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Home › Litmos Documentation › ILT Enrollment Approvals For Instructor Led Training Sessions

ILT Enrollment Approvals For Instructor Led Training Sessions

ILT – Enrollment Approvals for Instructor-Led Training Sessions

Enrollment Approvals give administrators the power to decide which Learners can be granted permission to enroll in an instructor led training session. This feature can be useful when the ILT session requires pre-certification, payment, CEU qualification or similar enrollment requirements.

When a Learner wants to attend an ILT session within a course that he or she has access to, instead of seeing a “Register” button, they will see a “Request approval” button. Once the Learner has asked requested approval to enroll in the ILT session, an email will be sent to the persons responsible for approval. These individuals will then have the power to approve the enrollment request to provide the user access to register to the session, or reject, to deny access. If multiple people are responsible for approving the ILT enrollment request (i.e., instructor, manager, and course admin), the first person to approve the enrollment request will approve the request for all and the user will be granted access.

Setting Up Approvals

If Approvals have not been enabled for the account, set up approvals by first enabling the approvals feature. The following steps can be taken to activate this feature:

  1. Navigating to Accounts > Litmos Features

  2. Select the Enrollment Approvals tile

  3. Check the “Enable Enrollment Approvals” box and click “Save changes”

Each session within an ILT module will have their own Approval settings. This can be found by:

  1. Create or select the Course with the ILT session that will require approvals

  2. Create or select the ILT module

  3. Create or select the ILT session that requires approvals.

  4. Select who will receive the approval notification (see the section below for more details)

  5. Click “Save”

Learner Experience

If an ILT session is set up for Learners to request approval, when a Learner navigates the ILT module, they will be able to request approval before registering for the course by selecting the “Request Approval” button next to the session they would like to attend.

Once they have been approved for that session,

Who Receives Approval Notifications

Each session can have different groups of people who can approve registration into an ILT session. These options include:

  • Specific User – Specify a specific user in the system. This includes users of all access roles including Learners.

  • Course Notification Admin – The list of users who are selected to receive notifications for the course. This list is in the Course settings under the “Course Notification” section.

  • Manager – The user who is specified in the “Manager” field in the profile for that user.

  • Instructor – The instructor of that session.

Note: Although the people/person specified will be notified if an approval has been requested, any admin will be able to approve the Learner for that session.

Marking Approval

All admins can mark approval for a Learner from within an ILT module. To Approve a Learner for a session:

  1. Navigate to the Courses tab

  2. Select the Course the ILT module is in

  3. Select the ILT module

  4. Navigate to the “Register” tab

  5. Select the “Pending Approval” filter

  6. Select the check box next to the Users who are Pending approval

  7. Select either “Approve Request” or “Reject Request”

  8. Give a Rejection reason (for Reject Request only)

  9. Select “Save Changes”

Learner will then receive an email notifying them that they have been approved or rejected along with the rejection reason.

Note: If there is a seat limit on the session, managers who are not Admins or Account Owners will not be able to overbook the sessions. Admins and Account Owners will have the power to veto the seat limitation and register the learner.

Note: Marking approvals will only be available to users with Admin view (Team Leaders, Team Admins, Administrators, and Account Owners)

Instructor Approval Flow

When an instructor(s) is marked as approver of the session, the instructor(s) will receive an email notification of the request and also access it from the Instructor > Future sessions> View
details.

The register tab will list all the users that are pending approval and provide Instructor the ability to select and approve/reject requests. Instructors will also see all users registered and waitlisted on the session along with total available seats all under the register tab.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of Litmos.

The information contained herein may be changed without prior notice. Some software products marketed by Litmos and its distributors contain proprietary software components of other software vendors. National product specifications may vary.

These materials are provided by Litmos for informational purposes only, without representation or warranty of any kind, and Litmos or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for Litmos company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular Litmos or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and Litmos or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by Litmos or its affiliated companies at any time for any reason without notice.

The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, and they should not be relied upon in making purchasing decisions.

© 2022 Litmos or a Litmos affiliate company. All rights reserved.

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