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      Bulk Registration

      Using the Bulk Registration tool to enroll/register students into one or more courses, classes, and more.

      The Bulk Registration tool is a way to enroll/register multiple students at the same time into one or more courses, classes, or activities in one or more programs. You can also use this tool to enroll/register a single student. 

      Prosperity Terminology 

      Many Prosperity terms will be used in this document. Please refer to the Glossary if you need a refresher on the difference between classes, courses, programs, and activities, and the difference between an enrollment and a registration.  

      Overview 

      The Bulk Registration tool is often used:  

      • To enroll and/or register one or more students into training with an open status so that they can take it. This is one way to quickly add a new course or program to several students at once or register a student under special circumstances when the normal registration process would not suffice. It is also a good way to quickly fill a class’s roster while choosing the correct program under which you want students to be registered. The “Add to Roster” function on a class roster will choose the program for you if the course is in more than one, and this may not be what you want. 
      • To enroll and/or register one or more students into training with a completed, closed, or other status in order to record historical activity. This is one way to track the occasional completion outside the LMS, impromptu live classes that weren’t on the Prosperity class calendar and didn’t use a class roster at the time they took place, or other historical completions that haven’t already been tracked through Prosperity. It’s also possible to use the Import tool to add historical student activity. Please contact support for help with Student History imports. 
      • To remove open, unused registrations or enrollments from one or more students, or change their status. This is a way you can quickly remove or close training that was added by mistake or with the wrong status. You can change open program enrollments to a status of Closed, Denied, Expired, Withdrawn, or Withdrawn Integrity. You can change an open course registration status to Cancelled, Class Cancelled, Closed, Denied, Dropped, or Dropped by Admin. 

      There are four (or five) tabs at the top of the Bulk Registration Tool. Click one of the links below to go directly to information about that tab, or read on to see them in order: 

      Information Tab 

      This tab, marked with the small “i” information symbol, contains a brief overview of the four steps in the bulk registration process. You can also click Show Instructions to get a brief overview of this tool. 

      Bulk Registration/New Bulk Registration Tab 

      The new Bulk Registration tool allows the enrollment and registration of multiple programs at the same time. The overall 4-step process is the same, but step 1 is slightly different in the new version. Instructions here are for the new version, which you should begin using as soon as you have it. 

      The bulk registration process consists of four steps, as outlined below. Click a link to go directly to the information for that step, or read on to see them in order: 

      1. Pick Actions: Choose training to be enrolled/registered 
      1. Set Student Filters: Set filters to narrow down the list of possible students to enroll/register 
      1. Pick Students: Choose from the filtered list the exact students you want to enroll/register 
      1. Check and Go: Check the student list, confirm the actions, enter any exam information, and then do the enrollment/registration. 
      1. Pick Actions

      The first step is to choose the training you want to enroll/register and some other options. To get started picking training, click Start. The fields on this page are as follows: 

      1. Enroll students in the program: Although this field is optional, you are best served by always choosing a program. That way, if a course is in more than one program, the student(s) will always end up in the program you want them in. 
      1. Override Program End Date: Generally, you can leave this blank to allow the system to generate the usual end date based on the program’s settings. However, if you are registering historical training or wish to alter the end date for some other reason, you may do so here. 
      1. Register them for the following Course(s): This is where you can choose the course(s) you would like to register your students in. Click the green plus sign and pick as many courses as you like, then click Add selected courses. You can remove courses from the list by clicking the red minus sign – either next to a specific course to delete it, or at the top of the list to delete them all. 

      Note: If you are registering students into a class so that they can be on the roster and attend the class in the future, you will not use this field, but will use the one further down on the page where you can register them for the class. If you want to record completion of a classroom-type course without recording students into the roster of a class, you can register the students for the course here and set a completed status; however, if there is a class on the ILT class calendar that this student attended, it would likely best serve your record keeping efforts if you register the students into the class rather than the course. Please contact support for help with course vs. class registration, the class calendar, roster, or anything else in ILT (Instructor-Led Training). 

