Self-join, join codes and join requests
Let 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.
PLANSEvery plan
Built and checked in code; not yet installed on a test system or used by a customer.
The problem it solves
- A teacher reads out a link in class, half the students mistype it, and the rest wait for someone to add them.
- An optional course is open to everyone, but nobody can find it without asking HR.
- Seats on a course are limited, and people are added without anyone deciding.
How it works
- On the course, tab Who Learns, choose how people may join: Open to Join, Join on Request, a Join Code, or any mix.
- Open courses and courses on request show to learners in My Learning on the web and under Explore in the app. They press Join or Ask to Join.
- For a code, share it in class or by message. The learner types it in My Learning or taps Join with a code in the app and joins at once.
- A request reaches the course's author and editors by email and in the app. They accept or refuse it in Learn > Manage Courses > Learning > Learners > Join Requests, or under Teaching in the app.
- Accepted learners get the course with its due date; refused ones are told, with the reason if one was written.
Everything it does
Ways to join
- Open to Join (off to start with): anyone who can see the course joins at once
- Join on Request (off): the learner asks and waits for a decision
- Join Code: typed by the learner, it enrols at once even when the course is not open to join
- Checked in this order: already on the course, open to join, the right code, on request; otherwise joining is refused
Join codes
- Any text you choose, one per course; not case-sensitive when typed
- Unique within the entity; a code finds only published courses of the learner's own entities
- Not copied with Copy Course; moves to the new version when a new version is published
- Clear or change it to stop new people joining; people already enrolled stay
Requests
- The learner's request waits as Requested; Accept or Refuse on the enrolment
- A refused learner may ask again later
- The Requests count shows on the course
- Through the approval chain Course join request: the course's author and editors first; Learn Managers when the course has none
Who sees the course
- A published course open to join or on request is listed for staff and portal users of its entity
- A course with only a code is not listed; the code finds it
- Joining a replaced version takes the learner to the newest version
Who uses it
Learn AuthorSets how people may join, shares the code, and accepts or refuses requests for their courses.
Learn ManagerDecides requests on any course, or at the level of the approval chain they hold.
LearnerJoins an open course, types a code, or asks to join.
Where you use it
- Web: the course, tab Who Learns; Learn > Manage Courses > Learning > Learners > Join Requests
- Web: My Learning in the player, with Join and the code box, for staff and portal users
- The SmartMy Learn app: Explore, Join with a code, and Accept or Refuse under Teaching (built and in testing, not in the app stores yet)
What you control
Settings
- Open to Join: off to start with
- Join on Request: off to start with
- Join Code: empty to start with
- Course join request chain: the author and editors, then Learn Managers; levels and Approved at Once in your chain
Approvals
- Course join request: the course's author and editors, else Learn Managers. The learner who asked never decides their own request
Notifications
- Join Request: to the course's author and editors, by email and in the app
- Join Request Refused: to the learner, by email and in the app
- Course Assigned: to the learner on joining or when the request is accepted, by email and in the app
- Approvers get a to-do for each request waiting
- Every Learn event is a work message, so nobody can switch it off for themselves
Questions
Is the code case-sensitive?
No. ABC12 and abc12 both work. Each code can be used on one course per entity.Can someone outside our organisation join with a code?
Only if they have a login on your SmartMy Learn, for example as a portal user. The code finds courses of the entities their login belongs to.A code was shared too widely. What do we do?
Change or clear the code on the course. People who already joined stay; nobody new can join with the old code.Can requests go to a training coordinator instead of the author?
Yes. Change the Course join request approval chain: add a level with the people who should decide, or more levels.Related features
COURSES AND ENROLMENTEnrolment by hand or by rules, kept current every nightPut 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.COURSES AND ENROLMENTCourses, sections and lessons from YouTube, Vimeo, PDF, slides, articles and filesBuild a course from sections and lessons: YouTube or Vimeo videos, PDFs, slides, articles, links and files to download. Authors build it, a Learn Manager publishes it, and learners follow it in order or in any order.APP, MESSAGES AND POLICIESThe SmartMy Learn app, with lessons saved for offline and screenshots blockedLearners take their courses, lessons and live classes and keep their certificates on the phone; teachers see their learners and mark from it. PDFs and slides can be saved for offline, and screenshots are blocked during a lesson.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.ACROSS SMARTMY LEARNApproval chainsPublishing a course and accepting a join request go through approval chains. With no set-up, Learn Managers publish and the course's authors decide join requests. You add levels, such as a head of department or the principal, without code.
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.