Automating Group, Learning Plan, or Course Enrollment

Use this reference page to understand how enrollment rules work, what they can automate, and when to request help from UE.

Key Point

Enrollment rules can automatically enroll learners into groups, courses, or learning plans based on information in their user profile. These automations are built as simple “If…Then…” statements.

Choosing When To Use Automation

Automation works best when training should be assigned consistently to large groups of learners based on information in their user profile.

Use Automation When…	Use Manual Enrollment When…
Large groups need the same training Enrollment should happen automatically User profile data determines assignments New learners should receive training immediately	Only a few learners need training Assignments are one-time exceptions The audience changes frequently Enrollment decisions require individual review

Understanding Enrollment Rules

Enrollment rules make it possible to automatically enroll learners into groups, courses, or learning plans. These rules can apply to all learners or only to learners who meet specific criteria.

Seeing How Automations Work

Automations are easiest to understand as simple If…Then statements.

Example 1

If a new user is created AND they have the word “Employee” in the Student or Employee field, then enroll them in the New Hire Learning Plan.

Example 2

If a learner is created or updated and they have the word “YES” in the Supervisor field, then enroll them in supervisor version of the TIX course.

Example 3

If a learner has the word “Student” in the Student or Employee field AND they have the word “Nursing” in Additional Field 1, then place them in the Nursing Students group AND enroll them in Bloodborne Pathogens.

Identifying User Segments

Automation rules typically rely on user profile information. Additional user fields help target training to specific learner populations.

User Field	How It Can Help
Role	Identify supervisors, faculty, managers, or other job-based audiences.
Department	Group learners by operational area.
Student or Employee	Assign the correct courses based on audience.
Supervisor	Provide the correct version of courses or additional courses.
Additional Fields	Open text fields for information you want to capture that doesn’t fit into the fields above.

Understanding Limitations

Enrollment rules only apply when learners meet the rule criteria. Existing learners may require manual enrollment.

Requesting An Automation

Email us at launch@ue.org to request a new enrollment rule or create a change for an existing one.

Preparing An Automation Request

Information To Provide	Example
Target audience	All supervisors
User field to evaluate	Job Title
Enrollment action	Enroll in Supervisor Learning Plan

Getting Help From UE

If you are unsure whether automation is the right solution, contact the UE Learning Enablement Team at launch@ue.org.

Learning Plans

Automating Group, Learning Plan, or Course Enrollment