Automatic Registration
With Automatic Registration, Administrators can create registration rules to assign new or existing contacts with selected job roles and workplaces to be automatically added to one or many learning paths. This saves time often required to add learners to your learning paths while also ensuring your employees are trained on the correct required set of training.
This control panel setting, Automatic Registration, is where you define the registration rules to assign your contacts to learning paths based on contact's job roles and/or workplaces.
NOTE: Automatic Registration rules begin processing every 5 minutes; depending on the number of affected contacts, this may take a few minutes to run.
Creating a Registration Rule
- Click the blue Create Rule button to open the Create Registration Rule page.
- Under Details, name your Registration Rule. We recommend using a descriptive name that describes the rule you are creating.
- Select one or more Job Roles or check "All Roles" to specify which contacts with those job roles will be automatically registered to the Learning Paths.
- Select one or more Workplaces or check "All Workplaces" to specify which contacts with those workplaces will be automatically registered to the Learning Paths.
- Click Submit.
Your new Registration Rule will now be shown as draft on the table of Registration Rules.
Adding Learning Paths to a Registration Rule
- Click the blue Add Learning Paths button to open the Add Learning Paths dialog box.
- To search for the correct Learning Paths that you would like to register students to automatically, use the Name or Category filters and select the blue Apply Filters button.
- Select one or more many Learning Paths using the checkboxes in the table.
- Click the blue Add Learning Paths button.
NOTE: If “Require Event selection for Course Objectives” is checked on the learning path, the learning path will not be available for automatic registration.
Publishing a Registration Rule
The Registration Rule will be in Draft mode until you Publish it.
- Click the blue Publish button which will open the Publish Rule dialog box.
- If you do NOT select the optional 'Run rule for existing contacts' then only new contacts that are added with the job role or workplace criteria specified in the rule will get assigned the learning paths.
- If you do select the optional 'Run rule for existing contacts' the existing number of contacts specified with the matching criteria will be added to the learning paths.
- Click the blue Publish button.
Editing a Registration Rule
- Click on the row of the Registration Rule you wish to edit or click on the three dots at the end of the row and select View Details to open a dialog box.
- On the Details screen, select the blue Edit button to change the name, job roles or workplaces
- Click Submit to save your changes.
- On the Details screen, click the blue Add Learning Paths button to add additional learning paths. NOTE: you cannot remove Learning Paths from an active registration rule.
Deleting a Registration Rule
Only Registration Rules in draft mode can be deleted.
- Click on the three dots at the end of the row of the Job Role you wish to delete to open the "Are You Sure" confirmation dialog box.
- Click OK on the dialog box (or Cancel if you don’t wish to continue with the deletion).
Your Registration Rule will now be removed from the table of rules on the Automatic Registration list page.
Archiving/Unarchiving a Registration Rule
Active Registration Rules can be archived and but not deleted. Archived Registration Rules can be published again to make them active.
- To archive, click on the three dots at the end of the row of the Registration Rule and select 'Archive' to open the "Are You Sure" confirmation dialog box. Contacts that match this rule will no longer be automatically registered for the Learning Paths on this rule.
- Click OK on the dialog box (or Cancel if you don’t wish to continue with the archive).
- To re-activate an archived Registration Rule, click on the three dots at the end of the row of the Registration Rule and select 'Publish' to open the "Publish Rule" confirmation dialog box.
Use the filters on the Automatic Registration list page to filter your registration rules by Active, Draft, or Archived.
Tracking Learner Automatic Registration
As new contacts are added to the system that match the rules criteria, they will automatically be added to the learning paths specified. Or, when you publish the rule, you can choose to have the rule apply to existing contacts that match the criteria.
There are two places when you can easily see that the contact was automatically registered:
1. On the Learner details page from the Learning Path, you will see 'Automatically Registered' beside the registration number. If you hover over the 'Automatically Registered' , there will be a tooltip with the name of the rule that assigned the contact.
2. On the Contact record under Learning Paths table, you will see 'Automatically Registered' beside the 'Started At' date. If you hover over the 'Automatically Registered' , there will be a tooltip with the name of the rule that assigned the contact.
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