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Group/Enrollment Rule or Self-Enrollment Mystery

  • June 6, 2024
  • 10 replies
  • 158 views

JKolodner
Helper III
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We have a course in our Docebo instance that is supposed to only be for Colorado Managers that appears to be assigning itself to people who are neither. 

I have gone through every Group and every Enrollment Rule and cannot determine why this is going on. I’ve looked on the Group page and he is not in any groups associated with this course, on the Enrollment Rules page and he is not in any ERs associated with this course, from the individual learner’s summary page and I’ve checked the groups he is associated with (they don’t have association with the course), from the Enrollment Rules logs (same), and the Audit Trail.

The Audit Trail (attached) shows that the person self-enrolled, as far as I can see. He says he did not and truly, there’s no reason why he would have. I might be skeptical (people do all sorts of things) except we’ve had lots of reports of this same issue for this same course and at some point, I have to trust it may be the system or how I’ve set it up. Am I mis-reading the Audit Trail? Perhaps you could take a look (see attachment) and let me know what you see.

Has anyone had this same problem? I’ve submitted a service ticket. I can’t for the life of me figure out what’s going on with this course.

Thank you!

 

 

 

 

 

Best answer by diane.gomez

A few other things to check.
Do the course settings allow for self-enrollment? Is the course in a catalog visible to users other than CO managers? Is the course in any learning plans that are available for self-enrollment?
 

10 replies

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  • Helper II
  • June 6, 2024

This is a tricky one. Any chance it’s been included inadvertently in a learning plan that the learner may have enrolled in? 


CaseyCrompton
Novice III
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Are you using automatic enrollments based on an automatic group?


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  • Guide II
  • Answer
  • June 6, 2024

A few other things to check.
Do the course settings allow for self-enrollment? Is the course in a catalog visible to users other than CO managers? Is the course in any learning plans that are available for self-enrollment?
 


Jenna M.
Novice III
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  • Novice III
  • June 6, 2024

Is there a deep link out there anywhere to the course? Maybe in a notification that was forwarded, or copy/pasted to a new notification and the link not updated? That would look like a self-enrollment but the end user might not realize that’s what happened. 


  • Helper I
  • June 6, 2024

@JKolodner  Are you using enrollable links? You can find this option in each course configuration

The audit trail is pretty good at reflecting actions taken by an entity or individual and this seems to be what might be happening. If enabled, these can be retrieved and shared, and users may be under the impression that they are just following a link to browse a course and not enroll as well.


JKolodner
Helper III
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  • Author
  • Helper III
  • June 6, 2024

Thanks for all of the replies.

  • Nope, the self-enrollment link option is not activated.
  • Is there any way I can determine if a course is included in a learning plan without having to look through each LP?
  • Yes to auto enrollments based on auto groups, but I’ve gone through each and every one of them and cannot find the connection (which I keep thinking MUST be there, but I can’t find it)
  • It was in a catalog and I’ve removed those, since maybe maybe maybe that’s the issue and everyone who said they didn’t self-enroll is …. misremembering…

 

Maybe taking them out of the catalogs (which we thought we’d done, but there it was….) will do it. Thanks everyone for your excellent thoughts!

 

 


Jenna M.
Novice III
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  • Novice III
  • June 6, 2024

For the LP check, you should have a Learning Plans tab in the course management area when you click into a specific course. Any LP’s the course is in should show up here. 

 


Bart_at_Yamaha Motor
Helper II

Did you block self enrollment, even if a course is not available to anyone it still can be found via the search bar on top. With this option at least you are sure only you as an admin or the enrollment rules are able to allow enrollment into the course.

 

 


Annarose.Peterson
Hero III
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Following - curious to know if this course was part of a learning plan or not.  That seems like the most likely thing that would enroll users into the course without them thinking they enrolled into the course. 


JKolodner
Helper III
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  • Author
  • Helper III
  • June 7, 2024

It was not part of a learning plan. I’ve got a strong suspicion it was a catalog (and team communication) issue.