Smart Enrollment allows you to automatically assign courses to your Learners based on user attributes. Instead of adding single learners or creating advanced automation rules, you are able to define specific user groups that you want to enroll in a course.
Once you've activated Smart Enrollment and set your criteria, the course will automatically be assigned to the Learners who meet the criteria. And any future Learners who meet the criteria, will automatically be enrolled in the course as soon as the criteria is fulfilled.
The Smart Enrollment feature is found under the Learners tab on each course. Click on the arrow and choose "Auto-enrollment" to open the Smart Enrollment interface and choose your enrollment criteria. You are of course still able to manually enroll single learners as well 😊.
Smart Enrollment Criteria
To decide what Learners should be enrolled in the course you need to set your enrollment criteria. The enrollment criteria is unique for this course, and you can choose different criteria for all your courses. A criteria consist of one or multiple user attributes, and the attributes can be combined to create a group criteria. To meet the criteria, a Learner needs to have the chosen user attributes assigned to them.
Choose from the following user attributes to set your criteria:
Team (user must be member of this team)
Direct Manager Team (user must be member of this DM Team)
Tag (user must have been assigned to this tag)
Company (user must be assigned to this company)
Title (user must be assigned to this title)
Office (user must be assigned to this office)
Country (user must be assigned to this country)
Adding single criteria
A single criteria is when the Learner only needs to have one of the single user attributes to be enrolled to the course.
For example, if I add the Team "Marketing" as a single criteria, all members of the Team will be enrolled to the course. I can then add another single criteria, such as Team "Sales". Then all Learners that are members of either Team "Marketing" or "Sales" will be enrolled to the course. You simply need to meet one of the single criteria that's been added to be enrolled to the course.
Use the left side menu to search and browse among the existing user attributes. Once you find the correct attribute, just click it and it will be added to the list of enrollment criteria for the course.
Create group criteria
A group criteria is very useful and flexible when you want to define a more specific user group where a single user attribute just isn't enough. You can add multiple user attributes into one group criteria, and to be enrolled in the course, the Learner must have all user attributes within the group (not just one).
For example, if you instead only want to add the Swedish members of Team "Sales" to the course. Then you can create a group criteria consisting of Team "Sales" and Country "Sweden." To be enrolled in the course, a Learner must now both be part of Team "Sales" and have Country set to "Sweden."
To create a group criteria, click to add a user attribute from the left side menu, then drag and drop the user attribute over the other attribute that should also be in the group.
Using multiple criteria
You can add multiple different criteria and combine both single criteria and groups criteria to enroll Learners in your course. Each user attribute that you add is by default separated with a space to clarify that they are separate criteria. When you create a group, there is no space between the user attributes to emphasize that this is a group criteria.
In this example we have a group criteria and a single criteria. The Learners that will be enrolled to this course will have to meet one of the two criteria, which is either:
Criteria 1: Learner is member of Team "Marketing" AND has Country set to "Sweden."
Criteria 2: Learner is member of Team "Sales."
💡 Rule of thumb: space in between user attributes means that it's a separate criteria.
For technical reasons there are limits to the amount of criterias and criteria groups.
Max 10 criterias per group
Max 100 groups of criterias per course
Note: 100 groups with 10 criteria each means the limit of total number of criterias is 1 000
Removing criteria doesn't effect already enrolled Learners
Please note that any enrollment made via Smart Enrollment is not reversed if you later remove the attributes from Smart Enrollment or from any user(s).