Automatic Registration

Table of contents

• Overview
• How Automatic Registration works
• Create a registration rule
• Add learning paths to a rule
• Publish a registration rule
• Edit a registration rule
• Delete a registration rule
• Archive or unarchive a registration rule
• Track automatic registration

Overview

Automatic Registration allows administrators to define rules that automatically assign Contacts to Learning Paths based on Job Roles and/or Workplaces.

This reduces manual enrollment effort while ensuring learners are consistently assigned to the correct required training.

Automatic Registration is configured in the Control Panel. Rules evaluate Contacts against Job Role and Workplace criteria and assign matching Contacts to one or more Learning Paths.

Note: Automatic Registration rules are processed approximately every five minutes. Depending on the number of matching Contacts, execution may take several minutes to complete.

How Automatic Registration works

Automatic Registration evaluates Contacts against rule criteria and automatically assigns qualifying Contacts to Learning Paths.

Rules can evaluate:

• Job Roles
• Workplaces
• combinations of both

This allows organizations to automate recurring learning requirements based on operational responsibilities or workplace assignment.

For example:

• a Contact with the Instructor Job Role may automatically receive instructor onboarding Learning Paths
• Contacts assigned to a specific Workplace may automatically receive location-specific compliance training
• a combination of Job Role and Workplace can be used to target highly specific learner groups

Create a registration rule

1. Click Create Rule to open the Create Registration Rule page.
   
2. Under Details, enter a descriptive name for the rule.
3. Select one or more Job Roles, or choose All Roles, to define which Contacts are eligible.
4. Select one or more Workplaces, or choose All Workplaces, to further refine eligibility.
5. Click Submit.

The rule is created in Draft status.

Add learning paths to a rule

1. Click Add Learning Paths.
   
2. Use filters to locate the required Learning Paths, then click Apply Filters.
3. Select one or more Learning Paths.
4. Click Add Learning Paths.

Publish a registration rule

Registration Rules remain in Draft status until published.

1. Click Publish to open the Publish Rule dialog.
   
   • If Run rule for existing contacts is not selected, only newly created Contacts will be evaluated.
   • If selected, existing matching Contacts will also be assigned to the Learning Paths.
2. Click Publish.

Edit a registration rule

1. Select a Registration Rule row or open its options menu and choose View Details.
2. Click Edit to update rule details.
3. Click Submit to save changes.
4. Additional Learning Paths can be added, but cannot be removed from an active rule.

Delete a registration rule

Only Draft Registration Rules can be deleted.

1. Open the rule’s options menu and confirm deletion.

Archive or unarchive a registration rule

Active Registration Rules can be archived and later republished. Archived rules do not assign Learning Paths while inactive.

1. Select Archive from the rule’s options menu and confirm.
2. To reactivate, select Publish.

Use list filters to view Draft, Active, or Archived Registration Rules.

Track automatic registration

When Contacts are automatically registered, the rule responsible is recorded for audit and reporting.

Automatic Registration is visible:

1. On the learner record within the Learning Path, labeled Automatically Registered.
2. On the Contact record under the Learning Paths table, next to the Started At date.

Hovering over the label displays the Registration Rule name.