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Best Answer

Best way to set up autoenrollments with due dates

  • May 13, 2025
  • 13 replies
  • 219 views
I
Influencer III
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Hi everyone! 

I seem to be stuck with my autoenrollment plan for a mandatory course that we have for all staff. 

 

We would like to enroll all employees as of June 1st to a course with a 15 day due date and then afterwards, any new hires would be enrolled with the course but have a month/30 days due date.

Next year we will do it again in June. 

I created a group for current employees as of June 1st and then another group for new hires after that date.

When I try to set up the enrollment rules I am stuck with how to set up the due date or I guess it would be the Enrollment Deadline for the new hires. The current employees I could just put June 1-15th in that area. But for new hires it wouldn’t be set dates like this because it would depend on their start date/enrollment date. So it seems I cannot set it in Enrollment Rule but in the course itself, there is a Enrollment Validity period in Time Options to set the days starting with the enrollment date but then would this trigger 30 days for the current employees that I put June 15th in the Enrollment Rule for them? Does one override the other if it is different.. course enrollment validity date versus enrollment rule validity?

I am stumped and wonder if this means I need to duplicate the course and have it for current employees and then the same course but use this ones for new hires after June so I can set up the 30 days from enrollment. 

Is there an easier way to do this that I missed?

Best answer by aswartz

Hey, I would do it like this:

In the course settings you can complete the section called Enrolment validity period set up for your new joiners that will be enrolled via the enrollment rules.

 

For the mass enrollment of existing employees you can create a group for this and mass enroll via the group where you can enter a different Enrolment validity period for those enrollments. 

 

Let me know if it doesn’t make sense and you want me to elaborate. 

13 replies

aswartz
Helper II
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  • aswartz
  • Helper II
  • Answer
  • May 13, 2025

Hey, I would do it like this:

In the course settings you can complete the section called Enrolment validity period set up for your new joiners that will be enrolled via the enrollment rules.

 

For the mass enrollment of existing employees you can create a group for this and mass enroll via the group where you can enter a different Enrolment validity period for those enrollments. 

 

Let me know if it doesn’t make sense and you want me to elaborate. 

K
I
jibbotson
I
Influencer III
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  • isaal
  • Author
  • Influencer III
  • May 13, 2025

​@aswartz thank you! I can put the 30 days in the course setup for the new hires and then enroll current staff by group and put the 15 days there. I forgot about that area. 😊

aswartz
aswartz
Helper II
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  • aswartz
  • Helper II
  • May 13, 2025

Yes - you’ll have to enrol them manually but I can’t think of a way to automate it fully anyway as you’d need a trigger and if you have a group with all existing employees it should be pretty quick.

jlreonal
Guide II
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  • jlreonal
  • Guide II
  • May 13, 2025

We use the “Enrollment Validity Period” to set the due date for new hire enrollment. When existing employees are due for retake, we pull a training record report and user report to cross-reference and exclude new hires who have been enrolled and have completed the course one month ago.

I
A
Novice III
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  • albb
  • Novice III
  • May 13, 2025

I have the same compliance use case. I chose to set up 2 separate courses for reporting and chasing purposes. Our annual compliance course has a different team doing follow up (compliance team) than our new hires (HR). If you need to generate completion reports that specify new hires vs annual enrollment, it can be done but it will not be as straight forward.

Cris2021
I
aswartz
Helper II
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  • aswartz
  • Helper II
  • May 13, 2025

We use the “Enrollment Validity Period” to set the due date for new hire enrollment. When existing employees are due for retake, we pull a training record report and user report to cross-reference and exclude new hires who have been enrolled and have completed the course one month ago.

That works but you could also just create a group that includes start date after xx and then you could enrol in one fail swoop all those in the group. Or you could create a group for all active employees that started before xx date and use that to archive all those enrolments and tick the re-enrolment option if you are using the same course. That way those that started within the month will not be archived but everyone else will be re-enrolled. Be mindful though that this will set as a deadline what you have set in the course properties for Enrolment validity period. 

I
Influencer III
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  • isaal
  • Author
  • Influencer III
  • May 13, 2025

​@aswartz I was going to test if I put a certain date as the start date in the Enrollment Rule if it would automatically enroll them on that day (for the June 1st -June 15) but I think the other way is a bit easier.

aswartz
I
Influencer III
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  • isaal
  • Author
  • Influencer III
  • May 13, 2025

​@albb ​@jlreonal thank you for your process. Very helpful to note! I will do the same for the retake next year and run a report to cross reference and make sure those that completed it within 6 months (new hires) are excluded from taking it again. Thank you all!

jlreonal
jlreonal
Guide II
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  • jlreonal
  • Guide II
  • May 13, 2025

We use the “Enrollment Validity Period” to set the due date for new hire enrollment. When existing employees are due for retake, we pull a training record report and user report to cross-reference and exclude new hires who have been enrolled and have completed the course one month ago.

That works but you could also just create a group that includes start date after xx and then you could enrol in one fail swoop all those in the group. Or you could create a group for all active employees that started before xx date and use that to archive all those enrolments and tick the re-enrolment option if you are using the same course. That way those that started within the month will not be archived but everyone else will be re-enrolled. Be mindful though that this will set as a deadline what you have set in the course properties for Enrolment validity period. 

This is ideal but we have issues with user data where some new hires are not enrolled in a timely manner. Also, we have 20k plus records to archive and we can’t do the archiving in one sitting and the automatic group keeps updating.

TMWolfman
Contributor I
  • TMWolfman
  • Contributor I
  • May 13, 2025

In addition to the validity period, we use groups and enrollment rules to automate enrollments.

lrnlab
Hero III
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  • lrnlab
  • Hero III
  • May 13, 2025

If you set-up 2 different enrolment rules using the 2 different groups, you can assign a different due date to each set.

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JKolodner
I
Influencer III
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  • isaal
  • Author
  • Influencer III
  • May 13, 2025

​@lrnlab it seems with the Enrollment Rule there wasn’t a way to make a 30 day from enrollment date due date and only to put an actual date so it wouldn’t work for the new hires group, unfortunately.

lrnlab
Hero III
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  • lrnlab
  • Hero III
  • May 13, 2025

​@lrnlab it seems with the Enrollment Rule there wasn’t a way to make a 30 day from enrollment date due date and only to put an actual date so it wouldn’t work for the new hires group, unfortunately.

you are correct….the enrol rules only allow a fixed date, not a defined period as you would set-up at the course level. I stand corrected. Thx

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