The Enrollments section allows you to manage each employee’s course enrollments. From Courses > Enrollments, you can view a list of all enrollments for every course edition. You can filter this list using the Quick Search, Advanced Search, or a Saved search.

Enroll an Employee in a Course/Edition

1. Go to Courses > Enrollments.
2. Click New at the bottom.
3. Select the employee using the Browse button.
4. Select the course to enroll the employee in.
5. Click Save.

After the first save, you can choose to link the enrollment to a specific course edition.

• If the Edition has reached the maximum number of participants, it will not be possible to enroll additional employees.
• You can enroll the employee in other editions of the same course, as long as the option “Allow enrollment in multiple editions of the course” is enabled.

Enrollment Workflow

The enrollment and registration process is managed through the Enrollment Workflow (see also Workflow).

The workflow configuration is defined by your Administrator, so the exact naming and sequence of statuses may vary. However, a standard workflow typically includes the following statuses:

• Draft
• Pending review
• Accepted
• Rejected

At the bottom of the enrollment form, different buttons may appear depending on the current status, allowing you to move it to the next step.

Note: If Credits have been configured within the course, they will be automatically assigned to participants once the edition is closed.

Enrollment Expiration

Enrollments are automatically marked as expired when the associated course’s expiration date has passed and the corresponding edition is closed.

Edition Evaluation

When a course edition is completed, the system assigns a final outcome to each enrollment. This process can be automated or managed manually, depending on the configuration of Exam Results and two specific flags:

• Requires course completion
• Default value

These two fields are configured in the Exam Results settings and directly affect what happens when the edition is closed.

Default Value

This flag identifies which result will be automatically assigned to all enrollments when the edition is closed and moves to a Final (successful) status.

• If the Default value flag is selected for a result (e.g., “Passed”), all enrollments will automatically receive that result upon closure, unless another result was manually assigned.
• If no result has the Default value flag enabled, a result must be manually assigned to each enrollment before closing the edition. Otherwise, the system will return the error: “A final status must be assigned to all enrollments in the edition.”

Requires Course Completion

The Requires course completion flag identifies the result that formally represents successful completion of the course. When this flag is active on a result assigned to an enrollment evaluation, the system recognizes that the employee has successfully completed the course.

Activating this flag triggers several automated operations, including:

• Updating status in Mandatory Courses
  If the course is marked as mandatory, the result with this flag automatically updates the employee’s compliance status to “Completed.”
• Assigning training credits
  The training credits defined in the course are automatically assigned to enrollments that received this result.
• Assigning competencies
  The competencies linked to the course (if configured) are automatically added to the employee’s profile after a positive result.
• Automatic enrollment in subsequent courses
  If the course is part of a Training Plan with a structured sequence, the employee will be automatically enrolled in the next course in the plan after completing the previous one.

Calculated Fields

• Classroom training hours: Sum of the employee’s actual classroom attendance time (from the “Attendance” table).
• Online training hours: Sum of total time spent on online materials (from the “Learning Materials” table).
• Total training hours: Combined total of classroom and online training hours.
• Attendance percentage: Percentage of lessons attended out of the total scheduled lessons.
• Mandatory attendance percentage: Percentage of mandatory lessons attended out of total mandatory lessons.
• Attendance hours percentage: Ratio between “Effective attendance hours” and total lesson hours.
• Mandatory attendance hours percentage: Ratio between “Effective attendance hours” and total mandatory lesson hours.