Enrollments

Read this page when you want to know why a learner does or doesn't have a course, when they will be emailed about it, or what happens to their progress when you change the course.

You never enroll learners one by one. Enrollment follows from things you already manage: who is on a team, which courses the team is assigned, and whether those courses are published.

Access comes from teamsCopy Anchor Link

A learner can open a course while three things hold: they are on a team, the team is assigned the course, and the course is published. Take any of them away — remove them from the team, unassign the team, unpublish the course — and the course disappears for them. Their progress stays, and comes back with the access.

A published course also needs at least one live module, meaning a module learners can open: built, made live by a publish, and not withdrawn. While all of its modules are hidden, the course is out of its learners' list, and it comes back once one of its modules goes live again. See Publish a course.

When someone is enrolledCopy Anchor Link

An enrollment is one learner's record in one course, never in its separate modules. It is created when a published course first reaches them:

• when the course is first published, for everyone on its teams;
• when a team is assigned to a course that is already published, for everyone on that team;
• when someone joins a team later, for each published course the team already has.

Assigning a team to a course that is not published yet enrolls nobody until the course is published.

When someone is emailedCopy Anchor Link

Each new enrollment sends one enrollment email, opening the course's first live module. Three exceptions:

• Nothing that happens afterwards sends another one: updates, withdrawing or restoring a module, unpublishing, and publishing again.
• People who join the organization on their own — through domain join, an approved join request, or Add people — land in the default team and are enrolled in its published courses without a course email.
• Someone enrolled while a course has no live module gets no email for it, then or when a module goes live.

The full list of emails is in Email notifications.

What an enrollment recordsCopy Anchor Link

An enrollment records two dates: when the learner was enrolled, and the first time they completed the course. Nothing else is recorded on it.

Completion is kept per module. A learner completes modules one at a time, and a module stays completed for them even if it is later withdrawn, moved to another course, or its course is unpublished.

A course is complete for a learner when every live module in it is completed; a hidden module never counts. Because the live modules can change, so can that: when an update makes another module live, a learner who had finished the course has that module still to do. Their enrollment still shows when they first finished, and a certificate already issued is not affected.

What publishing changes for enrolled learnersCopy Anchor Link

• Publish update — new and updated modules appear in the course; until then, learners keep the previous version. Completed modules stay completed, learners in progress keep their place.
• Withdraw from learners — the module disappears from the course until it is restored and the course is published again. Progress in it is kept. Withdrawing the course's last live module takes the whole course out of its learners' list until a module of it goes live again.
• Unpublish — learners lose access to the course. Their enrollments and progress are kept, and publishing again gives them access back.

Practical implicationsCopy Anchor Link

• Model teams around audiences, not org charts. If "EU retail staff" need different training than "US retail staff", make them different teams.
• One learner, many teams. People can belong to several teams and get the courses of each.
• Onboarding a new hire is adding them to the right team.