PulseLMS Enrollment Methods - Complete Administrator Guide¶

Document Information¶

Field	Details
Document Title	Enrollment Methods Administration Guide
Version	2.0
Last Updated	2025
Audience	System Administrators, Course Administrators
Prerequisites	Site Administrator Access, Course Management Permissions

Table of Contents¶

Introduction to Enrollment
Manual Enrollment
Self Enrollment
Cohort Sync
Guest Access
Course Meta Link
Flat File Enrollment
LTI Enrollment
PayPal Enrollment
Enrollment Duration and Expiry
Enrollment Notifications
Bulk Enrollment Operations
Troubleshooting Enrollment
Appendix A: Enrollment Method Comparison
Appendix B: Configuration Quick Reference

1. Introduction to Enrollment¶

1.1 What is Enrollment?¶

Enrollment is the process of adding users to courses in PulseLMS, giving them access to course content and activities. The enrollment system is flexible and supports multiple methods to accommodate various organizational needs.

1.2 Enrollment Architecture¶

┌─────────────────────────────────────────────────────────────────┐
│                    PulseLMS Enrollment System                    │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌─────────────┐  ┌─────────────┐  ┌─────────────┐             │
│  │   Manual    │  │    Self     │  │   Cohort    │             │
│  │ Enrollment  │  │ Enrollment  │  │    Sync     │             │
│  └──────┬──────┘  └──────┬──────┘  └──────┬──────┘             │
│         │                │                │                     │
│  ┌──────┴──────┐  ┌──────┴──────┐  ┌──────┴──────┐             │
│  │    Guest    │  │    Meta     │  │  Flat File  │             │
│  │   Access    │  │    Link     │  │ Enrollment  │             │
│  └──────┬──────┘  └──────┬──────┘  └──────┬──────┘             │
│         │                │                │                     │
│  ┌──────┴──────┐  ┌──────┴──────┐  ┌──────┴──────┐             │
│  │     LTI     │  │   PayPal    │  │   External  │             │
│  │ Enrollment  │  │ Enrollment  │  │  Database   │             │
│  └──────┬──────┘  └──────┬──────┘  └──────┬──────┘             │
│         │                │                │                     │
│         └────────────────┼────────────────┘                     │
│                          │                                      │
│                          ▼                                      │
│              ┌───────────────────────┐                          │
│              │   Enrollment Engine   │                          │
│              │   (Role Assignment)   │                          │
│              └───────────────────────┘                          │
│                          │                                      │
│                          ▼                                      │
│              ┌───────────────────────┐                          │
│              │    Course Access      │                          │
│              └───────────────────────┘                          │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

1.3 Enrollment Method Types¶

Category	Methods	Use Case
Administrative	Manual, Flat File, External Database	Direct control by administrators
Self-Service	Self Enrollment, PayPal	User-initiated enrollment
Automatic	Cohort Sync, Meta Link	System-managed enrollment
Integration	LTI, External Database	Third-party system integration
Temporary	Guest Access	Browse-only access

1.4 Enabling Enrollment Plugins¶

Site Administration Path:

Site Administration → Plugins → Enrolments → Manage enrol plugins

Plugin	Default Status	Recommended Setting
Manual enrolments	Enabled	Keep Enabled
Self enrolment	Enabled	Enable as needed
Cohort sync	Enabled	Enable for automation
Guest access	Enabled	Enable with caution
Course meta link	Disabled	Enable for programs
Flat file	Disabled	Enable for bulk operations
LTI	Disabled	Enable for integrations
PayPal	Disabled	Enable for paid courses

1.5 Global Enrollment Settings¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins → Settings

Setting	Description	Recommended Value
Default enrolment plugins	Plugins enabled for new courses	manual, self
External database sync	Sync schedule	Every 5 minutes
Recovery of grades	Recover grades on re-enrolment	Yes
Default role	Default student role	Student

2. Manual Enrollment¶

2.1 Overview¶

Manual enrollment allows teachers and administrators to directly add users to courses. This is the most common method for small-scale enrollments and provides complete control over who enters a course.

2.2 Enabling Manual Enrollment¶

Step 1: Enable at Site Level¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Navigate to the enrollment plugins page
Locate "Manual enrolments" in the list
Click the eye icon to enable if disabled
Click the settings icon (gear) to configure defaults

Step 2: Configure Site-Level Defaults¶

Setting	Description	Options
Default role	Role assigned when enrolling	Student, Teacher, etc.
Default enrolment duration	How long enrollment lasts	0 = unlimited, or days
Notify before expiry	Days before expiry notification	0-30 days
Expiry notification	Who receives notifications	Enroller only, Enroller and student
Expiry threshold	Days to send notification	1-30 days

Step 3: Enable in Individual Courses¶

Path: Course → Participants → Enrolment methods

Open the course where you want manual enrollment
Click "Participants" in the course menu
Click the gear icon and select "Enrolment methods"
If Manual enrolments is not listed:
Click "Add method" dropdown
Select "Manual enrolments"
Click the eye icon to enable if disabled

2.3 Manual Enrollment Step-by-Step¶

Method 1: Enroll from Participants Page¶

Step 1: Navigate to Course

Dashboard → My courses → [Select Course]

Step 2: Access Participants

Course Navigation → Participants

Step 3: Click "Enrol users"

The button appears at the top of the participants list.

Step 4: Search for Users

Search Field	Description
Search	Enter name, email, or username
Filter by role	Filter search results by role
Filter by cohort	Show only cohort members

Step 5: Select Users

Click the checkbox next to each user
Or use "Select all" for bulk selection
Selected users appear in the enrollment queue

Step 6: Configure Enrollment Options

Option	Description	Default
Assign role	Role to assign	Student
Starting from	Enrollment start date	Now
Ending on	Enrollment end date	Never
Recovery of old grades	Restore previous grades	No

Step 7: Complete Enrollment

Review selected users
Click "Enrol users" button
Confirm the enrollment

Method 2: Enroll from User Profile¶

Step 1: Find the User

Site Administration → Users → Browse list of users

Step 2: Open User Profile

Click on the user's name to open their profile.