      1. Set the registration status for new registrations: Typically, you’ll be leaving this at Open, but if you are adding historical completions, you can set this to Closed (fail) or Completed (pass). You also have the options of Wait and Wait for Approval.  
      1. Course End Date: If you chose Closed (fail) or Completed (pass) for the previous field, you must enter a Course End Date here. With other registration statuses you will typically leave this field blank for the system to generate the end date based on course settings; however, if you would like to override that course end date for some reason, you may do so here. 
      1. Register them for the following Class(es): This is where you can register students for classes. Only classes that have already been created in ILT and exist on the class calendar are available for bulk registration and will show up in this section. Click the green plus sign to see the list of classes, choose the one(s) you want to register students into, and click Add selected classes. You can remove classes from the list by clicking the red minus sign – either next to a specific class to delete it, or at the top of the list to delete them all. 

      Note: if you are registering students into a class, you should NOT also register them for the course the class is based on in the section above. Registration into a class automatically provides registration in the course the class is based on, but if students already have an open registration in the course, they will not be added to the class. 

      1. Register them for the following Activities: When students are first enrolled into a program, they are automatically registered into any activities in the program. However, if you added an activity to a program after students were enrolled in it, you can use this tool to register them for the activity. Sometimes you may need to manually re-register them into a previously completed activity when they are already enrolled in the program, and this is where you would do that. This is also the way you could add a completed activity registration when the student already has an enrollment in the program. Click the green plus sign, choose the activity(ies) you’d like to register, and click Add selected activities. You can remove activities from the list by clicking the red minus sign – either next to a specific activity to delete it, or at the top of the list to delete them all. 
      1. Set the activity status to be: Choose either In Progress or Completed. 
      1. Notes: Optionally, you can enter a note here regarding the bulk registration. This will appear in the bulk history log for this action, and may also appear on the student’s transcript with any registered courses, depending on your site settings. 
      1. Do not re-register users that have already completed a course, class, or activity. Your best practice here is to uncheck this box if you can, because that will speed up the processing. For example, you should uncheck the box if your training is recurring, or for any other reason you do want students who have previously completed it to be re-registered now; if this is brand new training and you know no one has been registered in it yet; or if you are only adding program enrollments and no courses, classes, or activities. 

      When you have entered all the appropriate information, click one of the two available buttons: 

      1. Save and add another program: When you click this button, you’ll see the summary of the current choices for this bulk registration batch and have the opportunity to pick an additional program and courses/classes/activities. You can keep clicking this button after each choice to continue adding more actions to your bulk registration batch. You may also choose the Start Over button to discard your current choices and start from the beginning or the “Don’t save this current program and go to the next step” button if you’d like to keep what is already summarized at the top of the page and not add to it, but go on to the next step. 
      1. Save and Continue to next step: Clicking this button will take you to Step 2. Read on for more about that step.  
      1. Set Student Filters

      On the Student Selection page, you will set some filters to narrow down the student list. If necessary, scroll down past the summary of your chosen actions to see the student selection filters. The fields here are as follows: 

      1. Companies: At least one company is required, unless you check Select all companies. This is the only required field on this page. To choose companies, click the green plus sign, pick the companies you want, and click Add these selected companies. You can remove companies from the list by clicking the red minus sign – either next to a specific company to delete it, or at the top of the list to delete them all. 
      1. Job Roles: You can narrow down your list further by choosing one or more job roles using the green plus sign. 
      1. Hire Date: You can enter two dates to select students who were hired between those two dates 
      1. Hire Month: You can set a month of the year to only consider students who were hired during that month in any year (if you are storing hire dates in your student profiles). 
      1. Birth Date: Enter two dates to select students whose birthdate falls between those two dates. 
      1. Special Handling: Typically, you will leave this blank unless we have customized something for you and instructed you to use this field as a custom filter. 
      1. Do not re-register students who completed course(s) or class(es) in the last X days. If you elected on the previous page to allow students to be re-registered even if they have already completed a course, class, or activity, this is your chance to say, “except when they completed it recently” by entering a number of days here. Students who would normally have been re-registered, who completed the training within that number of days, would not be re-registered after all. 
      1. Register active students only? Check this if you only want to consider active students for this bulk action. 
      1. Currently enrolled students only? Check this if you want to only consider students who are already enrolled in this program. This can be a handy filter if, for example, you have just added a course or activity to a program and you want to register it for all the students who are currently enrolled in the program.  

      When you have all the filters set the way you want them, click Next to Student Preview. 

      1. Pick Students

      On the Student Preview page, you will see the list of students who were selected based on the filters you entered.  

