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Programs: Enrolling users
Programs: Enrolling users
Bianca Wetter avatar
Written by Bianca Wetter
Updated over a week ago

Programs can be managed in various ways, and as a creator, you have the flexibility to choose how participants are enrolled. Whether it's setting specific rules for automatic enrollment, enrolling particular users, or enabling users to self-enroll, each method offers unique advantages.

Enrollment rules

With enrollment rules, you can automate the way learners are enrolled based on the attribute criteria that you set. There are many ways that you can go about using these rules to your advantage and below are some examples:

Enrollment rule examples

With enrollment rules the possibilities are endless, all you need is to link your HR system with Sana to take full advantage of this feature (see this guide).

Below are some example use cases of how enrollment rules can be used:

  • Without a mouse click on Sana, automatically enroll all new members of the [Department: Sales & Marketing team] from [Country: Sweden] into [Path: Sales & Marketing Onboarding] 3 days after their [Start date]

  • Automate your sales team's training to boost their performance and increase their success rate. Instead of waiting for subpar results, use Smart Groups in conjunction with Programs to identify when a sales rep's conversion rate drops below 30%. Then, enroll them automatically in a revision course to help them improve their skills and get back on track.

  • You could even use it to enroll users into a birthday course on their birthday!! 🎉

Who can edit/view enrollment rules?

  • Admins and owners can edit

  • Group admins can view

Recommended - Enroll a group to your program

For the most optimized and automated experience we recommend using smart groups, however, if you have a standard group you can still follow the steps below:

💡 For more information on Smart groups check out this guide

  1. Click on the People tab

  2. Click Enroll

  3. Select Create enrollment rules

  4. Add name for the enrollment rule

  5. Add smart group to triggers; click ‘+’, select Groups, choose the smart group from the list

  6. Set the Program start date (see here for more info)

  7. Click Enroll and the learners will be enrolled in the program based on the parameters set

Customize enrollment, automate your way

Based on a set of parameters you set you can choose who is enrolled now and in future through automation. This option is better suited to you if it’s likely that the filtered users intended to be enrolled will not be used in another program.

💡 If you may use the same filtered group of users again in future, it is recommended that you create a smart group for those users - see how to create a smart group here.

The steps below are similar for smart groups however the below will show how you can specify attributes with the trigger filter options

In this example we will create a rule that enrolls all UK based, Sales team members who started at the company on or after 01/07/2023

  1. Click on the People tab

  2. Click Enroll

  3. Select Enrollment rules

  4. Add name for the enrollment rule

  5. Click ‘+’ and add filters

  6. Set the Program start date (see here for more info)

  7. Click Enroll and the learners will be enrolled in the program based on the parameters set

💡 In the demonstration video above, if you change the filters to have Area ‘or’ Start date (instead of ‘and’ this will allow you to enroll all users of the sales team and all users who started after a specified date

Program start date

Here you can determine when and how learners are assigned to the program:

  • Now: Learners are instantly enrolled in the program and notified by email

  • Set a specific start date: Select a specific date that learners will be assigned

  • Select from specific attribute (recommended for enrollment rules)

    • Created at - selecting this will enroll a user based on their Sana account creation date

    • Assigned at - selecting this will enroll a user based on their Sana account activation date (accepting the Sana invite and registering their information)

    • Delay - enter an amount of days of delay from created at/assigned at you would like a user to be enrolled

For example, if you want the learner to be enrolled 7 days after their account has been created on Sana;

  1. Select Created at in the drop down

  2. Input ‘3’ days into the Delay input box

Enroll users in programs - once

Use enroll once if you want to assign learners to content as a one off, this option may suit you if automated assigning of learners is not needed in future.

💡 If you add a smart group to enroll once it will only add the current members of the group. Create an enrollment rule if you would like all future group members to join the program automatically

  1. Go to Manage > Users

  2. Click Enroll

  3. Select Enroll once

  4. Add groups or individual learners

  5. Set the Program start date (see here for more info)

  6. Click Enroll and the learners will be enrolled in the program based on the parameters set

Note: In the above demonstration of ‘enrolling once’ the program start date was set to next week meaning the ‘Marketing assistants’ group and individual learners added will be notified on the date specified.

Self enrollment in programs

Programs can also be available to all, allowing learners to discover them on the home page and self-enroll. This option introduces an additional step where users must click "Enroll" to begin the program. The learners can find the self-enrollable programs in "You might like" and "New courses" in Home.

How to enable self-enrollment in a program:

  1. Go to Manage > Programs and click the program of choice

  2. Navigate to the Program settings

  3. Select the option "Allow self-enrollment"

  4. Save the changes

💡 Note! Making a program self-enrollable, automatically makes it visible for everyone.


FAQ

Can I edit enrollment rules as a group admin?

No - group admins can view existing enrollment rules for programs where they are admin, but editing these rules is reserved for administrators and owners. This ensures that enrollment rules are managed with a consistent approach across the organization. However, Group Admins can still directly enroll users into programs, providing flexibility in managing learner participation.

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