Manage Students: Add Students to Your Training Domain, Groups, Select Courses, Paths or Plans

by Macz Norton
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You can add new or existing students to your Skilljar training domains, student groups, and register them into published courses, Paths, and Plan(s) from the ‘Manage Students page of your Skilljar dashboard. Each action is performed independently of one another, so you can add students to multiple enrollments or pick and choose.

In this article, we'll discuss how you can add and manage students to domains groups, courses, paths, and plans, as well as some frequently asked questions.

Note: You can upload up to 1,000+ students using this tool.

Contents

Adding Students to Domains

You can add new and existing students to join your domain(s) by following the steps below:

  1. Go to your Skilljar Dashboard, expand the Students header, and then select the Students link to open the Students page. You'll see a table with a list of your students.
  2. Select Manage Students to go to the student management page.

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  3. Under Domain, select the domain you want to manage from the select domain drop-down selection.

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  4. Scroll down to Students and select how you want to add the student(s) from the Students Source drop-down selection. You can add new students by adding them by email, or selecting existing students individually, or by groups. 
      • Add new / By Email: Select this option to add new students by email and typing their email address into the Email Addresses box, one email address per line. Choose wheter to send the student an email to invite them to join the domain by selecting an option under Domain Invitation Email.

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      • Select existing: Select this option to add existing students. You'll see a list of "Available Students" on the left. Select the student you want to add and then select the arrow button between the lists (>) to move them to the Selected Students list.
          • You can also highlight multiple students  by holding down the shift key on your keyboard as you select them, or you can add everyone by selecting Add all. 

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      • Select existing / By group(s): Use this option to add a set of students by the groups they are in. Select the group you want to add and then select the arrow button between the lists (>) to move them to the Selected Students list.
          • You can also highlight multiple by holding down the shift key on your keyboard as you select them, or you can add everyone by selecting Select all. 

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          • Learn more about groups at Creating and Managing Groups.
  5. Select Submit to save and register/invite the students, or you can continue to add the students to your courses, paths, groups, and/or plans.

To add students to another domain, follow the steps again by choosing another domain in step 3.

Note: Adding students via ‘Manage Students’ gives the student(s) you add access to the domain you select, regardless of the domain access you’ve set.

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Adding Students to Courses

You can register new and existing students from the chosen domains above to your course(s) by following the steps below:

  1. Follow the Adding Students to Domains steps above to add/invite students to the domain including the courses you want to register them in.
  2. Scroll down to Courses and select Register Students In Courses. You'll then see the selection tables and “Registration Email” settings.
      • Note: If students aren't registered to the domain yet, they'll receive a domain invitational email, unless the option was disabled in the domain steps above. 
  3. Select the course you want to add the students to from the Available Courses table, and then select the arrow button between the lists (>) to move them to the Selected Courses list.
      • You can also highlight multiples courses by holding down the shift key on your keyboard as you select them, or you can add everyone by selecting Select all. 

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  4. Choose whether to said the students a registration confirmation email or not by selecting one of the Registration Email options. 
  5. Select Submit to save and register/invite the students, or you can continue to add the students to your courses, paths, groups, and/or plans.

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Adding Students to Paths

You can register new and existing students from the chosen domains above to your paths(s) by following the steps below:

  1. Follow the Adding Students to Domains steps above to add/invite students to the domain including the courses you want to register them in.
  2. Scroll down to Learning Paths and select Register Students In Paths. You'll then see the selection tables and “Registration Email” settings.
      • Note: If students aren't registered to the domain yet, they'll receive a domain invitational email, unless the option was disabled in the domain steps above.
  3. Select the path you want to add the students to from the Available Paths table, and then select the arrow button between the lists (>) to move them to the Selected Paths list.
      • You can also highlight multiples courses by holding down the shift key on your keyboard as you select them, or you can add everyone by selecting Select all. 

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  4. Choose whether to said the students a registration confirmation email or not by selecting one of the Registration Email options.
  5. Select Submit to save and register/invite the students, or you can continue to add the students to your courses, paths, groups, and/or plans.

