In this article, we'll explain how to configure a Course that requires user approval before enrolment. While the default Course approval setting is 'automatic' enrolment, there are instances where approval is necessary, for example, managers might need to review staffing schedules or consider financial costs associated with enrolment against budgets.
You can choose between one-step or two-step authorisation processes when automatic approvals are not used.
We'll cover:
- Steps to set Course enrolment approvals
- Who is eligible to authorise and how to set it up
- Reporting Course approvals in Power BI
Watch the video or follow the steps:
Steps to set Course enrolment approvals
- Navigate to the 'Course' area of Learn admin:
- Select the Course that enrolment approvals need to be set against:
- Select an option from the drop down menu for 'Enrolment method' on the 'Details' page to configure the approvals. See 'Authoriser options' later in this article for more information:
- Select 'Submit' to save the changes
So that's it and Users will only become enrolled to a Course when the required approvals are given and when the Course is not set up for automatic enrolment.
Who is eligible to authorise and how to set it up
A Course authoriser can be:
This setup is known as one-step authorisation.
In contrast, two-stage authorisation requires approval from two people - either the manager and budget authoriser, or the manager and tutor. With two-stage approvals, the User is enrolled in the Course only after both authorisers confirm the enrolment request.
Authorisers receive notifications when an approval decision is needed for a User and the relevant Course.
For more information about notifications, see 'Notifications and messages 101'.
Manager
Management hierarchy is defined using Primary Groups. This is identified in every User profile:
See ‘Primary Groups ’ for more information.
Budget Authoriser
The ‘Budget authoriser’ is specified for each User in the Organisation Information section of the User details page.
Tutor
A Course tutor is a User with limited access to Learn admin. A tutor will see only the Courses for which they are assigned as Course Tutor (and any associated Lessons and Events). A Tutor for a Course is defined on the Course details page:
For more information about Role and responsibilities, view LMS Roles and Responsibilities.
Reporting Course approvals in Power BI
The Learning Progress dataset includes fields that can be used to report on Course requests and approvals via user-created reports. In the "Learning progress summary details" folder, you'll find the following:
- Manager and Tutor approval status
- Manager and Tutor email
- Manager and Tutor name
- Manager and Tutor user name
Check out this overview of available datasets to learn more.
Get deeper learning in The Academy
View ‘Share optional learning with your people’ and 'Share mandatory learning with your people' for the bigger picture of learning assignment including troubleshooting, best practice, and tips from the Kallidus team.
If you're just setting up your Learn, view ‘Big picture - build and curate learning’ to see more about Lesson types, and how to organise content in your Learn LMS - including an explanation of the differences between Courses, Catalogues, and categories.
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