Purpose: This article explains how Automatic Registration works in Administrate and how to configure rules that assign Contacts to Learning Paths automatically based on Job Roles and Workplaces.
Automatic Registration helps organizations automate required learning assignment workflows while maintaining consistent learner enrollment and compliance tracking.
This article explains:
- Automatic Registration rules
- Job Role and Workplace matching
- Learning Path assignment
- Publishing and managing rules
- Registration tracking and audit visibility
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
- When rules apply
- Report on training needs
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: When a rule is applied, registration runs as a background job. Depending on the number of matching Contacts, it may take several minutes for everyone to appear as registered.
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
Job Roles and Workplaces are the only rule criteria. A rule with neither criterion matches every Contact, which is useful for organization-wide requirements: for example, a rule with no criteria that assigns your onboarding Learning Path registers everyone who does not already hold it, since Contacts already registered on a rule's Learning Path are always skipped.
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
Note
Automatic Registration assigns Learning Paths based on Contact attributes and organizational context. It does not replace Event booking, attendance management, or participation tracking workflows.
Create a registration rule
- Click Create Rule to open the Create Registration Rule page.
- Under Details, enter a descriptive name for the rule.
- Select one or more Job Roles, or choose All Roles, to define which Contacts are eligible.
- Select one or more Workplaces, or choose All Workplaces, to further refine eligibility.
- Click Submit.
The rule is created in Draft status.
Add learning paths to a rule
- Click Add Learning Paths.
- Use filters to locate the required Learning Paths, then click Apply Filters.
- Select one or more Learning Paths.
- Click Add Learning Paths.
Note
Event objectives do not work well with automatic registration rules because they are time based and will expire, whereas course objectives allow for event selection to take place whenever a future event is made available. For this reason, Learning Paths that require Event selection for Course Objectives are not available for Automatic Registration.
Publish a registration rule
Registration Rules remain in Draft status until published.
- Click Publish to open the Publish Rule dialog.
- The dialog shows how many existing Contacts currently match the rule. - Select Run rule for existing contacts to register them now; leave it unselected to activate the rule without registering the existing matches (see When rules apply).
- Click Publish.
Edit a registration rule
- Select a Registration Rule row or open its options menu and choose View Details.
- Click Edit to update rule details.
- Click Submit to save changes.
- 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.
- 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.
- Select Archive from the rule’s options menu and confirm.
- 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:
- On the learner record within the Learning Path, labeled Automatically Registered.
- On the Contact record under the Learning Paths table, next to the Started At date.
Hovering over the label displays the Registration Rule name.
When rules apply
Rules register their matching Contacts when the rule itself is created, updated, published, or unarchived with the Run rule for existing contacts option selected. Contacts who already hold a registration for one of the rule's Learning Paths are skipped, so re-applying a rule does not create duplicates.
When a new Contact is created, they are automatically registered onto the Learning Paths of any rule whose Job Role and Workplace criteria they match — so a new hire is enrolled in the training required for their role and workplace without anyone re-running the rule. To register Contacts who already existed before a rule was created, or whose Job Roles or Workplaces changed after they were last evaluated, re-apply the rule with the Run rule for existing contacts option selected — for example after an onboarding intake or a round of Job Role changes.
Report on training needs
Because a rule registers each matching Contact onto its Learning Paths, outstanding training needs appear in the Reporting Engine as incomplete Learning Path registrations. Each registration carries the Contact, the Path, the learner's Progress and completion state, and the Registration Rule that created it, so rule-driven registrations are distinguishable from manual ones.
To build a report of who still needs which training:
- Create a report on the learner-per-Learning-Path entity, where each row represents one learner on one Learning Path.
- Add output columns: Contact, Path, Progress, Completed, and Registration Rule.
- Filter on Completed being false so the report lists outstanding needs only.
- Group or section the results to suit the question being asked: - by Path, to see demand per training and plan how many events to run - by Contact attributes such as Line Manager, for per-team chase-up lists
Two boundaries to keep in mind when reading these reports:
- A need becomes reportable only once the rule has registered the Contact. A Contact who began matching after the rule was last applied may not appear until the rule is re-applied (see When rules apply).
- Completing a Learning Path ends the need in reporting terms. Recertification needs, such as an expired achievement requiring the training again, do not re-register the Contact automatically.