Step 3: Access Course Enrollment

Click "Administration" in the user profile
Select "Enrollments"
Click "Enrol" button

Step 4: Select Course and Configure

Search for the course
Select the role
Set duration options
Click "Enrol"

2.4 Manual Enrollment Options Reference¶

Option	Description	Values
Enrol users	Method selection	Manual enrolments
Assign role	Role to assign to users	Manager, Teacher, Non-editing Teacher, Student, Guest
Enrolment duration	Length of enrollment	Unlimited, or specific days
Starting from	When enrollment becomes active	Date picker or "Now"
Duration	How long the enrollment lasts	Days, weeks, or months
Ending on	Fixed end date	Date picker or "Never"
Notify enrolled users	Send enrollment email	Yes/No

2.5 Editing Manual Enrollments¶

Changing User Role¶

Step 1: Access Participants

Course → Participants

Step 2: Find the User

Use the search or filter to locate the user.

Step 3: Edit Enrollment

Click the pencil icon next to the user's role
Select new role from dropdown
Click the save icon (checkmark)

Extending Enrollment¶

Step 1: Access Enrolled Users

Course → Participants → Enrolment methods → Manual enrolments

Step 2: Find User and Click Edit

Locate the user in the enrolled users list
Click the gear icon for their enrollment

Step 3: Modify Dates

Field	Action
Enrolment starts	Change start date
Enrolment ends	Change or remove end date

Step 4: Save Changes

Click "Save changes" to apply modifications.

2.6 Removing Manual Enrollments¶

Single User Removal¶

Method 1: From Participants Page

Navigate to Course → Participants
Find the user
Click the trash icon next to their enrollment
Confirm removal

Method 2: From Enrollment Methods

Navigate to Course → Participants → Enrolment methods
Click the users icon next to "Manual enrolments"
Find the user
Click "Unenrol" button
Confirm removal

Bulk Removal¶

Step 1: Access Participants with Selection

Course → Participants

Step 2: Select Users

Use filters to find users to remove
Check the boxes next to each user
Or use "Select all"

Step 3: Choose Action

Click "With selected users..." dropdown
Select "Delete selected user enrolments"
Confirm the action

2.7 Manual Enrollment Templates¶

For consistent enrollment, create templates:

Template Name	Role	Duration	Notification	Use Case
Standard Student	Student	Unlimited	Yes	Regular enrollments
Term-Based	Student	120 days	Yes	Semester courses
Teaching Assistant	Non-editing Teacher	Course duration	Yes	TAs
Auditor	Student	30 days	No	Course preview
Instructor	Teacher	Unlimited	Yes	Full teaching access

2.8 Manual Enrollment Best Practices¶

Practice	Reason
Use consistent role assignments	Maintains predictable access
Set enrollment durations when appropriate	Prevents stale enrollments
Document enrollment decisions	Creates audit trail
Verify user identity before enrolling	Security best practice
Use bulk enrollment for large groups	Efficiency
Review enrollments periodically	Maintain course integrity

3. Self Enrollment¶

3.1 Overview¶

Self enrollment allows users to enroll themselves in courses, optionally using an enrollment key. This reduces administrative overhead while maintaining access control.

3.2 Self Enrollment Architecture¶

┌──────────────────────────────────────────────────────────────┐
│                    Self Enrollment Flow                       │
├──────────────────────────────────────────────────────────────┤
│                                                               │
│  ┌─────────────┐       ┌─────────────┐       ┌────────────┐  │
│  │    User     │──────>│   Course    │──────>│  Enrolment │  │
│  │  Discovery  │       │   Catalog   │       │   Button   │  │
│  └─────────────┘       └─────────────┘       └─────┬──────┘  │
│                                                     │         │
│                              ┌──────────────────────┘         │
│                              │                                │
│                              ▼                                │
│                   ┌────────────────────┐                      │
│                   │  Enrollment Key?   │                      │
│                   └─────────┬──────────┘                      │
│                             │                                 │
│              ┌──────────────┼──────────────┐                  │
│              │              │              │                  │
│              ▼              ▼              ▼                  │
│         ┌────────┐    ┌──────────┐   ┌──────────┐            │
│         │   No   │    │   Yes    │   │  Group   │            │
│         │   Key  │    │   Key    │   │   Key    │            │
│         └───┬────┘    └────┬─────┘   └────┬─────┘            │
│             │              │              │                   │
│             ▼              ▼              ▼                   │
│        ┌─────────┐   ┌──────────┐   ┌──────────────┐         │
│        │ Direct  │   │  Enter   │   │ Enter Key +  │         │
│        │ Enroll  │   │   Key    │   │ Group Assign │         │
│        └────┬────┘   └────┬─────┘   └──────┬───────┘         │
│             │              │               │                  │
│             └──────────────┼───────────────┘                  │
│                            │                                  │
│                            ▼                                  │
│                   ┌────────────────┐                          │
│                   │   Enrolled!    │                          │
│                   └────────────────┘                          │
│                                                               │
└──────────────────────────────────────────────────────────────┘

3.3 Enabling Self Enrollment¶

Step 1: Enable at Site Level¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Find "Self enrolment" in the list
Enable using the eye icon
Click settings (gear icon) for defaults

Step 2: Site-Level Settings¶

Setting	Description	Recommended
Require enrolment key	Force key for all courses	No (per-course)
Use password policy	Apply password rules to keys	Yes
Show hint	Display key hint	Yes
Default role	Role for self-enrolled users	Student
Enrolment duration	Default enrollment length	0 (unlimited)
Max enrolled users	Maximum per instance	0 (unlimited)
Send welcome message	Send enrollment email	Yes
Welcome message	Custom message template	Customizable

Step 3: Enable in Course¶

Path: Course → Participants → Enrolment methods → Add method → Self enrolment

3.4 Self Enrollment Configuration¶

Basic Configuration¶

Setting	Description	Example
Custom instance name	Display name	"Enroll in Marketing 101"
Enable existing enrolments	Allow access	Yes
Enrol new users	Accept new enrollments	Yes
Default assigned role	Role to assign	Student

