Course Enrollments

This guide explains how to manage who is enrolled in a course in EmbayLMS — from the course editor’s Enrollments tab and from an individual user’s profile. It covers manual enrollment (single and bulk), unenrollment (dropping a learner), upgrading an in-progress learner to the latest course version, and automatic enrollment rules.

Prerequisites

• Role: Admin or Manager (manager scope is limited to their own team)
• The enrollment:create permission to enroll, and enrollment:delete to unenroll
• For enrollment, the target course must be Published (you cannot enroll learners into a Draft course)

Where enrollments are managed

There are two entry points, and they share the same underlying rules:

Every enroll, unenroll, and upgrade action is permission-checked and written to the audit log.

The course Enrollments tab

Open a course from Admin → Courses, then click the Enrollments tab. The tab lists every enrollment for the course with:

• Search by learner name or email
• Filter by status (active / in-progress, completed, dropped) and by course version
• Pagination — the roster is paginated (default 50 per page)

From here you can enroll users, unenroll a learner, and run version upgrades.

Manually enroll users

Enroll a single user

1. Open the course’s Enrollments tab.
2. Click Enroll users.
3. In the user-search modal, search by name or email and select the learner.
4. Click Enroll.

The learner is enrolled immediately and appears in the roster with an active status.

Enroll many users at once (bulk)

1. On the Enrollments tab, click Enroll users.
2. In the user-search modal, select multiple learners (search, tick each one).
3. Click Enroll.

Bulk enrollment runs the same guards as a single enrollment, per user — see Enrollment guards below. If one user cannot be enrolled (for example they are already enrolled), that user is reported and skipped, and the rest of the selection proceeds. After the run you see a summary of how many were enrolled and which were skipped, with the reason for each skip.

Enrollment guards applied on every enroll

Both single and bulk enrollment apply these checks for each user:

Unenroll (drop) a learner

1. Open the course’s Enrollments tab (or the user’s Enrollment history).
2. Find the learner’s row.
3. Click Unenroll (drop) and confirm.

Unenrolling removes the learner’s active enrollment in the course. This requires the enrollment:delete permission and is audit-logged.

Dropping a learner does not delete historical completion records or certificates the learner already earned — those are preserved.

Upgrade an in-progress learner to the latest version

When you publish a new version of a course, learners who are mid-course stay on the version they started on. The Upgrade action moves an in-progress learner onto the latest published version so they continue on the current content. This is the per-user / per-course manual counterpart to the course-wide “force re-enrollment on version change” toggle.

Upgrade one learner

1. Open the course’s Enrollments tab (or the user’s Enrollment history).
2. Find an active (in-progress) learner whose enrollment is on an older version. An upgrade button showing the exact version transition (for example v3 → v4) appears on that row — it only renders when the learner is behind the latest published version.
3. Click the transition button and confirm.

Upgrade everyone outdated at once

1. On the course’s Enrollments tab, click Upgrade outdated (bulk).
2. Confirm. Every in-progress enrollment on an older version is moved to the latest published version in one operation.

What upgrade does — and what it never touches

Why only active enrollments? Upgrading recomputes progress against the new module set. Doing that to a completed enrollment would put a finished learner back into “in progress” and is never desirable, so completed enrollments (and their certificates) are deliberately excluded.

Automatic enrollment rules

Auto-enrollment rules enroll learners into the course automatically when they meet a condition — so you don’t have to enroll each person by hand. Rules are managed from the course’s Enrollments tab.

Add an auto-enrollment rule

1. Open the course’s Enrollments tab.
2. Open Automatic enrollment rules and click Add rule.
3. Choose a rule type and its target (see the reference below).
4. Click Save. Users who match the rule are enrolled automatically; the same enrollment guards apply.

Rule types

Auto-enrollment rules apply going forward — when a user becomes a group member, completes the source course, or matches the attribute. Remove a rule from the same panel to stop future auto-enrollments; it does not unenroll learners already enrolled by the rule.

Managing enrollments from a user’s profile

The same actions are available on a single learner’s record at Admin → Users → [user], in the Enrollment history table. The table is actionable when you hold the right permissions:

If the user lacks the permission, these actions are hidden.

Enroll a user from their profile — the course-structure tree picker

Clicking + Enroll in course opens a picker that shows your course folder structure with the published courses nested inside — not a flat search box.

1. On Admin → Users → [user], click + Enroll in course.
2. Browse the folder tree. Courses that are not in any folder appear under Unfiled.
3. Tick one or more course checkboxes, or tick a folder checkbox to select every course inside that folder (including its subfolders). A folder with only some of its courses selected shows an indeterminate (partial) state.
4. Courses the learner is already enrolled in are disabled and tagged Enrolled — they cannot be selected again.
5. The footer shows how many courses are selected. Click Enroll {count} to confirm.

Each selected course runs the same enrollment guards as a single enrollment. The run is partial-failure tolerant: if a course cannot be enrolled (for example a prerequisite is missing), it is skipped and the rest proceed. The confirmation message reports how many courses were enrolled and how many were skipped.

Configuration / field reference

Troubleshooting

Related guides

• Course Management — create, version, and publish courses
• User Management — roles, groups, and the permissions that gate enrollment actions
• Recurring Assignments — schedule repeat enrollments for compliance courses

Need help? Contact your EmbayLMS onboarding team or open a support ticket.