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Adding Students to Plans

You can register new and existing students from the chosen domains above to your plan(s) by following the steps below:

  1. Follow the Adding Students to Domains steps above to add/invite students to the domain including the courses you want to register them in.
  2. Scroll down to Plans and select Register Students In Plans. You'll then see the selection tables and “Registration Email” settings.
      • Note: If students aren't registered to the domain yet, they'll receive a domain invitational email, unless the option was disabled in the domain steps above.
  3. Select the plan you want to add the students to from the Available Plans table, and then select the arrow button between the lists (>) to move them to the Selected Plans list.
      • You can also highlight multiples courses by holding down the shift key on your keyboard as you select them, or you can add everyone by selecting Select all. 

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  4. Choose whether to said the students a registration confirmation email or not by selecting one of the Registration Email options.
  5. Select Submit to save and register/invite the students, or you can continue to add the students to your courses, paths, groups, and/or plans.

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Adding Students to Groups

You can add students to groups by following the same steps as adding them to courses, paths and plans, as above, but from the Groups section of the page. For more information about groups and adding students to them, see Creating and Managing Groups.

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Email Behavior

Student Experience

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  Domain / Students Courses  Result
Option 1 Send domain invitation email to new students N/A  New students will receive domain invitation email.
Option 2 Do not send domain invitation email to students N/A Students will not receive any emails.
Option 3 Send domain invitation email to new students Send registration confirmation email to students Students will receive one email with their domain invitation and course registration link(s).
Option 4 Do not send domain invitation email to students Do not send registration confirmation email to students Students will not receive any emails.
Option 5 Send domain invitation email to new students Do not send registration confirmation email to students New students will receive domain invitation email only.
Option 6 Do not send domain invitation email to students Send registration confirmation email to students Students will receive one email with their domain invitation and course registration link(s).

Note: Group selections do not impact student email behavior. 

 

Admin Experience

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

  • Students: 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.
  • Groups: Displays the number of new Group membership registrations and the number of registrations skipped.
  • Plans: Displays the number of new Plan registrations and the number of registrations skipped.
  • Learning Paths: Displays the number of new Path registrations and the number of registrations skipped.
  • Courses: Displays the number of new course registrations and the number of registrations skipped.

Note: For information about sending multiple invites to the same email, see the Multiple invites to the same email section below.

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Multiple invites to the same email:

When an admin sends multiple invites to an existing email and the first invite hasn't expired, nor is the user active yet, it will activate the user attached to the specific email and invite.

Example:

Steps:

  1. An invite is sent to the following list of new users -['test-user@x.com', 'another-email@x.com', 'example-email@x.com'] - all of them will receive the appropriate email. 
  2. Another invite is sent to a different list but still includes 'test-user@x.com'. This second invite has been sent before the first one expires which will mark the user as active in the system.
  3. Another invite has been sent and still includes the user 'test-user@x.com', however, because they are active now they will not receive an email because they are active. 

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Frequently Asked Questions

Q: I have single sign-on (SSO) enabled on my domain. How should I set the domain invitation email?

A: Take your domain access strategy into consideration when deciding if the domain invitation email should be sent. How are students signing into the domain for the first time?

  • Send domain invitation email to new students: We recommend using this setting if your domain does not have SSO enabled.  
  • Do not send domain invitation email to students:
    • Consider this setting for SSO-enabled domains. Students will not receive a domain invitation email and can access the domain through the SSO process.
    • For non-SSO domains, without a domain invitation email, students will have to follow the "forgot password" flow in order to successfully log into the domain.

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

A: 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 already added to your training domain and has not completed the account registration process, that student(s) will be re-invited to the training site domain via email for the second attempt.
  • If you re-add a student(s) who you have already added to your training 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.

Q: How long does a student have to register for the domain before the invitation expires?

A: 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.’ In the event that a student doesn’t receive their initial registration email, let them know to double-check their Spam folder.

 

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