Enrollment Key Settings¶

Setting	Description	Example
Enrolment key	Password for access	"Marketing2025!"
Unmask	Show key when typing	Checkbox
Use group enrolment keys	Enable group keys	Yes/No

Example Key Strategies:

Strategy	Key Example	Use Case
Course-based	COURSE101-2025	Single course access
Department-based	MKT-SPRING-2025	Department courses
Random secure	Xk9#mP2$vQ7@	High-security courses
Session-based	SESSION-A-2025	Multiple sections

Date Restrictions¶

Setting	Description	Format
Enrolment start date	When enrollment opens	YYYY-MM-DD
Enrolment end date	When enrollment closes	YYYY-MM-DD
Enable	Activate date restrictions	Checkbox

Example Date Configurations:

Scenario	Start Date	End Date
Semester Course	2025-01-15	2025-01-31
Always Open	Empty	Empty
Limited Window	2025-03-01	2025-03-15
Future Course	2025-06-01	Empty

Enrollment Duration¶

Setting	Description	Values
Enrolment duration	How long enrollment lasts	0 = unlimited, or days
Notify before expiry	Warning before expiration	0-30 days
Expiry notification	Who to notify	Teacher and student

Capacity Settings¶

Setting	Description	Recommended
Max enrolled users	Maximum enrollments	Set based on course capacity
Long name format	Display format	Course full name
Cohort only	Restrict to cohort	Optional

3.5 Group Enrollment Keys¶

Group enrollment keys automatically assign users to groups upon enrollment.

Setting Up Group Keys¶

Step 1: Create Groups

Course → Participants → Groups → Create group

Step 2: Enable Group Keys in Self Enrollment

Navigate to Course → Participants → Enrolment methods
Edit the Self enrolment instance
Enable "Use group enrolment keys"
Save changes

Step 3: Set Group Keys

Go to Course → Participants → Groups
Click on a group
Click "Edit group settings"
Enter "Enrolment key" for the group
Save changes

Group Key Example¶

Group Name	Group Key	Purpose
Section A	SECA-2025	Morning section
Section B	SECB-2025	Afternoon section
Section C	SECC-2025	Evening section
Online	ONLINE-2025	Remote students

3.6 Self Enrollment Restrictions¶

Cohort Restrictions¶

Limit enrollment to members of specific cohorts:

Setting	Value	Result
Only cohort members	Marketing Team	Only Marketing Team can enroll
Only cohort members	(empty)	Anyone can enroll

Multiple Instances¶

Create multiple self-enrollment instances for different scenarios:

Instance	Key	Role	Cohort	Duration
Student Enrollment	STU-KEY	Student	Students	120 days
TA Enrollment	TA-KEY	Non-editing Teacher	TAs	180 days
Auditor Access	AUDIT-KEY	Student	Auditors	30 days

3.7 Welcome Messages¶

Default Welcome Message¶

Welcome to {$a->coursename}!

You have been enrolled as a {$a->role}.

Your enrollment started: {$a->startdate}
Your enrollment expires: {$a->enddate}

To access the course, visit:
{$a->courseurl}

If you have questions, contact your instructor.

Custom Welcome Message Variables¶

Variable	Description
{$a->coursename}	Full course name
{$a->courseurl}	URL to the course
{$a->role}	Assigned role name
{$a->startdate}	Enrollment start date
{$a->enddate}	Enrollment end date
{$a->firstname}	User's first name
{$a->lastname}	User's last name

3.8 Self Enrollment User Experience¶

User Steps to Self-Enroll¶

Step 1: Find the Course

Browse course catalog
Search by course name
Follow shared link

Step 2: View Course Information

Read course summary
Check enrollment requirements
Review course dates

Step 3: Enroll in Course

Scenario	User Action
No key required	Click "Enrol me"
Key required	Enter key, click "Enrol me"
Group key	Enter group key, automatically assigned
Capacity full	Cannot enroll, waitlist if available
Outside dates	Cannot enroll, shown dates

Step 4: Access Course

Redirected to course page
Welcome message displayed
Course added to dashboard

3.9 Self Enrollment Troubleshooting¶

Issue	Cause	Solution
"Enrollment key incorrect"	Wrong key entered	Verify key and try again
"Self enrollment is disabled"	Instance disabled	Enable in course settings
"This course is not available"	Date restrictions	Check enrollment dates
"Maximum enrollments reached"	Capacity limit	Increase limit or wait
"You cannot enroll yourself"	Cohort restriction	Add user to cohort
No enroll button visible	Not logged in	Log in first

4. Cohort Sync¶

4.1 Overview¶

Cohort sync automatically enrolls members of a cohort into a course. When users are added to the cohort, they're automatically enrolled; when removed, they're automatically unenrolled.

4.2 Cohort Sync Workflow¶

┌─────────────────────────────────────────────────────────────────┐
│                    Cohort Sync Workflow                          │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌──────────────┐                      ┌──────────────┐         │
│  │   Create     │                      │   Create     │         │
│  │   Cohort     │                      │   Course     │         │
│  └──────┬───────┘                      └──────┬───────┘         │
│         │                                     │                  │
│         │      ┌──────────────────────┐       │                  │
│         └─────>│   Add Cohort Sync    │<──────┘                  │
│                │   Enrolment Method   │                          │
│                └──────────┬───────────┘                          │
│                           │                                      │
│                           ▼                                      │
│                ┌──────────────────────┐                          │
│                │   Select Cohort &    │                          │
│                │   Configure Role     │                          │
│                └──────────┬───────────┘                          │
│                           │                                      │
│         ┌─────────────────┼─────────────────┐                    │
│         │                 │                 │                    │
│         ▼                 ▼                 ▼                    │
│  ┌────────────┐   ┌────────────┐    ┌────────────┐              │
│  │  Initial   │   │   User     │    │   User     │              │
│  │   Sync     │   │   Added    │    │  Removed   │              │
│  └─────┬──────┘   └─────┬──────┘    └─────┬──────┘              │
│        │                │                 │                      │
│        ▼                ▼                 ▼                      │
│  ┌────────────┐   ┌────────────┐    ┌────────────┐              │
│  │  All Users │   │   Auto     │    │   Auto     │              │
│  │  Enrolled  │   │  Enrolled  │    │ Unenrolled │              │
│  └────────────┘   └────────────┘    └────────────┘              │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

