Automatic enrollment allows you to keep your training course participants up to date without adding people manually. By creating an enrollment rule based on audience criteria, anyone who currently matches the rule—and anyone who matches it in the future—is automatically enrolled in the course.
Overview
Automatic enrollment helps ensure the right people are enrolled in mandatory or recurring training courses.
You can create one automatic enrollment rule per course using audience criteria such as:
- Team
- Location
- Legal entity
- Job role
- A manager's direct reports
When you save the rule, you can choose whether to:
- Enroll everyone who currently matches the criteria
- Apply the rule only to people who match the criteria in the future
- Automatically assign enrolled participants to a specific training group, or leave them pending assignment
Before saving, a live preview shows:
- How many people match the selected criteria
- How many of those people are already enrolled in the course
When and why to use it
Use automatic enrollment when you want to:
- Assign mandatory training to specific teams or groups
- Ensure new hires are automatically enrolled when they join the relevant audience
- Reduce manual administration and keep course enrollments up to date automatically
Automatic enrollment only adds participants to a course. People are not automatically removed if they no longer match the audience criteria.
How to use
- In your sidebar, go to Trainings
- Open the training course you want to manage
- Access the Course settings at the top left
- In Enrollment, activate the toggle for Automatic enrollment
- Define the audience by selecting the desired criteria (for example, Team, Legal entity or Job role)
- Choose whether to:
- Enroll now
- Enroll future matches
- (Optional) Select the training group where newly enrolled participants should be assigned
- Review the live preview to verify:
- The number of matching people
- The number of people already enrolled
- Save the rule
After the rule is saved, anyone who starts matching the audience in the future is automatically enrolled in the course.
If people expected to be enrolled were not added, check that they match all the selected audience criteria and onfirm the automatic enrollment rule has been saved successfully. If you selected Enroll future matches, existing matching people will not be enrolled automatically.
If someone no longer matches the audience but is still enrolled, this is expected behaviour. Automatic enrollment only adds participants. It does not automatically remove people who no longer match the rule.
If the live preview does not show the expected number of people, review the selected audience criteria and verify that the relevant employee information (such as team, location, or job role) is correctly configured.
Tips and best practices
- Use Enroll future matches on when introducing automatic enrollment to avoid enrolling people who already meet the criteria
- Review the live preview before saving to confirm the expected audience
- Assign participants directly to a training group if different groups follow different training schedules or sessions
- Periodically review your enrollment rules to ensure they still reflect your organization's structure.
FAQ
-
How many automatic enrollment rules can I create per course?
Each course supports one automatic enrollment rule.
-
Will new hires be enrolled automatically?
Yes. Anyone who starts matching the selected audience criteria after the rule is saved is automatically enrolled.
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Can I enroll participants into a training group automatically?
Yes. You can choose to assign matching participants directly to a specific training group or leave them pending assignment.
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Are participants automatically removed if they no longer match the audience?
No. Automatic enrollment is additive only. Participants remain enrolled unless they are removed manually.
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Can I apply the rule only to future hires?
Yes. Select Enroll future matches to apply the rule only to people who start matching the audience after the rule is created.