Learn - Set up approvals for Course enrolment

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.

Watch the video or follow the steps:

Steps to set Course enrolment approvals

1. Navigate to the 'Course' area of Learn admin:
2. Select the Course that enrolment approvals need to be set against:
3. 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:
4. 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.

Authoriser options

A Course authoriser can be the User's manager, a budget authoriser, or the tutor. This is called one-step authorisation.

Two-stage authorisation requires either the Manager and budget authoriser or the manager and tutor to approve the enrolment request. When two-stage approvals are set, the User will only be enrolled to the Course after both authorisers confirm approvals for the enrolment action.

Authorisers receive notifications to advise an approval decision needs to be made for the 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 tutor is a User with limited access to Learn admin. A tutor will see only the Courses for which they are assigned as tutor (and any associated Lessons and Events). A tutor for a Course is defined on the Course details page:

For more information about the tutor role and responsibilities see the LMS Roles and Responsibilities step-by-step guide.

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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