4.3 Creating Cohorts¶

Step 1: Access Cohort Management¶

Path: Site Administration → Users → Cohorts

Step 2: Create New Cohort¶

Field	Description	Example
Name	Cohort display name	"Marketing Department 2025"
Context	Where cohort is available	System or Category
Cohort ID	Unique identifier	MKT-2025
Description	Purpose of cohort	"All marketing staff"

Step 3: Add Members¶

Manual Addition: 1. Click on cohort name 2. Click "Assign" in the left panel 3. Search and select users 4. Click "Add" to move to assigned

Bulk Addition: 1. Use "Upload users" with cohort field 2. Specify cohort in CSV

4.4 Cohort Types and Contexts¶

Context	Visibility	Use Case
System	All courses	Organization-wide groups
Category	Category courses only	Department-specific groups

System Cohorts¶

Path: Site Administration → Users → Cohorts

Available across entire platform
Managed by site administrators
Best for cross-department enrollment

Category Cohorts¶

Path: Category → Cohorts (in category settings)

Available only in that category
Managed by category managers
Best for department-specific needs

4.5 Setting Up Cohort Sync in Courses¶

Step-by-Step Configuration¶

Step 1: Enable the Plugin

Site Administration → Plugins → Enrolments → Manage enrol plugins

Enable "Cohort sync" if not already enabled.

Step 2: Access Course Enrollment Methods

Course → Participants → Enrolment methods

Step 3: Add Cohort Sync

Click "Add method" dropdown
Select "Cohort sync"

Step 4: Configure Cohort Sync

Setting	Description	Options
Cohort	Select cohort to sync	Dropdown of available cohorts
Role	Role for enrolled users	Student, Teacher, etc.
Add to group	Auto-add to group	Existing group or new
Create new group	Make new group from cohort	Yes/No

Step 5: Save and Sync

Click "Add method" - initial sync happens immediately.

4.6 Cohort Sync Options¶

Role Assignment Options¶

Role	Use Case
Student	Standard learner access
Non-editing Teacher	TAs or mentors
Teacher	Instructors for the course
Manager	Course administrators

Group Options¶

Option	Result
None	No group assignment
Existing Group	Add to selected group
Create new group	New group from cohort name

4.7 Multiple Cohort Syncs¶

A course can have multiple cohort sync instances:

Cohort	Role	Group	Purpose
Engineering Dept	Student	Engineers	Engineering learners
Engineering Leads	Non-editing Teacher	Mentors	Peer mentors
Training Team	Teacher	Instructors	Course teachers

4.8 Cohort Sync Behavior¶

When Users Are Added to Cohort¶

Action	Result
User added to cohort	Automatic enrollment at next sync
Sync frequency	Immediate or scheduled (cron)
Role assignment	Configured role applied
Group assignment	Added to configured group

When Users Are Removed from Cohort¶

Setting	Behavior
Keep enrolled	User stays enrolled (suspended)
Unenrol	User removed from course
Default	User is unenrolled

4.9 Cohort Sync Scheduling¶

Automatic Synchronization¶

Cohort sync runs on schedule:

Event	Sync Behavior
User added to cohort	Synced at next cron run
User removed from cohort	Synced at next cron run
Cohort sync added to course	Immediate sync
Manual trigger	Immediate sync

Manual Sync Trigger¶

Method 1: From Course

Course → Participants → Enrolment methods → Cohort sync → Sync now

Method 2: From Site Administration

Site Administration → Courses → Enrol users → Sync cohort enrolments

4.10 Cohort Sync Use Cases¶

Scenario	Configuration
Department Course	Sync department cohort as Students
Mandatory Training	Sync "All Employees" cohort
Manager Training	Sync "Managers" cohort
New Hire Orientation	Sync "New Employees" cohort
Regional Training	Sync regional cohorts

4.11 Cohort Sync Best Practices¶

Practice	Benefit
Use descriptive cohort names	Easy identification
Maintain cohort membership	Accurate enrollments
Document cohort purpose	Clear administration
Regular membership audits	Data accuracy
Use cohort IDs	Stable references

5. Guest Access¶

5.1 Overview¶

Guest access allows unenrolled users to view course content without formal enrollment. This is useful for course previews or open educational resources.

5.2 Guest Access Levels¶

┌─────────────────────────────────────────────────────────────────┐
│                    Guest Access Levels                           │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │  Level 1: No Guest Access (Default)                       │   │
│  │  - Users must be enrolled                                 │   │
│  │  - No anonymous browsing                                  │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                  │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │  Level 2: Guest Access Without Password                   │   │
│  │  - Anyone can view course                                 │   │
│  │  - Read-only access                                       │   │
│  │  - Cannot participate in activities                       │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                  │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │  Level 3: Guest Access With Password                      │   │
│  │  - Password required for guest entry                      │   │
│  │  - Controlled preview access                              │   │
│  │  - Track who accesses course                              │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

5.3 Enabling Guest Access¶

Site-Level Configuration¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Enable "Guest access" plugin
Configure default settings:

Setting	Description	Options
Enable guest access	Default for new courses	Yes/No
Require password	Default password requirement	Yes/No
Display login button	Show guest login	Yes/No

Course-Level Configuration¶

Path: Course → Participants → Enrolment methods → Add method → Guest access

Setting	Description	Example
Allow guest access	Enable/disable	Yes
Password	Guest password	Leave blank for open access

5.4 Guest Access Configuration Steps¶

Step 1: Navigate to Enrollment Methods

Course → Participants → Enrolment methods

Step 2: Add Guest Access

Click "Add method" dropdown
Select "Guest access"

Step 3: Configure Options

Option	Value	Result
Allow guest access	Yes	Guests can enter
Password	(blank)	No password needed
Password	"preview123"	Password required

Step 4: Save Configuration

Click "Add method" to save.

