined in the client's global settings.
A replacement does not run a seat limit check, because the number of occupied seats does not change.
In a new system, only a few enrolment message triggers are active. It is recommended to use the extended search in "Enrolment Messages" to check whether an active trigger exists.