Creating auto-enrolments

Auto-enrolments enrol users in one or more courses based on their organisation unit or group membership in Form LMS.

Auto-enrolments are triggered when:

• New learner invited: When a new learner is invited to Form and placed in an organisation unit or group with an auto-enrolment rule, they are enrolled in the assigned courses as soon as their account is active.
• Existing learner's organisation unit or group changes: When an existing learner is moved to a different organisation unit or group with an auto-enrolment rule, they are enrolled in the assigned courses when the change is saved.
  • To edit a learner's organisation unit or group:
    • Go to People → Users, search for the user and click Edit under the three-dot menu.
    • Go to the Org unit and Groups menu, make the changes and click Save Changes.
  • When you change their organisation unit or group, any courses triggered by auto-enrolment rules are displayed on the edit screen. You can amend these courses before saving. The enrolments are activated when you save.

Use organisation units for courses that are mandatory across the organisation structure (cascading through all levels). Use groups for role-specific courses that apply across organisation unit boundaries.

Example: If everyone in the organisation requires the Cyber Security course, set an auto-enrolment at the organisation unit level. For role-specific courses like Management Training, use a group auto-enrolment.

Assign auto-enrolments

• Assign an auto-enrolment to a target audience: Go to People → Auto-enrolments and click Create auto-enrolment.
• Enter a name: Type a name into the Name box. This helps you identify the rule later.
• Enter a description: Add a description to give other administrators more information about the rule. This is not displayed in the auto-enrolments table.
• Select type: Choose whether the auto-enrolment is based on an organisation unit or a group.
• Select target audience: The target audience is the subset of the type you want to enrol automatically. Use the checkbox to select them. You can select several units or groups.
• Select courses: Choose the courses to add to the auto-enrolment by searching and selecting in the Courses box. You can also click Advanced Search to find and add courses from a list.

• On save, run on the selected target audience:

  ⚠ Warning: Do not use this function if you have workflows enabled against imported records/external history. 

  Normally, you set up an auto-enrolment rule before placing users in the target audience. If users are already in the organisation unit or group, tick the checkbox to enrol them as well. Users who are in progress or who have already completed those courses will not be re-enrolled.

• Activate: Make sure the status toggle is set to Active so the auto-enrolment runs.
• Create auto-enrolment: Click Create when you are happy with your selection. All users in your selected target audience are now automatically enrolled in the defined courses.

Edit an auto-enrolment

To edit an auto-enrolment:

• Auto-enrolment table: Click either the Organisation Units or Groups tab below the page title. You can search each tab using the search box and the filter button.
• Edit an auto-enrolment: Click Edit on the rule you want to change.
• Change target audience: Use the select or search box to add audiences. Remove them by deselecting organisation units or clicking the "X" icon next to a group.
• Remove a course: Selected courses appear above the Courses box. Click the "X" icon to remove a course.
• Stop auto-enrolment: Set the status toggle to Inactive to prevent the rule from running.

Delete an auto-enrolment

To delete an auto-enrolment, click the three-dot menu → Archive. This removes it from the auto-enrolment page.