5.5 Guest Capabilities¶

Capability	Guest Access
View course content	Yes
View resources (files, pages)	Yes
Attempt quizzes	No
Submit assignments	No
Post in forums	No (usually)
View forum posts	Yes
Take attendance	No
Download files	Depends on settings
View grades	No
Receive notifications	No

5.6 Guest Access for Forums¶

Forums can optionally allow guest viewing:

Path: Forum → Settings → Availability

Setting	Description
Allow guests to read posts	Yes/No
Allow guests to post	Usually No

5.7 Guest Access Best Practices¶

Practice	Reason
Use passwords for sensitive content	Security
Limit guest access to preview content	Encourage enrollment
Hide certain activities from guests	Protect course integrity
Monitor guest access logs	Track usage
Review guest access regularly	Security maintenance

5.8 Guest Access Security Considerations¶

Risk	Mitigation
Unauthorized content access	Use guest passwords
Content scraping	Monitor access patterns
Server load	Limit concurrent guests
Confusion with enrolled users	Clear guest indicators

6. Course Meta Link¶

6.1 Overview¶

Course meta link (also called meta-enrollment) creates parent-child relationships between courses, automatically enrolling users from child courses into a parent course.

6.2 Meta Link Architecture¶

┌─────────────────────────────────────────────────────────────────┐
│                    Meta Link Architecture                        │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│                    ┌───────────────────────┐                     │
│                    │    Parent Course      │                     │
│                    │  (Program Overview)   │                     │
│                    └───────────┬───────────┘                     │
│                                │                                 │
│              ┌─────────────────┼─────────────────┐               │
│              │                 │                 │               │
│              ▼                 ▼                 ▼               │
│     ┌────────────────┐ ┌────────────────┐ ┌────────────────┐    │
│     │  Child Course  │ │  Child Course  │ │  Child Course  │    │
│     │   (Module 1)   │ │   (Module 2)   │ │   (Module 3)   │    │
│     └───────┬────────┘ └───────┬────────┘ └───────┬────────┘    │
│             │                  │                  │              │
│             │                  │                  │              │
│     ┌───────┴────────┐ ┌───────┴────────┐ ┌───────┴────────┐    │
│     │   Students     │ │   Students     │ │   Students     │    │
│     │ (Enrolled in   │ │ (Enrolled in   │ │ (Enrolled in   │    │
│     │  Module 1)     │ │  Module 2)     │ │  Module 3)     │    │
│     └────────────────┘ └────────────────┘ └────────────────┘    │
│                                                                  │
│     All students from child courses are automatically            │
│     enrolled in the parent course via meta link                  │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

6.3 Enabling Meta Link Enrollment¶

Step 1: Enable the Plugin¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Find "Course meta link"
Click the eye icon to enable

Step 2: Configure Plugin Settings¶

Setting	Description	Recommended
Enable	Plugin enabled	Yes
Sync all	Sync all roles	Yes or specific roles
Add instance	Who can add	Manager, Teacher

6.4 Setting Up Meta Link¶

In the Parent Course¶

Step 1: Navigate to Enrollment Methods

Parent Course → Participants → Enrolment methods

Step 2: Add Course Meta Link

Click "Add method" dropdown
Select "Course meta link"

Step 3: Select Child Course(s)

Option	Description
Link course	Select child course to link
Add to group	Group for linked users

Step 4: Configure Options

Setting	Value	Effect
Link course	Module 1	Sync Module 1 students
Add to group	Module 1 Group	Create group from course

Step 5: Repeat for Additional Courses

Add multiple meta links for each child course.

6.5 Meta Link Configuration Options¶

Option	Description	Example
Link course	Course to sync from	"Introduction to Marketing"
Add to group	Target group	Create or select group
Sync role	Which roles to sync	All or specific

6.6 Meta Link Sync Behavior¶

Action in Child Course	Effect in Parent Course
User enrolled	User enrolled in parent
User unenrolled	User suspended in parent
Role changed	Role may change in parent
User suspended	User suspended in parent

6.7 Meta Link Use Cases¶

Scenario	Setup
Program overview	Parent = Program, Children = Courses
Cohort collaboration	Parent = Discussion, Children = Sections
Final project	Parent = Capstone, Children = Prerequisites
Resource sharing	Parent = Resources, Children = Active courses

6.8 Meta Link Example Configuration¶

Program: Digital Marketing Certificate

Course Level	Course Name	Link Type
Parent	Digital Marketing Overview	Receives links
Child	Marketing Fundamentals	Meta link to parent
Child	Social Media Marketing	Meta link to parent
Child	SEO & Analytics	Meta link to parent
Child	Content Marketing	Meta link to parent

Configuration Steps:

Create all courses
In "Digital Marketing Overview" course:
Add meta link to "Marketing Fundamentals"
Add meta link to "Social Media Marketing"
Add meta link to "SEO & Analytics"
Add meta link to "Content Marketing"
Enroll students in individual child courses
Students automatically appear in parent course

6.9 Meta Link Best Practices¶

Practice	Benefit
Use clear parent/child naming	Easy identification
Group students by source course	Track origin
Limit parent course activities	Focus on shared content
Document meta link relationships	Maintain clarity
Regular sync verification	Ensure accuracy

7. Flat File Enrollment¶

7.1 Overview¶

Flat file enrollment allows bulk enrollment operations using CSV files. This is ideal for automated enrollment from external systems or large-scale enrollment operations.

