Enrolment by hand or by rules, kept current every night
Put people on a course by hand, or write a rule once: a role, a department, new joiners or a class. Every night the course enrols whoever the rule matches and drops people who no longer match.
PLANSEvery plan
Built and checked in code; not yet installed on a test system or used by a customer.
Why it matters
Training lists go stale. People join, move department or change class. Someone has to remember to add them to the right courses and take them off the old ones. In SmartMy Learn you write the rule once on the course. Every night, and whenever a rule is saved, the course enrols everyone the rule matches and drops those who no longer match. Finished learners keep their record, and new joiners stay on their onboarding course after their window. Nobody keeps a list by hand.
The problem it solves
- A new joiner starts work and nobody remembers to put them on the safety or onboarding course.
- Someone moves from Sales to Accounts and is still chased for the sales course, while the accounts course never reaches them.
- A teacher adds forty students by hand every term, and the two who joined late are missed.
- Due dates differ from person to person, so nobody can say who is late.
How it works
- Open the course, tab Who Learns, and set Days to Finish if the course has a due date, such as 30.
- Under Enrolled by Itself add a rule: Chosen People or Roles. With SmartMy HRMS or Campus, also a department, job, new joiners, class or subject group.
- Save and publish the course. The rule runs at once and shows how many people it Matched. Each gets a Course Assigned message with the due date.
- Every night the rules run again. People who now match are enrolled; people who stopped matching and have not finished are dropped.
- To add someone outside the rules, press Enrol People on the published course. A due date of their own is optional.
- Follow who is learning, finished or overdue in Learn > Manage Courses > Learning > Learners > Enrolments. Reporting > Learners and Courses > Learner Progress shows it by course.
Everything it does
Rule kinds
- Chosen People: named users
- Roles: every user of the role who belongs to the course's entity
- With SmartMy HRMS: Departments (with their sub-departments), Jobs, Staff Categories, Work Locations, and New Joiners (joined in the last 30 days to start with)
- With SmartMy Campus: Whole Class / Term, Class Sections, and Subject Groups (students active in the group)
- With SmartMy HRMS policies: Policy Audience, the people a policy applies to
- Each rule may have its own Days to Finish; 0 uses the course's
Kept current
- Rules run every night, when a rule is saved or added, when the course is published, and on Run Rules Now
- Only published courses enrol anyone
- People who stop matching are dropped if they are still learning; finished learners stay finished
- New Joiners rules keep people enrolled after the window ends
- Staff marked as separated in HRMS are left out; staff and students need a login to be enrolled
- Each rule shows Matched: how many people it found at its last run
By hand
- Enrol People on a published course: choose learners and a due date (empty: the course's Days to Finish)
- A person dropped or refused before comes back with their earlier progress
- Drop and Enrol Again on each enrolment
The enrolment
- Came In By: By Hand, Rule, Self-join, Join Code or Request
- Status: Requested, Learning, Finished, Dropped or Refused
- Joined On, Due Date, Progress, Lessons Done, Last Lesson, Last Seen, Time Spent and Overdue
- Tab Lessons Followed: each lesson's share watched or read, time spent and when it was done
- One enrolment per person and course
Due dates
- Days after joining from the course (0: no due date), the rule, or a date typed in Enrol People
- Each night: enrolments due within 3 days get a Course Due Soon message; those past their date are marked Overdue and told once
- With a new version of a course, its rules leave out people learning or finished on an older version
Who uses it
Learn AuthorAdds rules and enrols people on their own courses, and follows their learners.
Learn ManagerDoes the same on every course of the entity.
HR or the school officeKeeps departments, jobs, joining dates, classes and subject groups in SmartMy HRMS or Campus, which the rules read.
LearnerGets the course with its due date in My Learning and a message.
Where you use it
- Web: the course, tab Who Learns (rules, Days to Finish), buttons Enrol People and Run Rules Now
- Web: Learn > Manage Courses > Learning > Learners > Enrolments, and Reporting > Learners and Courses > Learner Progress
- The SmartMy Learn app: courses and due dates for learners, each course's learners for authors (built and in testing, not in the app stores yet)
- Not in the app: adding rules or enrolling people
What you control
Settings
- Days to Finish: 0 (no due date) to start with, per course and per rule
- New Joiners: joined in the last 30 days, per rule
- The nightly run is on for every database; Run Rules Now runs one course at once
Approvals
- Course join request: only for people who ask to join; rules and Enrol People need no approval
Notifications
- Course Assigned: to the learner on enrolment by rule, by hand or by request, by email and in the app, with the due date
- Course Due Soon: to the learner, once, when the due date is within 3 days, by email and in the app
- Course Overdue: to the learner, the night after the due date, by email and in the app
- Team Course Overdue: with SmartMy HRMS, to the learner's manager, by email and in the app
- Every Learn event is a work message, so nobody can switch it off for themselves
Works with
SmartMy HRMSRules by department, job, staff category, work location, new joiners and a policy's audience; the manager is told about overdue courses.
SmartMy CampusRules by class or term, class section and subject group, kept current as students move.
Questions
When does a new joiner get the onboarding course?
The night after their employee record in SmartMy HRMS has a joining date inside the rule's window and a login. Press Run Rules Now on the course if you need it at once.What happens when someone moves department?
The next night the old department's course drops them if they have not finished it, and the new department's course enrols them. Finished courses stay finished.Can we enrol a whole class at once?
Yes, with SmartMy Campus: a rule on the class, a section or a subject group. Students who join the section later are added the next night.Do people without a login get enrolled?
No. A rule enrols users only, so give staff or students a login first. They then learn on the web, the portal or the app.If someone is dropped and comes back, do they start again?
No. Their enrolment comes back with the lessons they had already done, and a new due date from the course or the rule.Related features
COURSES AND ENROLMENTSelf-join, join codes and join requestsLet people join a course themselves, with a code you share in class, or by asking and waiting for the author's yes. Requests can go through your approval chain.APP, MESSAGES AND POLICIESMessages when a course is assigned, due soon, overdue or finishedLearners are told when a course is assigned to them, three days before it is due, when it is overdue and when they finish. With SmartMy HRMS the manager hears about overdue courses too.TEACHING AND TRACKINGLearning paths for onboarding and roles, with due datesPut courses together into a path, such as onboarding for new sales staff, in order or in any order. People on the path are enrolled in each course as they reach it, with the path's due date.APP, MESSAGES AND POLICIESCompany policies read and acceptedWith SmartMy HRMS, a policy becomes a short course for exactly the people it applies to. Each person reads the current version and presses I Have Read and Accept, which records their acknowledgement in HRMS. A new version goes out again by itself.QUIZZES AND CERTIFICATESCourse versions: people mid-way finish on their versionChange a published course without breaking it for the people half-way through. New Version makes a draft copy. Once it is published, new people get it and everyone already learning finishes the one they started.TEACHING AND TRACKINGLearning reports: who is late, drop-off and hardest questionsSee who is behind or overdue, which lesson people stop at, and which quiz questions most learners get wrong. Every report filters by course, learner and entity, and each author sees only their own courses.
See your first course on it.
Tell us who learns (students, staff or both), how many people and what you teach today. We will set up one course with you and enrol a class or a department.