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Enrolment States - Definitions

  • Updated

Form LMS records an enrolment state for each learner on each course. These states appear in learner listings, records, and reports across Form.

Enrolment states

  • Awaiting approval

    • When a course uses conditional enrolment, learners must request access. An admin reviews each request. This state shows while the request is waiting for a decision.

  • Not started

    • You have been enrolled on a course or event but have not yet opened it.

  • Enrolment request rejected

    • When a course uses conditional enrolment, learners must request access. This state shows when an admin has rejected the request.

  • Cancelled

    • An admin has withdrawn the learner from the course.

  • In progress

    • You have been enrolled, opened the course, and are working through the modules.

  • Failed

    • This state appears only when the course is supplied by an external training provider and the publish settings use Pass/Fail rather than Complete/Incomplete.

  • Completed

    • Digital learning: you have completed a course with all modules passed. If applicable, you have also finished the course feedback.
    • Events: you are marked as completed when the event concludes and, depending on setup, all registers are filled in.
    • The completion date is the date you completed the feedback or the date the event register was completed. It is not the date of the session itself.
    • When building course completion reports, include both the enrolment state and completion date columns. This helps distinguish between withdrawn (shown as cancelled) and completed enrolments.

  • Awaiting feedback

    • You have completed all modules but have not yet submitted the required feedback form. Once you submit feedback, the state changes to Completed.

Statuses in bulk enrol and withdraw

The user lists in bulk enrol and withdraw show a simplified Enrolment status that matches the filter labels. Statuses you'll see include:

  • Enrolled - the learner has an active enrolment on the course.
  • Not enrolled - the learner has no active enrolment on the course.
  • Not passed - the learner's most recent attempt ended in the Failed state.
  • Completed externally - the learner's completion comes from an external record.

The Last completed column shows where each completion date comes from. A date from an earlier enrolment is marked (previous record), and a date from an external record is marked (external).

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