Click the Add Users link from the Common Tasks tab (you can also click on the Users tab on the left-hand side, followed by the Register button if you prefer).
You will be presented with a 3-step wizard.
Select the Registration Rule option.
You will now be able to choose how the system will select the Users for registration.
Filter by units
This enables you to choose your audience from the Organisation hierarchy that exists on the LMS.
Tick the top-level Organisation to register the entire Organisation. The Organisation Units underneath will then be automatically ticked.
To only register specific Organisation Units, tick them individually (first unticking the top-level Organisation).
Ticking an Organisation Unit that contains other Units within it will give you the option to include the Child Units which are the Units below it in the hierarchy.
You can also tick Exclude to exclude a specific Unit or Units from the selection.
Filter by categories
This enables you to select one or more Categories. Categories can be set up so that Users can be grouped together in alternative ways to where they sit in the Organisation hierarchy, e.g. by job role, location or qualification.
Contact Support if you do not currently use Categories and would like to explore setting them up.
Filter by roles
This option allows you to select Users based upon their System Role, i.e. Line Manager or Administrator. This includes default System Roles and any bespoke System Roles created by Super Administrators.
Filter by existing registrations
This option allows you to select Users based upon the Completion Status of this Activity or on the Completion Status of another Activity, e.g. any User who has completed an introductory course in one subject will then be registered onto an intermediate course via a Registration Rule.
Filter by user creation date
Choose to only register Users that were on your LMS before a certain date or period, or Users that have or will join on or after a certain date.
Filter by employment date
Choose to only register Users that began their employment before a certain date or period, or Users that have been employed today or will be employed in the future.
Using multiple criteria
You can filter by multiple criteria if you need to. However, if using multiple criteria, the LMS will register Users who meet both criteria A AND criteria B - it does not function as OR, i.e. User must meet criteria A OR criteria B.
For example, filtering by the Human Resources Organisation Unit AND the Health and Safety Category would mean that only Users who sit in the Human Resources Organisation Unit and have the Health and Safety Category assigned to them.
Once you have chosen which Users the system will register, click on Next.
You will now be able to choose:
- When to register the Users
- What the Due Date should be, if any
- If existing registrations need to be reset or cancelled registrations should be re-registered.
Once you have chosen your options, just click on the Finish button to complete the Registration Rule.
If you are unsure which options to choose, the below information should help you.
When to Register
|Overnight||If Overnight is selected, this will run at 01:00 UTC. Any Users who meet the criteria and log in prior to the rule running overnight will be registered on to the content at the time they log in, the system will not wait until overnight for that User. Therefore Overnight is our recommended setting. It also gives you the opportunity to check the rule to confirm there are no mistakes prior to it rolling out en masse to large groups of Users overnight. A User who meets the criteria could check the rule by logging in to see if they are then registered onto the correct Activity.|
|Immediately||This option will run the rule sometime within a 10 minute loop.|
|On/From||The option will run the rule on a specified date.|
|Check rule automatically||Tick this box if you wish to schedule the same rule to run every day over a period of time (e.g. courses for new joiners). You can either choose for the rule to be scheduled every day until a specified end date or to continue running indefinitely.|
Tick the Set Due Date box to set up a Due Date for your learning Pathway or Activity:
- The date you set will be visible against the Activity in the My Activities area
- It will also determine the RAG status within the My Team Activity dashboard area
You will have 5 main options to choose from, as well as 'Keep the due dates for existing registrations':
|Specify a date||This allows you to set a specific date, e.g. 31 December for annual training.|
|Specify a date from user creation date||If you select this option, you can also check the Use the employment date instead when available box that appears to use the Employment Date over the User Creation date.|
|Specify a date from last completion||This could be used for regular mandatory training, for example, and will assign the training based on the date the Activity was last completed.|
|Specify a date from last due date||This could be used in a similar way to the last completion date, for mandatory training, for example, but the last due date will be used as the assignment date, rather than the date it was completed.|
|Specify a date from when the activity is assigned||You can also use this option in conjunction with the Reset progress option (see Existing Registrations below) if you will be assigning the same Activity on a regular basis and resetting the progress back to not attempted each time.|
|Keep the due dates for existing registrations||If it is likely the User has been registered onto the Activity as part of a different learning Pathway, we would recommend selecting the option to keep the Due Dates for existing registrations. Any previous Due Dates given for that Activity will be kept and not updated to the new Due Date.|
In this section you can choose to reset the status of a learning Pathway or Activity if you need to:
|Register previously cancelled users||Tick to register previously cancelled Users. Selecting it will also give you an additional option to reset their progress (this is a separate option to reset progress). See below for an explanation.|
|Reset progress||If a piece of content needs to be completed regularly for compliance reasons, ticking this box will reset the Activity back to Not Attempted for Users who are already registered onto the Activity. As with Due Dates, if you select it, you can then refine who will be reset using the additional options that appear.|