Assignments & Enrolment

Assigning Courses

An assignment says who should do a course, by when, and how often.

Where to find it

Architect Panel → eLearning:

• Courses & Assignments — the course console — courses, units, assignments
• Learner Records — a learner’s registration against a package
• Course Attempts — each attempt at a package
• Course Sessions — individual launches
• Learning Objectives — objective-level results

Admin Panel → User Administration:

• User Groups — the groups an assignment can target

What an assignment carries

• Label — what this assignment is, for you.
• Target — everyone, a group, or a specific person.
• Due days — how long a learner has from enrolment.
• Recur months — how often it comes round again.
• Obligation type — linking it to your obligations framework.
• Auto-enrol — whether people are enrolled automatically.

Target groups, not people

Almost always. A group target means new joiners are covered the moment they are added to the group, and leavers stop being chased. Individual targets are for genuine exceptions and they are the ones that go stale.

If you find yourself creating many individual assignments, the group structure is the thing to fix.

“Everyone” means everyone

Including contractors, service accounts and whoever you onboarded last week for a two-day project. Use it deliberately, and check what the population actually is before you do.

Due days start from enrolment

Not from a fixed date. So somebody joining in June gets the same window as somebody who joined in January, which is fairer and produces a steady flow rather than a cliff.

Set it to a realistic period. Seven days for a thirty-minute module is aggressive; ninety days is long enough to be forgotten.

Recurrence makes it a programme

Setting a recurrence turns a one-off assignment into an ongoing requirement — annual refreshers, quarterly briefings. Combined with the course’s validity period, that is what produces a live compliance position rather than a historic one.

Auto-enrol or offer

• Auto-enrol on — people are enrolled and expected to complete. Right for mandatory training.
• Auto-enrol off — the course is available and people choose. Right for a development catalogue.

Do not use auto-enrol for optional material. An enrolment somebody did not ask for and is not required to finish becomes an overdue item that trains people to ignore overdue items.

Link to obligations where you have them

An assignment can name an obligation type, which connects training to the framework that says why it is required. That is what turns "we ran the course" into "we met the obligation".

Check the population before enabling

An assignment enrolling four hundred people is four hundred notifications and a support load. Look at who it would target before switching it on.

Worked example

An organisation assigns its security course to the All Staff group with a thirty-day window, recurring every twelve months, auto-enrolled and linked to an obligation type. Its development catalogue uses the same courses with auto-enrol off and no due date.

Recommendations

• Target groups, not individuals.
• Auto-enrol only what is mandatory.
• Realistic due windows — not seven days, not ninety.
• Check the population before enabling.

Enrolments and Cycles

An enrolment is one learner on one course for one cycle, and it is where progress lives.

Where to find it

Architect Panel → eLearning:

• Courses & Assignments — the course console — courses, units, assignments
• Learner Records — a learner’s registration against a package
• Course Attempts — each attempt at a package
• Course Sessions — individual launches
• Learning Objectives — objective-level results

What it records

The learner, the course, the cycle, the status, where the enrolment came from, which assignment produced it, units done against units total, a percentage complete, and the dates: enrolled, started, completed, expires.

So a single row answers "where is this person on this course" without looking at anything else.

Cycles, not resets

Each time a recurring requirement comes round, a new cycle opens rather than the existing enrolment resetting. The completed one stays live until the next cycle opens, so a learner’s page keeps showing their result rather than going blank the day it expires.

And every past cycle is kept, which is what makes a training history possible.

The source matters

An enrolment records how it came about — an assignment, self-enrolment, or a manual action. When somebody asks why they have been enrolled on something, that field is the answer.

Progress is units, not time

Units done against units total, expressed as a percentage. A learner half way through a three-unit course has done one unit, not spent half the time.

Which is the honest measure — time spent tells you very little, and a learner who left a module open over lunch will have an impressive figure.

Watch not-started, not overdue

The useful early signal. Somebody who has not started a week before the deadline will not finish it; somebody who started and stopped has hit a problem worth knowing about.

An overdue report tells you what already failed. A not-started report tells you what is about to.

Chase the pattern, not the person

A course where a third of learners stop at the same unit has a problem with that unit — it is too long, it does not work on phones, or it is broken. That is far more actionable than reminding four hundred people.

Expiry dates are the compliance picture

An enrolment carries when its completion expires. A list of enrolments expiring in the next sixty days is the training plan for the next quarter, and it is available at any time.

Leavers need handling

Enrolments belong to people, and people leave. Decide what happens to their records — usually kept, because they are evidence of what was delivered while they were there.

Worked example

A training team reviews not-started enrolments weekly rather than overdue ones, and expiring-in-sixty-days monthly. A course where a quarter of learners stopped at unit two was found to have a package that did not resume; the supplier replaced it.

Recommendations

• Watch not-started, not overdue.
• Look for the unit where people stop.
• Use expiry dates as the forward plan.
• Keep leavers’ records — they are evidence.