Enrolment with Approval Flow

Overview

The Enrolment Upon Approval (Course enrol confirmation) plugin allows course enrolments to be subject to approval by the course manager or another designated approver. This is particularly useful in scenarios where course access needs to be controlled or limited, such as professional training programs or specialised courses.

This documentation will guide you through the process of setting up and instructions to use it.

Key features

• Approval Workflow: Students can request enrolment, and course managers or designated approvers can accept or reject the request.

• Customisable Approval Process: Define who receives and manages enrolment requests.

• Notifications: Automatic email notifications for requests, approvals, and rejections.

• Ask questions for approval: As a course manager/manager or admin you can setup/ask specific questions to the learner which helps manager/admin to assess the enrolment requests.

How to enable enrolment upon approval?

Site level

At site-level as a site administrator the enrolment method plugin needs to be enabled. Once this is enabled by the site-administrator it is then available for the course creator/manage/admin to use as an enrolment method instance in the course.

Enable/Disable: Go to Site administration (Login with your Admin account) > Plugins > Enrolments > Manage enrol plugins > Course enrol confirmation > click on eye icon to enable or disable

Manage site-wide settings: From Site administration (Login with your Admin account) > Plugins > Enrolments > Manage enrol plugins > Course enrol confirmation > click on Settings

• On the next page (Setting’s page), review all the email copy to go out upon confirmation (approval - Confirmation email), deferred (if deferred - Waiting list email) or rejected ( if rejected - Cancellation email)

• Notification settings: Select who should be notified

• Enrolment expiry action

• Enrolment instance defaults: Select all the default values - this can always be overridden at each course instance

Course level

Once enabled by the site administrator. Course manager/admin can then enable as below;

1. Open the desired course and go to Course Adminstration > Participants > select Enrolment methods from the dropdown menu displaying Enrolled users

2. On the next page from the dropdown menu to Add method, select Course enrol confirmation to add an enrolment method

3. Configure the enrolment method as required. Below are some of the key configuration.

   • Custom instance name

   • Allow Course enrol confirmation: Yes to enable enrolment method

   • Allow new course enrol request: Yes - This allows new course enrolment request (essential)

   • Default role: Learner

   • Group assignment: Select if you have created a group and want all the learners to be in the same group you created and selected here.

     • Example: I create a group called 2025 and I would like all requesting to enrol to be in the group 2025 once approved

   • Textarea description: Any brief/important information you would like to the learner to see and consider before applying

   • Commentary field: Yes - if you are willing to ask any questions to be considered for enrolment approval

   • Custom label: Label to display your question

   • Show standard user profile fields on enrolment screen: Yes - if you would want the learner to review their standard profile field data and updating if necessary prior to applying for enrolment

   • Show extra user profile fields on enrolment screen: Yes - if you would want the learner to review their profile extra field data and updating if necessary prior to applying for enrolment

4. Click Add method to activate the enrolment method for the course

How students request enrolment?

1. Students navigate to the course page where Enrolment Upon Approval is enabled.

2. Instead of being directly enrolled, they see an Enrolment Request Form.

3. They fill out the form, providing any required details (e.g., reason for enrolment, contact info, etc.).

4. Click on Enrol me. The course manager/trainer or site administrator is notified about the approve about the requests.

How approvers manage requests

1. The approver receives a notification (email or notification message) about an enrolment request.

2. Log in to your Lumify LMS

   1. As an administrator/ site-wide manager navigate to Site administration > Courses tab > Manage courses > Course enrol confirmation > have all the lists of pending or deferred enrolment requests

   2. Alternatively, if you have a role of course manager, navigate to the courses with Course enrol confirmation enrolment method implemented and under Course Administration > Users > Enrolment methods > Course enrol confirmation.

3. Click on Manage enrolment requests. This will display a list of all pending requests.

4. Review the details of the request (e.g., student name, reason for enrolment).

5. Choose to Approve or Reject the request:

   • Upon approval, the student/learner will be enrolled in the course and receive a confirmation email.

   • If rejected, the student will be notified with a rejection email (you can customise the rejection message).

Best Practices

For additional troubleshooting tips, visit Enrolment Plugins Documentation.

• Clearly communicate to students that their enrolment is subject to approval.

• Regularly review pending enrolment requests to avoid delays in the approval process.

• Clearly mention how long would it take to approve the enrolment requests.

• Use the customisable welcome message to provide additional course information after approval.

Troubleshooting

Common Issues:

1. Students Cannot See the Enrolment Request Form:

   • Ensure the Enrolment Upon Approval plugin is enabled for the course under Enrolment methods.

2. Approvers Are Not Receiving Notifications:

   • Check notification settings under Site Administration > Messaging > Notification settings.

   • Verify that the approver’s email address is correct in their profile.

3. Students Are Automatically Enrolled Without Approval:

   • Ensure no other conflicting enrolment methods (e.g., self-enrolment) are enabled for the course.

Frequently Asked Questions

Can I assign multiple approvers?

Yes, you can assign multiple approvers by defining a role (e.g., Course Manager) with the capability to approve enrolments.

Can I use this plugin with cohort enrolment?

No, this plugin is designed for individual enrolment requests. Cohort enrolments are managed separately.

What happens if the enrolment duration expires?

Students will lose access to the course unless their enrolment is extended or renewed.