7.2 Flat File Workflow¶

┌─────────────────────────────────────────────────────────────────┐
│                    Flat File Enrollment Process                  │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌─────────────┐       ┌─────────────┐       ┌─────────────┐    │
│  │   Create    │──────>│   Upload    │──────>│  Validate   │    │
│  │  CSV File   │       │   to Path   │       │   Format    │    │
│  └─────────────┘       └─────────────┘       └──────┬──────┘    │
│                                                     │            │
│                              ┌──────────────────────┘            │
│                              │                                   │
│                              ▼                                   │
│                   ┌────────────────────┐                         │
│                   │    Cron Process    │                         │
│                   │   (Scheduled Sync) │                         │
│                   └──────────┬─────────┘                         │
│                              │                                   │
│              ┌───────────────┼───────────────┐                   │
│              │               │               │                   │
│              ▼               ▼               ▼                   │
│       ┌───────────┐   ┌───────────┐   ┌───────────┐             │
│       │  Enroll   │   │ Unenroll  │   │  Update   │             │
│       │   Users   │   │   Users   │   │   Roles   │             │
│       └───────────┘   └───────────┘   └───────────┘             │
│                              │                                   │
│                              ▼                                   │
│                   ┌────────────────────┐                         │
│                   │   Log Results &    │                         │
│                   │   Archive File     │                         │
│                   └────────────────────┘                         │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

7.3 Enabling Flat File Enrollment¶

Step 1: Enable the Plugin¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Find "Flat file (CSV)"
Enable using eye icon
Click settings for configuration

Step 2: Configure Plugin Settings¶

Setting	Description	Example
File location	Path to CSV file	/var/pulselms/enrollments.csv
Field delimiter	CSV separator	comma (,)
Field encoding	File encoding	UTF-8
Mail teachers	Notify on enrollment	Yes
Mail admin	Notify admin	Yes

7.4 CSV File Format¶

Required Fields¶

Field	Description	Required
operation	add, del, or update	Yes
role	Role shortname	Yes
user	Username or ID field	Yes
course	Course shortname or ID	Yes

Optional Fields¶

Field	Description	Format
starttime	Enrollment start	Unix timestamp or date
endtime	Enrollment end	Unix timestamp or date
group	Group name	Text

7.5 Flat File Examples¶

Basic Enrollment CSV¶

add,student,jsmith,COURSE101
add,student,mjones,COURSE101
add,teacher,tbrown,COURSE101
add,student,agarcia,COURSE102
del,student,olduser,COURSE101

Extended Enrollment CSV¶

operation,role,user,course,starttime,endtime,group
add,student,jsmith,MKT101,1704067200,1735603200,GroupA
add,student,mjones,MKT101,1704067200,1735603200,GroupA
add,student,agarcia,MKT101,1704067200,1735603200,GroupB
add,editingteacher,tbrown,MKT101,1704067200,,
del,student,olduser,MKT101,,,

Date Format Examples¶

Format	Example	Description
Unix timestamp	1704067200	Seconds since epoch
Date string	2025-01-01	YYYY-MM-DD format

7.6 Flat File Configuration Reference¶

Setting	Description	Values
Location	File path	Absolute path
Delimiter	Field separator	comma, semicolon, tab, pipe
Encoding	Character encoding	UTF-8, ISO-8859-1
Mapping	User ID field	id, idnumber, username, email
Mail teachers	Teacher notifications	Yes/No
Mail admin	Admin notifications	Yes/No
Expiry notification	Days before expiry	0-30

7.7 Flat File Operations¶

Operation	Code	Description
Enroll	add	Add user to course
Unenroll	del	Remove user from course
Update	update	Modify enrollment

7.8 Flat File Role Shortnames¶

Role	Shortname
Manager	manager
Course Creator	coursecreator
Teacher	editingteacher
Non-editing Teacher	teacher
Student	student
Guest	guest

7.9 Flat File Sync Schedule¶

Configure sync frequency in Scheduled Tasks:

Path: Site Administration → Server → Scheduled tasks

Task	Frequency	Purpose
Flat file enrolment sync	Every 5 minutes	Process enrollment file

7.10 Flat File Best Practices¶

Practice	Benefit
Validate CSV before upload	Prevent errors
Use consistent delimiters	Reliable parsing
Archive processed files	Maintain history
Monitor logs	Track issues
Test with small batches	Verify configuration

7.11 Flat File Troubleshooting¶

Issue	Cause	Solution
File not processed	Wrong path	Verify file location
Users not enrolled	Invalid username	Check user identifiers
Encoding errors	Wrong encoding	Use UTF-8
Partial processing	File permissions	Check read permissions
Duplicate entries	Repeated rows	Remove duplicates

8. LTI Enrollment¶

8.1 Overview¶

LTI (Learning Tools Interoperability) enrollment allows users from external LTI platforms to be automatically enrolled when accessing PulseLMS courses.

8.2 LTI Enrollment Architecture¶

┌─────────────────────────────────────────────────────────────────┐
│                    LTI Enrollment Flow                           │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌───────────────────┐              ┌───────────────────┐       │
│  │  External LMS     │              │     PulseLMS      │       │
│  │  (LTI Consumer)   │              │  (LTI Provider)   │       │
│  └─────────┬─────────┘              └─────────┬─────────┘       │
│            │                                  │                  │
│            │  1. User clicks LTI link         │                  │
│            │────────────────────────────────>│                  │
│            │                                  │                  │
│            │  2. LTI launch request           │                  │
│            │  (with user data, role, context) │                  │
│            │────────────────────────────────>│                  │
│            │                                  │                  │
│            │                           ┌──────┴──────┐          │
│            │                           │ 3. Validate │          │
│            │                           │   Request   │          │
│            │                           └──────┬──────┘          │
│            │                                  │                  │
│            │                           ┌──────┴──────┐          │
│            │                           │ 4. Create/  │          │
│            │                           │ Find User   │          │
│            │                           └──────┬──────┘          │
│            │                                  │                  │
│            │                           ┌──────┴──────┐          │
│            │                           │ 5. Enroll   │          │
│            │                           │   in Course │          │
│            │                           └──────┬──────┘          │
│            │                                  │                  │
│            │  6. Redirect to course           │                  │
│            │<────────────────────────────────│                  │
│            │                                  │                  │
└─────────────────────────────────────────────────────────────────┘

8.3 Enabling LTI Enrollment¶

Step 1: Enable LTI Plugin¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Enable "Publish as LTI tool"
Configure settings

Step 2: Configure Global Settings¶

Setting	Description	Value
Default role	Default for LTI users	Student
Instance can set role	Allow per-instance roles	Yes
Sync enrolments	Sync membership	Yes
Sync grades	Send grades back	Yes

