Add students to your training domain and/or groups and register them for courses

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by Macz Norton
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You can add new or select existing students to you training domain, add new and existing students to an existing student group(s), and/or register new or existing students for a published course(s) from the “Manage Students” page.

 

In this article:

 

Learn more: 

 

Add new or select existing students to add to your training domain

You can add students to your training domain using one of three options:

  • Add new students via email
  • Select an existing student(s)
  • Select an existing student group(s)

Note: Adding students via “Manage Students” gives the student(s) you add access to the domain you select, regardless of domain access level you set on your domain.

After you make changes to “Manage Students” and submit your changes, you are directed back to the “Students” page. Depending on the size of your request, new students may be listed in the “Students” table immediately or after a few minutes.  For newly invited students, only the email and signed up fields will be complete in the “Students” table. Other fields such as student name or other custom sign-up fields will remain empty until the student(s) completes their account registration.

You will receive an email confirming your change to “Manage Students” and students will receive a domain invitation email to complete the domain registration process.

Note: The registration link in the student invitation email has a 30-day expiration window. If the student tries to register with the link after this window has passed, they'll hit an Invalid Token error message, which can be resolved by sending another invitation via Manage Students.

 

Add new students to your training domain via email

  1. From the “Students” dropdown in the Dashboard left navigation bar, click “Students.”
  2. On the “Students” page, click the Manage Students button.
  3. In the “Domain” section on the “Manage Students” page, click the “Select domain” dropdown. If your organization has only one domain, that domain will display.  If your organization has multiple domains, you can select one from the dropdown.
  4. Select the training domain to which you want to add new students via email from the dropdown menu.
  5. In the “Students” section, the “Students Source” dropdown is set to “Add new / By email” by default. No action is needed in this dropdown.
  6. Type or paste the email address(es) of the student(s) you want to add to your training domain via email. If you want to add more than one student, type one email address per line in the “Email Addresses” text box.
  7. Scroll to the bottom of the page.
  8. Click Submit. To cancel without saving your changes, click Cancel.

Tip: Spend a moment to double-check the accuracy of the email address(es) for the students that you want to add your domain. 

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Select an existing student(s) to add to your training domain

  1. From the “Students” dropdown in the Dashboard left navigation bar, click “Students.”
  2. On the “Students” page, click the Manage Students button.
  3. In the “Domain” section on the “Manage Students” page, click the “Select domain” dropdown. If your organization has only one domain, that domain will display.  If your organization has multiple domains, you can select one from the dropdown.
  4. Select the training domain to which you want to add new students via email from the dropdown menu.
  5. In the “Students” section, click the “Students Source” dropdown. 
  6. Select “Select existing” from the dropdown menu.
  7. Click the student(s) in the left column, “Available students,” that you want to move to the left column, “Selected students.”
  8. Click the arrow icon. The student(s) move to the right column, “Selected students.”
  9. Scroll to the bottom of the page.
  10. Click Submit. To cancel without saving your changes, click Cancel.

Note: You can choose how many existing students you want to display on the table from the dropdown menu at the top of the table - 10, 25, 50, or 100 items per page. By default, up to 100 existing students will display in each table page. If you have more than 100 existing students, you can click the page arrows at the bottom of the table to move between pages.

Tip: To select more than one student to move in one direction between the columns, you can:

  • Click Select all under the group table, or
  • Click and hold Ctrl or Cmd on your keyboard and click the groups you want to select.

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Select an existing student group(s) to add to your training domain

  1. From the “Students” dropdown in the Dashboard left navigation bar, click “Students.”
  2. On the “Students” page, click the Manage Students button.
  3. In the “Domain” section on the “Manage Students” page, click the “Select domain” dropdown. If your organization has only one domain, that domain will display.  If your organization has multiple domains, you can select one from the dropdown.
  4. Select the training domain to which you want to add new students via email from the dropdown menu.
  5. In the “Students” section, click the “Students Source” dropdown. 
  6. Select “Select existing / By group(s)” from the dropdown menu.
  7. Click the group(s) in the left column, “Available student groups,” that you want to move to the left column, “Selected student groups.”
  8. Click the arrow icon. The student group(s) move to the right column, “Selected student groups.”
  9. Scroll to the bottom of the page.
  10. Click Submit. To cancel without saving your changes, click Cancel.

Note: You can choose how many existing student groups you want to display on the table from the dropdown menu at the top of the table - 10, 25, 50, or 100 items per page. By default, up to 100 existing student groups will display in each table page. If you have more than 100 existing student groups, you can click the page arrows at the bottom of the table to move between pages.

Tip: To select more than one student group to move in one direction between the columns, you can:

  • Click Select all under the group table, or
  • Click and hold Ctrl or Cmd on your keyboard and click the groups you want to select.

Screen_Shot_2019-07-03_at_5.05.56_PM.png

 

Add new or select existing students to add to an existing student group(s)

  1. From the “Students” dropdown in the Dashboard left navigation bar, click “Students.”
  2. On the “Students” page, click the Manage Students button.
  3. In the “Domain” section on the “Manage Students” page, click the “Select domain” dropdown. If your organization has only one domain, that domain will display.  If your organization has multiple domains, you can select one from the dropdown.
  4. Select the training domain to which you want to add new students via email from the dropdown menu.
  5. In the “Students” section, choose to add new students via email, select existing students, or select existing student groups from the “Students Source” dropdown menu.
  6. Add or select existing students via the method provided based on the “Students Source” you selected.
  7. In the “Groups” section, select “Add Students To Existing Groups.” The selection tables open.
  8. Click the group(s) in the left column, “Available student groups,” that you want to move to the left column, “Selected student groups.”
  9. Click the arrow icon. The student group(s) move to the right column, “Selected student groups.”
  10. Scroll to the bottom of the page.
  11. Click Submit. To cancel without saving your changes, click Cancel.

