Coming soon... ⏳
This feature is available to all customers using eLearning on the Training Register, including iHasco and custom SCORM courses.
What is auto-enrol?
Summary
Once enabled in your course register, expiring eLearning courses will automatically be re-booked. Links to retake the course will automatically be emailed ahead of the course expiry, reducing manual admin work and minimising the chance of the course expiring!
How do I get started?
The feature needs to be manually enabled for each course in your Course Register. You can choose which types of courses are enrolled.
Who can use this feature?
🏘 Supported on all active eLearning plans (Training register customers)
👷♂️ Users need Roles & Courses Editor or Account Admin permission to configure the feature
Setting up auto-enrol in the course register
To set up auto-enrol:
Go to the Course register tab
Select the course you want to auto-enrol personnel in.
Scroll down and check the box for “Auto-enrol personnel.”
Save changes
Note: you need to be a Roles & Courses editor, or account admin, to make changes to the course register.
Contact your account admin to make changes to your permissions
When does auto-enrol happen?
Once a personnel’s training is nearing its expiration, the system will automatically enrol them in the appropriate course, and personnel will receive an email.
The system will automatically enrol personnel 30 days before their training expires.
If you have custom expiry dates enabled, you can customise unless a custom expiry date has been set for the course.
Auto-enrolments take place at midnight.
How can I see what's been auto-enrolled?
Once auto-enrol is enabled for a course, the enrol symbol will show under the 'Method' column:
You can track the status of each personnel’s enrolment through the course side panel.
For a personnel
Auto-enrolled courses will show on personnel profiles. Hover on the tag to see when the course was enrolled.
Disabling or cancelling auto-enrol for individual personnel
Turn off
To disable auto-enrolment for a particular person, go to their profile and toggle the setting off to NO.
Cancelling
You can cancel an auto-enrolment that's already happened unless the course is in progress.
Available settings for auto-enrol
You can customise the auto-enrol feature by adjusting the following settings in the course side panel.
Go to Course register > Edit course.
Employees vs sub-contractors
Decide if auto-enrolment should apply only to employees or to both employees and sub-contractors.
Required vs Optional courses
Choose whether the feature should trigger for required courses only, or for both required and optional courses.
Missing vs Expiring training
By default, missing training is not automatically enrolled. This helps you avoid using eLearning credits when adding new personnel to the system.
Missing Training: Training that has never been recorded for the personnel.
Expiring Training: Training that was completed but is nearing its expiration date.
However, if you want the system to auto-enrol missing training, you can enable this feature.
To enable auto-enrolment for missing training (account admins only):
Go to the primary division > Settings.
Navigate to Personnel & Training in the sidebar
Toggle on “Auto-enrol missing training” > Save changes
Once enabled, the system automatically enrols personnel in the eLearning courses when you assign them a role with course requirements.
Note: Only account owners and admins can enable or disable the Auto-Enrol feature in the primary division settings 🏠