8.4 Publishing Course as LTI Tool¶

Step 1: Navigate to Published Tools

Course → Participants → Enrolment methods → Publish as LTI tool

Step 2: Add New Tool

Setting	Description	Example
Tool name	Display name	"Marketing 101 LTI"
Tool URL	URL for consumer	Auto-generated
Custom ID	Unique identifier	MKT101-LTI
Description	Tool description	"Access to Marketing course"

Step 3: Configure Access

Setting	Options	Description
Allow frame embedding	Yes/No	Allow in iframes
Force SSL	Yes/No	Require HTTPS
Default role	Student/Teacher	Enrolled role

Step 4: Generate Credentials

Credential	Description
Launch URL	URL for LTI consumer
Consumer key	Authentication key
Shared secret	Authentication secret

8.5 LTI Role Mapping¶

LTI Role	PulseLMS Role
Instructor	Teacher
Learner	Student
ContentDeveloper	Teacher
Administrator	Manager
Observer	Non-editing Teacher

8.6 LTI Grade Passback¶

Configure grade synchronization:

Setting	Description
Enable grade sync	Send grades to consumer
Sync interval	How often to sync
Grade item	Which grade to sync

8.7 LTI Best Practices¶

Practice	Benefit
Use strong shared secrets	Security
Require SSL	Encrypted communication
Map roles carefully	Appropriate access
Test integration thoroughly	Reliable access
Monitor LTI logs	Track issues

9. PayPal Enrollment¶

9.1 Overview¶

PayPal enrollment allows users to pay for course access using PayPal. This enables monetization of courses through paid enrollment.

9.2 PayPal Enrollment Flow¶

┌─────────────────────────────────────────────────────────────────┐
│                    PayPal Enrollment Flow                        │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ┌─────────────┐                                                 │
│  │    User     │                                                 │
│  │  Finds      │                                                 │
│  │  Course     │                                                 │
│  └──────┬──────┘                                                 │
│         │                                                        │
│         ▼                                                        │
│  ┌─────────────────────┐                                         │
│  │   Click "Pay for    │                                         │
│  │   this course"      │                                         │
│  └──────────┬──────────┘                                         │
│             │                                                    │
│             ▼                                                    │
│  ┌─────────────────────┐     ┌─────────────────────┐            │
│  │   Redirect to       │────>│   PayPal Payment    │            │
│  │   PayPal            │     │   Page              │            │
│  └─────────────────────┘     └──────────┬──────────┘            │
│                                         │                        │
│                              ┌──────────┴──────────┐             │
│                              │                     │             │
│                              ▼                     ▼             │
│                       ┌───────────┐         ┌───────────┐        │
│                       │  Payment  │         │  Payment  │        │
│                       │ Approved  │         │ Declined  │        │
│                       └─────┬─────┘         └─────┬─────┘        │
│                             │                     │               │
│                             ▼                     ▼               │
│                    ┌─────────────────┐   ┌─────────────────┐     │
│                    │ User Enrolled   │   │ Return to       │     │
│                    │ in Course       │   │ Course Page     │     │
│                    └─────────────────┘   └─────────────────┘     │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

9.3 Enabling PayPal Enrollment¶

Step 1: Enable Plugin¶

Path: Site Administration → Plugins → Enrolments → Manage enrol plugins

Enable "PayPal" enrollment
Click settings to configure

Step 2: Configure PayPal Settings¶

Setting	Description	Example
PayPal email	Business email	[email protected]
PayPal sandbox	Test mode	Enable for testing
Currency	Payment currency	USD, EUR, GBP
Default role	Role for enrolled	Student
Enrolment duration	How long enrollment lasts	365 days
Notification settings	Who to notify	Teacher and student

9.4 Configuring PayPal in Courses¶

Step 1: Add PayPal Enrollment Method

Course → Participants → Enrolment methods → Add method → PayPal

Step 2: Configure Course-Specific Settings

Setting	Description	Example
Custom name	Display name	"Pay $99 for Course Access"
Cost	Price	99.00
Currency	Currency type	USD
Assign role	Role on enrollment	Student
Enrolment period	Duration	365 days
Start date	When to activate	Date or "Now"
End date	When enrollment ends	Date or "Never"

9.5 PayPal Configuration Options¶

Option	Description	Values
Cost	Course price	Any positive number
Currency	Payment currency	USD, EUR, GBP, etc.
Role	Assigned role	Student (default)
Duration	Enrollment length	Days or unlimited
Notify	Notifications	Various options

9.6 PayPal Testing¶

Using PayPal Sandbox¶

Create PayPal Sandbox account at developer.paypal.com
Enable sandbox mode in PulseLMS
Use sandbox credentials for testing
Process test payments
Verify enrollment works
Disable sandbox for production

9.7 PayPal Best Practices¶

Practice	Benefit
Test in sandbox first	Avoid real money issues
Use clear pricing	Transparency
Set appropriate durations	Fair access
Configure notifications	Keep users informed
Monitor transactions	Track revenue

9.8 PayPal Troubleshooting¶

Issue	Cause	Solution
Payment not received	IPN issues	Check PayPal IPN settings
User not enrolled	Callback failed	Verify callback URL
Wrong amount	Currency mismatch	Match currencies
Sandbox issues	Wrong credentials	Use correct sandbox account

10. Enrollment Duration and Expiry¶

10.1 Overview¶

Enrollment duration controls how long users have access to courses. Proper configuration ensures appropriate access windows and automatic cleanup.

10.2 Duration Types¶

Type	Description	Use Case
Unlimited	No expiration	Permanent access courses
Fixed Duration	X days from enrollment	Subscription-based access
Fixed Date	Specific end date	Semester-based courses
Activity-Based	Based on completion	Self-paced courses

10.3 Configuring Duration¶

At Enrollment Method Level¶

Path: Course → Participants → Enrolment methods → [Method] → Edit

Setting	Options	Description
Enrolment duration	Days	Duration from start
Start date	Date/Now	When enrollment begins
End date	Date/Never	When enrollment ends

At Individual Enrollment Level¶

Path: Course → Participants → [User] → Edit enrollment

Setting	Options	Description
Enrolment starts	Date	Individual start date
Enrolment ends	Date	Individual end date
Status	Active/Suspended	Current status

10.4 Expiry Notifications¶

Configuring Notifications¶

Path: Site Administration → Plugins → Enrolments → [Method] → Settings

Setting	Description	Recommended
Expiry notification	Enable/Disable	Enable
Notify before	Days before expiry	7-14 days
Notify	Who receives	User and enroller
Threshold	Days for notification	1-30

Notification Template¶

Subject: Your enrollment in {coursename} is expiring

Dear {firstname},

Your enrollment in {coursename} will expire on {expirydate}.