Notes: 

  • If you have selected the "Select existing/by group(s)" option in the “Students” section, you can still enable "Add students to existing groups" in the “Groups” section of “Manage Students.”  
  • You can choose how many existing student groups you want to display on the table from the dropdown menu at the top of the table - 10, 25, 50, or 100 items per page. By default, up to 100 existing student groups will display in each table page. If you have more than 100 existing student groups, you can click the page arrows at the bottom of the table to move between pages.

Tip: To select more than one student group to move in one direction between the columns, you can:

  • Click Select all under the group table, or
  • Click and hold Ctrl or Cmd on your keyboard and click the groups you want to select.

Screen_Shot_2019-07-03_at_4.58.39_PM.png

 

Register new or existing students into a published course(s) on your training domain

  1. From the “Students” dropdown in the Dashboard left navigation bar, click “Students.”
  2. On the “Students” page, click the Manage Students button.
  3. In the “Domain” section on the “Manage Students” page, click the “Select domain” dropdown. If your organization has only one domain, that domain will display.  If your organization has multiple domains, you can select one from the dropdown.
  4. Select the training domain to which you want to add new students via email from the dropdown menu.
  5. In the “Students” section, choose to add new students via email, select existing students, or select existing student groups from the “Students Source” dropdown menu.
  6. Add or select existing students via the method provided based on the “Students Source” you selected.
  7. In the “Courses” section, select “Register Students In Course.” The selection tables and “Registration Email” settings open.
  8. Click the course(s) in the left column, “Available courses,” that you want to move to the left column, “Selected courses.”
  9. Click the arrow icon. The course(s) move to the right column, “Selected courses.”
  10. In the “Registration Email” settings, choose to either:
    1. “Send registration confirmation email to students.” This is the default selection.
    2. “Do not send registration confirmation email to students.”
  11. Click Submit. To cancel without saving your changes, click Cancel.

Notes: 

  • The “Registration Email” setting within “Manage Students” overrides the course-level email settings. For example, if email confirmation is enabled at the course level and you select the "Do not send registration confirmation email to students" within “Manage Students,” then students will not receive the course registration notification. 
  • If students do not yet belong to the selected domain, they will receive a domain invitation email to complete the registration process, regardless of the registration email selection you choose.
  • You can choose how many existing student groups you want to display on the table from the dropdown menu at the top of the table - 10, 25, 50, or 100 items per page. By default, up to 100 existing student groups will display in each table page. If you have more than 100 existing student groups, you can click the page arrows at the bottom of the table to move between pages.

Tip: To select more than one student group to move in one direction between the columns, you can:

  • Click Select all under the group table, or
  • Click and hold Ctrl or Cmd on your keyboard and click the groups you want to select.

Screen_Shot_2019-07-03_at_4.58.56_PM.png

 

Review email confirmations resulting from “Manage Students” changes

Review student email confirmations of account registration and/or course registration

After you click Submit on the “Manage Students” page, by default, each student will receive a confirmation email. 

  • If the student has been invited to a domain, the email will contain a link to complete their account registration process. All students invited to a new domain will receive this email, regardless of the course “Registration Email” settings.
  • If the student has been registered in one or more courses, the email will contain links to the appropriate course(s). If you selected “Do not send registration confirmation email to students,” students will not receive an email outlining the courses for which you have registered them. 
  • If the student has been invited to a domain and registered in one or more courses, the email will contain both. If you selected “Do not send registration confirmation email to students,” students will still receive an account registration email and will not receive an email outlining the courses for which you have registered them. 

When new student(s) clicks the account registration link, they are directed to a registration page to complete their registration and sign into the training site for the first time.  

Note: If you enabled Single Sign-On for your training site, students will be prompted to log in through the SSO mechanism/login page.

Example student email: Student training domain account registration

 

Example student email: student added to a training domain and registered in two courses

 

Example account registration page

 

Review admin email confirmations resulting from “Manage Students” changes

After you click Submit on the “Manage Students” page, by default, you will receive a confirmation email with one or both of these sections:

  • “Students” section: Displays the number of students who have been invited, re-invited, or skipped, as appropriate. Students who have been invited or re-invited will receive an account registration email. Skipped students will not receive an account registration email.
  • “Courses” section: Displays the number of new course registrations and the number of registrations skipped. 

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Frequently asked questions

What happens if I add or select a student(s) that has already been added to a domain, group, or course?

The “Manage Students” feature responds to student information that you have already added to Skilljar. For example:

  • If you re-add a student(s) who you have already added to your training site domain and has not completed the account registration process, that student(s) will be re-invited to the training site domain via email.
  • If you re-add a student(s) who you have already added to your training site domain and has already completed their registration process, the account registration request will be skipped and the student(s) will not receive an account registration email.
  • If you register a student(s) in a course(s) in which they are already registered, the course registration request will be skipped and the student(s) will not receive a course registration email.

 

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