      1. Check or uncheck the boxes next to students or at the top of the list until you have the students selected that you want to enroll/register.  
      1. Click Next to Confirmation. 
      1. Check and Go

      On the Student Confirmation page, you have a final chance to check all your settings, the summary of programs, courses, classes, and/or activities you’ve chosen, and your student selections before going ahead with the bulk registration. 

      If you are registering any courses that have Prosperity-built pretests or exams attached, you can input a test date at the top and grades for each student if you have the course status set to Open. 

      When you have checked everything, entered any scores, and are ready to go, click Perform Enrollment and Registration. Prosperity will provide a list of actions it performed, and the bulk action will be logged on the Bulk History tab. 

      Bulk Unregistration Tab 

      Bulk Unregistration gives you the ability to delete program enrollments or course registrations, or to change the enrollment or registration status. This process, like the bulk registration process, has four steps. The last three steps are the same as for the Bulk Registration process. Details about the first step follow:  

      On this page, you will first choose which action(s) you’d like to take. 

      Under Program Enrollments: 

      • Delete enrollments: Select this if you want to delete program enrollments and any associated course registrations. 
      • Change enrollment status: Select this if you want to keep enrollments on students’ records but change their enrollment status. New statuses available are: Closed, Denied, Expired, Withdrawn, or Withdrawn Integrity. 
      • Do not change enrollment: Select this if you want to only work with course registrations and leave program enrollments as they are. 

      Under Course Registrations and Activities: 

      • Delete registrations: Only available if Do not change enrollment is selected in the Program Enrollments section. Select this if you want to delete course registrations. 
      • Change registration status: Only available if Delete enrollments is not selected in the Program Enrollments section. Select this if you want to change the status of course registrations. New statuses available are: Cancelled, Class Cancelled, Closed, Denied, Dropped, or Dropped by Admin. 
      • Do not change registration: Only available if Delete enrollments is not selected in the Program Enrollments section. Select this if you are working on program enrollments and have no separate changes to make to course registrations. 

      Program students are enrolled in: For program actions, this is required. For course actions, choosing a program here will result in the unregistration only applying to registrations under the program you chose. If you have a course in more than one program, you can use this to limit your action to only those registrations under a particular program. 

      Course(s) students are currently registered for: and Class(es) students are currently registered for: These are only available if you have chosen either Delete registrations or Change registration status above. Use the green plus sign buttons to select the course(s) and/or class(es) whose registrations you want to delete or change. 

      Notes: Optionally, you can enter any note here you like. This note will appear on the history log and may appear on the student’s transcript, depending on your site’s settings. 

      When you have all of the above set as you want them, click Next to Student Selection. The rest of the process is essentially the same as for Bulk Registration. See that section above for the details. 

      Bulk History Tab 

      On this tab are the logs from all bulk registration and unregistration actions.  

      Filtering: By default, only logs from the last 30 days are shown. You can alter the range of logs shown by entering a Begin Date and an End Date and clicking Filter Bulk History. 

      Log sections: Below the filter area are two sections, Bulk Unreg History and Bulk Reg History. These may be collapsed (showing only the name and a triangle pointing to the right) or expanded (showing the name with a triangle pointing down and a list of logs under it). Click the small triangle icon to switch between the collapsed and expanded views. 

      Controls: In expanded view, you can view a log entry by clicking the purple arrow icon. When viewing a log, you can click a link at the top to export the log data into a CSV file that can be opened in Excel. 

      Glossary 

      Activity: A checklist to help track completion of training activities outside the LMS, such as on-the-job training, practical exams, observations, or completing paperwork.  

      Class: A live, instructor-led event with a date, a time, and a place, whether physical or online. A class is always based on a course, which must be of delivery type Classroom and must be in at least one program. 

      Course: A single unit of training content (if online delivery type) or a class topic (if classroom delivery type). A course must always be in a program in order for students to be registered in it, and can be in more than one program if desired. A course with classroom delivery type can have any number of classes based on it. 

      Enrollment: Refers to programs. An enrollment is a student’s access to a program.  

      Program: A learning path including any number of courses and/or activities. Programs determine who has access to training based on Company and optionally Job Roles, and also have many other settings to control system behavior regarding the training. 

      Registration: Refers to courses. A registration is a student’s access to a course. Every course registration is associated with a program enrollment that controls system behavior regarding that student’s use of the course. 

      Getting Help 

      Support is available Monday through Friday, 9:00 a.m. to 6:00 p.m., excluding holidays, at support@ziiva.com or (540) 777-5621.