Enrollment Group Permissions

Enrollment Group Permissions allow you to be discriminating about who may enroll in learning events, and who has a higher priority to reserve seats. You can set priorities for Users by groups. If a User from a group with a higher priority enrolls in a learning event that is full, a User with a lower priority will be automatically dropped to add a seat for the higher priority User. You can also enable Users in specific groups to nominate themselves for Enrollments, drop Enrollments, or view Enrollments with a higher priority than other groups.

The following User Permissions are required for this feature: View Management Links (sub permission of Manage Options) And the following sub permissions of Manage Enrollments: View Enrollment Group Permissions Edit LearnCenter Group Permissions Edit Enrollment Group Permissions See Enrollment User Permissions for instructions on granting or denying these permissions.

On the ControlPanel:

1. Click on the Enrollments menu to expand it.
2. Click Group Permissions.

All groups mapped to the Enrollment are listed. If you have many groups listed, you can filter the list by Name Contains and Status (Active, Inactive, or Both). You can also limit or expand the number of results that display per page by selecting a number in the Pagination drop-down list.

If you do not see any groups listed, you have not yet added any in the LearnCenter. See Managing Groups for instructions on creating groups.

Adding Groups

You can add new Groups to the Group Permissions for an Enrollment.

1. Click Add Groups.
2. Search for and select the Groups you want to include.

   If you are using the classic Groups functionality, the following window opens:

   

   1. Type the Name or a portion of the name of the Group you want.
   2. Click one of the following:

   • Containing - to indicate the letters you typed in the previous step are contained within the name of the Group.
   • Beginning with - to indicate the Group name begins with the letters you typed in the previous step.

   3. Select the number of records to Display. (Default is 50.)
   4. Click Search. A list of Groups displays.
   5. Click the check boxes next to the Groups you want to include.
      or
      Clear the check boxes next to the Groups you want to exclude.
   6. Click Return Selected.

   If you are using the new Groups functionality, the following window opens:

   

   7. Type the name or a portion of the name of the Group you want in the Search field.
   8. Click one of the following:

   1. Containing - to indicate the letters you typed in the previous step are contained within the name of the Group.
   2. Beginning with - to indicate the Group name begins with the letters you typed in the previous step.

   9. Select a Category from the drop-down list, or select All Categories.

   10. Select the number of records you want to display per page from Pagination. (Default is 50.)
   11. Click Search. A list of Groups displays.
   12. Click the check boxes next to the Groups you want to include.
       or
       Clear the check boxes next to the Groups you want to exclude.

   13. Click Return Selected.

   The Groups are added to the Group Permissions list for the Enrollment.

Setting Group Permissions

To set group permissions for a particular group, on the Group Permissions page:

1. Rest your pointer over the Group Name to display the icon.
2. Click .

The items on the Change Permissions window indicate the permissions the group currently has. By default, all check boxes are selected and the group’s priority is set to 99 (lowest priority) if you have not yet made changes to that group’s permissions.

3. Make changes to the permissions as needed:

1. Select the Nominate themselves for an enrollment check box if you want the Users in this group to be able to nominate themselves for Enrollments.
   or
   Clear the check box to prevent the Users in this group from nominating themselves for Enrollments.
2. Select the Drop enrollments check box if you want give Users in this group the permission to drop Enrollments.
   or
   Clear this check box to prevent Users in this group from having the ability to drop Enrollments.
3. Select the View enrollments in their calendar check box if you want this group to have the ability to view Enrollments on their calendar.
   or
   Clear the check box to prevent the Users in this group from viewing Enrollments on their calendar.
4. Assign this group a priority from 0-99, where 0 is the highest priority. Users who belong to a group that is given highest priority will be able to enroll in learning events ahead of Users of other groups.

4. Click Save.

Changing the Status of a Group Mapped to the Enrollment

If you added a Group to the Group Permissions for an Enrollment, but later decide they should not be included, you can change the status of the Group to Inactive.

1. Click the check box next to the Group's name.
2. Click Change Status.

If you later decide the group should be mapped to the Group Permissions for that Enrollment you can change the status back to Active.

1. Select Inactive from the Status drop-down list in the Filters area.
2. Click Search.
3. Click the check box next to the Group's name.
4. Click Change Status.

When you make a group Inactive, members of the group are no longer prioritized when they self enroll. Their ability to nominate themselves, drop, or view enrollments in their calendars defaults to whatever the Enrollment settings are on the Edit Enrollment page. Users can nominate themselves if the Automatically approve all users who sign up for this enrollment check box is not selected and the maximum number of seats has not been filled.

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