Enrolling people & groups

Enrollment connects a person to a program so they can start learning. The Add people wizard handles all of it in one pass: individuals from your directory, whole groups, and people who don’t have an account yet.

What this does

Enrolling grants access to a program and records the role the person holds in it — someone taking the program, or someone helping deliver it. One role applies to the whole batch you’re enrolling, not per person.

Note that “program”, “learners”, and “groups” may be renamed in your organization. See Terminology.

Before you start

You need permission to manage enrollment.
The program must have enrollment turned on and be published — the wizard only lists published programs. See Enrollment overview.
If you’re enrolling a group, that group already exists with the right members. See Groups.
People without accounts can be added by email from inside the wizard; you don’t have to invite them first.

Enroll people, groups, or emails

Go to Enrollment and choose Add people — from the hub tile or from the side panel.
Pick program. Search and select one program from the list. The list only shows published programs; use Show more if yours isn’t in the first page.
Add people. The role shows at the top right as Role: Learner; select Change role to pick a different one. Then build your selection from three tabs:
- People — search the directory by name or email and tick individuals.
- Groups — search and tick a group. A banner confirms that its current members are staged and future members will be enrolled automatically. Tick only one group per run — if you tick several, only the first one’s members are actually enrolled.
- Emails — paste addresses, one per line or comma-separated, for people who aren’t in your directory yet.
Everything you pick appears as a chip above the tabs with a running count, and each chip can be removed.
Review & confirm. Check the program, the role, and the staged totals (people · groups · emails), then choose Enroll people.

For people and groups picked from your directory, the result arrives as a toast summarising what happened — enrolled, already enrolled, skipped, failed. When nothing failed, that toast carries an Undo button for about 30 seconds; if any row failed, you get an error toast with the breakdown and no Undo.

Pasted email addresses are processed separately: the page stays put and swaps in a per-email outcome panel — enrolled, invited, or failed — and you choose Done when you’ve read it. There’s no Undo on that path.

While the role picker is open, choosing a non-learner role shows a note that the role bypasses consent, approval, and payment requirements.

Enrolling from somewhere else

The same wizards are reachable in context:

On Enrollment → Programs, the Add people… menu offers Enroll, Withdraw, Transfer, and Add staff, and returns you to the list when you’re done. It’s hidden without the enrollment permission and greyed out until at least one program has enrollment turned on.
A program’s own Enrollment tab has the same Add people… menu, pre-filled with that program.
A group’s page has Link a program, which opens the Add-people wizard. Pick the program, then re-select the group on the Groups tab — the wizard doesn’t carry the group across for you.
A program’s page under Enrollment → Programs has an Add people button that opens the wizard.

Only the program’s own Enrollment tab pre-fills the program for you. The other entry points — including Add staff, which still opens on the default Learner role — start you at step 1 with nothing selected, so check the program and the role on the review step before you confirm.

Asking the assistant to enroll people

If your organization has the AI assistant, you can describe the change instead of walking the wizard — “enrol everyone in the Onboarding group into Compliance 2026”.

You never get a blind confirmation. Before anything runs, the server performs the change without committing it and reports what each person would actually get:

Outcome	Meaning
Would be enrolled	A new enrollment.
Already enrolled — no change	Nothing to do.
Would be withdrawn / Would be transferred	For withdrawals and transfers.
Not enrolled here	The person isn’t on this offering, so a withdrawal skips them.
Would go to the waitlist (full)	Capacity is reached.
Needs consent first / Needs approval first / Needs payment first	Blocked by the offering’s own rules.
Re-adding is blocked	A reactivation the offering doesn’t allow.
Would fail	It names why.

The preview and the real run are built from the same request, so they cannot describe different work. Bulk withdrawals and transfers additionally ask you to Confirm again before they run.

If the preview can’t be produced you’re told so plainly — “I couldn’t check what this would affect. The count below is what the proposal names, not what would happen.” — rather than being shown a number that looks verified.

Everything that runs is receipted, and undoable for 24 hours by whoever ran it. See What the assistant changed.

What happens when you enroll a group

Selecting a group does two things. Its current members are enrolled straight away, and the group stays attached to the program as the source of those enrollments — so people added to the group later are enrolled automatically, and people removed from the group lose the group-based access (unless they were also added directly).

That sync runs in the background rather than instantly. When there is a backlog, the Enrollment hub shows a Group sync queue panel under System status with the number of pending and failed events; it stays hidden when everything is drained.

Reference

Field	What it controls
Program	The single published program people are enrolled into.
Role	One role for the whole batch. Defaults to Learner; other roles bypass consent, approval, and payment requirements.
People tab	Individuals picked from your directory by name or email.
Groups tab	One group per run; adds its current members and keeps future members in sync.
Emails tab	Pasted addresses for people not in your directory; each gets an invite and a per-email result.

Troubleshooting

A program isn’t in the list. The wizard shows published programs that have enrollment turned on. Publish the program, or set enrollment up from its Enrollment tab. See Enrollment overview.

A person doesn’t appear in the People tab. They may not be in your directory yet. Add them from the Emails tab instead, or invite them first. See Inviting people.

Some people were skipped. The result breakdown names the reason for each: already enrolled, routed to the waiting list because the program is full, or needing consent, approval, or payment before the enrollment can activate.

Fewer people were enrolled than I staged. If you ticked more than one group, only the first group’s members were processed. Run the wizard again for each remaining group.

The message says “Plan limit reached”. Your organization’s subscription caps active enrollments and the cap was hit. See Billing & plans.

The confirm button is disabled. Either the step is incomplete — you need at least one program and at least one person, group, or email — or you don’t have permission to manage enrollment. Hover the button for the reason.

Someone was enrolled with the wrong role or into the wrong program. Move or remove them without re-inviting. See Transfers & removals.