Enrolment Dates
Limit pathway availability and attendance
What are enrolment dates?
Enrolment dates are the Pathway start and end dates. Enrolled users can start the Pathway on the start date and time. Unless Late Enrolments are allowed, users won't be able to complete incomplete activities after the enrolment end date.
What is a Self-Paced Pathway?
Self-paced Pathways can be started at any time and have no end date. Users can begin at any time and complete the Pathway at their own pace.
When should I use enrolment dates?
Use enrolment dates to control Pathway access and attendance, and to track user groups by enrolment date.
Enrolment Dates are useful for the following reasons:
Manage attendance volume. Limit the number of people who can attend a Pathway enrolment date, and spread enrolments over multiple dates;
Specific timeframe. Set specific start and end dates to manage user groups;
Schedule events. If specific dates are required for hosting a physical or virtual event, enrolment dates allow you to control access to such scheduled events.
When should I use self-paced enrolments?
Use self-paced enrolments if a Pathway should be made available for an indefinite time, and is not time-sensitive.
Self-paced Pathways are useful for the following reasons:
No required start or end date.
Date-based cohorts are not needed in analytics.
Pathway engagement is not being tracked.
How to create enrolment dates
Provide a start date and time (Required). This date will determine when the enrolled users can start the Pathway. Users will be able to register ahead of the start date/time. Enrolled users will be notified on the day/at the time that the Pathway starts. Provide an end date and time. If an end date is specified, then users will be required to complete the Pathway before the specified end date. Once the end date is reached, any incomplete activities will be locked. Enrolled users will be periodically reminded to complete the Pathway before the end date. Set the maximum enrolments. To limit the number of enrolments that can be booked per date, set the maximum enrolment amount. Once the maximum enrolment amount has been reached, no further users will be able to enrol for that Pathway. Set a label. Set a label for the enrolment date; this will prefix the start and end dates, e.g. Label A: 12 August 2024 - 15 August 2024. Filter analytics. You will be able to filter analytics by the enrolment dates to view logs, statistics and user enrolments by a single enrolment or by all enrolment dates.
Step-by-step: setting up enrolment dates
To create enrolment dates, open a Pathway in the Editor, go to Settings and configure the desired dates. When adding dates, the Pathway does not need to be re-published - simply enable by using the toggle on/off to make the dates available on the app.
Step-by-step instructions to create enrolment dates:
Open Pathways. Open a Pathway in the Editor.
Navigate to Settings. Under Enrolment Dates, select the Add Date option.
Configure enrolment dates.
Set the Timezone (always required).
Provide a Start Date and Time (always required).
Provide an End Date and Time (optional).
Configure enrolment options.
Maximum Enrolments (optional). Limit the number of enrolments.
Allow Late Enrolments (days). Set the number of days that late enrolments will be allowed after the start date.
Label (optional). Add a description for the enrolment dates/cohort.
Select Save.
Enable the newly created date by selecting the toggle button to the On position.
How to configure self-paced Pathways
Late Enrolments
Allow enrolments on a pathway after the enrolment end date. In Pathway Settings, you can set the number of days after the start date that users can still enrol for a Pathway.
Enrolment Notifications
When users register for an enrolment date, they will be sent periodic push/email notifications to remind them to start/complete the pathway. Below is a list of the enrolment notifications that are sent.
Pathway Started. This notification is sent to enrolled users when the start date/time has elapsed and the pathway is unlocked. Pathway Ended. This notification is sent to enrolled users who have NOT completed the pathway and the end date/time has elapsed. Pathway Ending Soon. This notification is sent to enrolled users who have NOT completed and there are 7 days left. This will only take effect if the start and end dates span over 1 week or more. Pathway Ends Tomorrow. This notification is sent to enrolled users who have NOT completed the pathway and there is only 1 day left before the end date. This will only take effect if the start and end dates span over 2 days or more.
Enrolment Dates in Analytics
Once you have set up enrolment dates in your pathway, you will be able to filter analytics by the available dates. The enrolment date filter is located at the top bar in Analytics when viewing General Analytics, Enrolments, Reviews, Certificates, Rewards, and Activity Logs.
Activity Logs. With activity logs you will only be able to view a single enrolment date at a time, this is due to the potential size and number of logs and ensures optimal load times.
Events & Classroom. As events and classrooms are already date-specific, filtering by enrolment date will not affect the analytics in this section.
Transferring Enrolments
If you need to transfer users to different dates, you can do so from the Enrolments section in analytics or Enrolment Dates in the editor. Depending on the scenario, you can use an appropriate method.
Transfer single or multiple users
If a user wishes to change their enrolment date or was unable to complete the pathway in time, you can transfer their enrolment by following these simple steps:
Open pathway in analytics.
Navigate to the enrolments section in the menu
Select the options of the user and select Transfer Enrolment.
Select the new date
Select Transfer to save
The user will be notified that their enrolment has changed to a new date.
Deleting an enrolment date and transferring all users.
If you need to delete an enrolment date, you will be given the option to transfer existing enrolments to a new date. This is useful if you need to move all users to a new enrolment date.
Open the Pathway in the Editor
Navigate to the Settings section in the menu
Select options on the enrolment date
Select Delete
You will be prompted to select a new date to transfer existing enrolments.
Select Delete
When the enrolment is deleted, users are NOT notified.
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