Learner Enrolment and Learning Groups

Although Community Heart is generally automated, there will be times and situations where you need to support your learners manually. This article details how.

Automatic Enrolment

Learners are normally added to your groups when they register, by selecting your organisation.

Note: Learners are not added to your group when taking a “Free” or “Open” course.

Learner Administration Pages

To help you with the management of your learners, there are three pages available:

• Learner enrolment (add a new learner to the site / assign them to your group)
• Assignments (grade and give manual feedback to uploaded essays / assignments)
• New group (create a new group for administration / reporting, detailed on the previous page)

Add a Single New Learner Manually

Sometimes you will want to add a new learner to the website yourself. You might do this to save them the trouble of registering themselves, or once they have paid you directly for access to a course.

1. Go to Learner Enrolment.
2. If you manage more than one group, choose the correct group from the drop-down.
3. Click Users > Add one
4. Enter their details.
5. If the learner already exists on the site, a second account is *not* created – the learner is just added to your group. (Learners can belong to more than one group.)
6. An email notification is sent to the learner and group leader.

You can also remove a learner from a group by ticking the box next to their name, then “Remove user(s)”.

Add a Group of Learners

Sometimes you will want to add a bunch of learners all at once.

1. Go to Learner Enrolment.
2. If you manage more than one group, choose the correct group from the drop-down.
3. Click Users > Add multiple. This allows you to add several learners at the same time.
4. Enter their names and email addresses.
5. Click “Add & invite users”.
6. If the learners already exist on the site, a second account is *not* created – the learner is just added to your group. (Learners can belong to more than one group.)
7. An email notification is sent to the learner and group leader.

Add a Group Leader

Group Leaders can manage your learning groups for you. They can enrol learners and mark assignments.

You can add a Group Leader on the Learner Enrolment page. Look down towards the bottom of the page.

The same process is used, where you enter a name and email address. If the user currently exists in the system, they are simply added as a Group Leader. If they do not exist in the system already, they are created. In both instances, an email notification is sent.

Add a New Group

Most of the time you only need one learning group – the one that is created when you’re set up as an Instructor. Sometimes, though, you might need to create another learning group for a subset of your learners.

On the left-hand menu, find the page “New Group”. The fields are:

• Group Name: enter the name of the learning group
• Maximum number of learners: you may wish to put a limit on how many can be in the group. Otherwise enter a large number.
• Which courses should be in the group? Select the appropriate courses by clicking into this field. *Important note* when someone is added to this group, they will get free access to all the courses listed here.
• First name, Last name, Email: here you can specify the name of the group leader. Most of the time this is you, so you can leave these fields blank.

Once a learning group has been created, you can begin manually adding learners as described on this page.