Training Hub: Create and Manage Recurring Enrollments

Recurring enrollments can be used when a group of learners need to retake training on a regular basis, for example, annually.

Recurring enrollments can be created by a Training Administrator or a Proxy Enroller.

In this article: 

  • Understanding the recurring enrollment process
  • Preparing a course for a recurring enrollment
  • Creating a recurring enrollment

Understanding the recurring enrollment process

The recurring enrollment automated process runs each Saturday morning.

When you set up a recurring enrollment, you identify a course, a group of learners, and enrollment criteria.

Each Saturday morning, the process will scan the group of learners, and if they meet the criteria for enrollment, they will be enrolled in the primary section of the course.

Preparing a course for a recurring enrollment

Before creating a recurring enrollment for a course, the course must have a Primary Section defined, which is set on the course edit form.

To define a primary section:

 

To create a recurring enrollment, a group of learners is created by uploading a CSV file containing a list of email addresses or pasting in a list of email addresses. The requirements for the CSV file and the list of email addresses is at the bottom of this article.

The same criteria for enrollment are available that is on the standard enrollment form:

  • Allow enrollment for learners who are currently enrolled in other sections of this course
  • Exclude learners who have already completed a different section of this course within a timeframe

Also, the same enrollment options are available:

  • Make this training required
  • Set a Due Date when the learner is enrolled

 

Creating a Recurring Enrollment

  1. Log in to Training Hub at https://training.umn.edu
  2. Select Admin Console.
  3. Select Create and Manage Recurring Enrollments in the Training Administration Resources. The recurring enrollments page is displayed with a table listing all recurring enrollments you can manage.
  4. Select the Add Recurring Enrollment button in the top right. The New Recurring Enrollment form is displayed.
  5. Select a course.
    • Only courses with a Primary Section will be included in the selector.
  6. Enter the Recurring Enrollment Short Description. 
    • The short description is displayed on the recurring enrollment table.
  7. Enter the Recurring Enrollment Details.
  8. Select the Criteria for Enrollment
    • Allow enrollment for learners who are currently enrolled in other sections of this course.
    • Exclude learners who have already completed a different section of this course within the timeframe
      1. This option has a number of months selector to determine when a learner would be enrolled. If set to 12 Month, a learner that has completed a different section of the course will not be enrolled until 12 months has elapsed from the completion date.
  9.  Select the Enrollment Options
    • Make this training required for learners
      1. When selected, learners will not be able to withdraw from the section
    • Training Due Date for these learners
      1. Specify the number of weeks after a learner is enrolled that the training will be due.
  10. Select the Update Recurring Enrollment button at the bottom of the form. The form is saved and a status message is displayed. 

When a recurring enrollment has been created, or if you are editing a previous recurring enrollment, two buttons are displayed at the top of the form:

  • Show Learners
  • Create or Replace List of Learners

Define a Group of Learners for a Recurring Enrollment

  1. Select Create or Replace List of Learners. The Select Group of Learners for Recurring Enrollment form is displayed.
  2. Select a method to identify your learners

Enter a list of Email Addresses

  1. Select Enter a list of email addresses. A text box is displayed.
  2. Paste in the list of email addresses into the text box.
    1. See List Requirements below.
  3. Select Continue. 
  4. A table is displayed with all found learners displayed.
    1. If some email addresses could not be found, a Learners Not Found tab is displayed.
  5. Select Save Group of Learners. The group is saved and the recurring enrollments form is displayed.

Upload a File of Email Addresses

  1. Select Upload a file of email addresses.
    1. See File Requirements below.
  2. Select Choose File. The computer file browser is displayed.
    1. Select the CSV file and select Upload.
  3. Select Upload CSV.
  4. A table is displayed with all found learners listed on the Learners Found tab.
    1. If some email addresses could not be found, a Learners Not Found tab is displayed.
  5. Select Save Group of Learners.
    1. If the recurring enrollment has a group already defined, a confirmation message is displayed informing you that the group you are creating will replace the previous group.
  6. The group is saved and the recurring enrollments form is displayed.

Requirements for Lists and Files

List Requirements

  • The addresses must be separated by commas, semicolons, spaces, tabs, or returns.
  • Addresses must be lowercase.
  • University-affiliated email addresses must be in the format [email protected], rather than domain specific format (example: [email protected]).
  • You can enter only the maximum number of email addresses for your role.

File Requirements

  • The file format must be in comma separated value (.csv) format.
  • All email addresses must be in the same column.
  • All email addresses must be lowercase.
  • University-affiliated email addresses must be in the format [email protected], rather than domain specific format (example: [email protected]).
  • The file can contain up to 100 email addresses.

Last modified

TDX ID

6070