To maintain access, please contact your administrator or
re-enroll in the course.

Course: {coursename}
Expiry Date: {expirydate}
Days Remaining: {daysremaining}

Regards,
PulseLMS Team

10.5 Handling Expired Enrollments¶

Action	Configuration	Result
Suspend	Default	User cannot access, grades kept
Unenroll	Manual action	User removed, grades kept
Delete	Manual action	User and data removed
Re-enroll	Manual/Self	Access restored

10.6 Bulk Duration Management¶

Extending Multiple Enrollments:

Navigate to Course → Participants
Filter by expiry date
Select affected users
Use "Edit selected enrollments"
Set new end date

10.7 Duration Best Practices¶

Practice	Benefit
Set appropriate durations	Manage access lifecycle
Configure notifications	Reduce support requests
Review expiring enrollments	Proactive management
Document duration policies	Clear expectations
Regular audits	Clean enrollment data

11. Enrollment Notifications¶

11.1 Overview¶

Enrollment notifications keep users and administrators informed about enrollment events.

11.2 Notification Types¶

Notification	Trigger	Recipients
Enrollment confirmation	User enrolled	User
Welcome message	User enrolled	User
Expiry warning	Before expiration	User, Enroller
Expiry notice	At expiration	User
Enrollment reminder	Pending enrollment	User
Teacher notification	Student enrolled	Teacher

11.3 Configuring Welcome Messages¶

Self Enrollment Welcome¶

Path: Course → Participants → Enrolment methods → Self enrolment → Edit

Setting	Description
Send course welcome message	Enable/Disable
Custom welcome message	Message content
Send from	Course contact or no-reply

Custom Message Template¶

Welcome to {$a->coursename}!

Dear {$a->firstname},

You have successfully enrolled in {$a->coursename}.

Course Details:
- Start Date: {$a->startdate}
- End Date: {$a->enddate}
- Your Role: {$a->role}

To access your course:
{$a->courseurl}

Getting Started:
1. Review the course introduction
2. Check the syllabus
3. Introduce yourself in the forum

If you need help, contact your instructor.

Best regards,
The Course Team

11.4 Notification Channels¶

Channel	Configuration	Use Case
Email	Default	Primary notification
Web	Browser notification	Real-time alerts
Mobile	Push notification	Mobile users
Popup	On-screen message	Immediate attention

11.5 Managing Notification Preferences¶

User Preference Path: User Menu → Preferences → Notification preferences

Notification Type	Email	Web	Mobile
Course enrolment	Yes	Yes	Yes
Expiry warning	Yes	Yes	Yes
Role changes	Yes	No	No

11.6 Notification Best Practices¶

Practice	Benefit
Keep messages concise	Higher read rate
Include action items	Clear next steps
Provide course links	Easy access
Use consistent branding	Professional appearance
Test notifications	Verify delivery

12. Bulk Enrollment Operations¶

12.1 Overview¶

Bulk enrollment enables efficient management of large numbers of enrollments using various methods.

12.2 Bulk Enrollment Methods¶

Method	Use Case	Scale
User Upload CSV	New users + enrollment	Large
Cohort Sync	Automatic group enrollment	Medium-Large
Flat File	External system integration	Large
Multi-select	Manual bulk enrollment	Small-Medium
Database Sync	Enterprise integration	Very Large

12.3 Bulk Enrollment via User Upload¶

Step 1: Prepare CSV File¶

Required Fields:

Field	Description	Example
username	User login	jsmith
firstname	First name	John
lastname	Last name	Smith
email	Email address	[email protected]
course1	First course enrollment	MKT101
course2	Second course enrollment	MKT102

Example CSV:

username,firstname,lastname,email,password,course1,course2,role1,role2
jsmith,John,Smith,[email protected],Password1!,MKT101,MKT102,student,student
mjones,Mary,Jones,[email protected],Password2!,MKT101,,student,
tbrown,Tom,Brown,[email protected],Password3!,MKT101,MKT102,student,student
agarcia,Ana,Garcia,[email protected],Password4!,MKT102,,student,

Step 2: Upload Users¶

Path: Site Administration → Users → Upload users

Upload CSV file
Configure upload settings
Preview changes
Confirm upload

12.4 Bulk Enrollment via Participants Page¶

Step 1: Navigate to Course Participants

Course → Participants

Step 2: Click "Enrol users"

Step 3: Use Filters and Selection

Action	Description
Search	Find specific users
Filter by cohort	Show cohort members
Select all	Choose all visible users
Individual select	Choose specific users

Step 4: Configure Enrollment

Option	Setting
Role	Select role for all
Starting from	Common start date
Duration	Common duration

Step 5: Complete Enrollment

Click "Enrol users" to process all selected.

12.5 Bulk Enrollment Scripts¶

Using Command Line¶

# Example: Sync enrollments from database
php admin/cli/sync_enrollments.php

# Example: Process flat file
php admin/cli/process_flatfile.php /path/to/enrollments.csv

12.6 Bulk Enrollment Verification¶

After bulk enrollment, verify:

Check	Method	Expected
Enrollment count	Participants page	Matches expected
Role assignment	Check individual users	Correct roles
Notification delivery	Email logs	Sent successfully
Course access	Test login	Users can access

12.7 Bulk Enrollment Best Practices¶

Practice	Benefit
Validate data before upload	Prevent errors
Start with small test batch	Verify process
Document all enrollments	Audit trail
Schedule during low usage	Performance
Verify after completion	Catch issues early

13. Troubleshooting Enrollment¶

13.1 Common Enrollment Issues¶

Issue: User Cannot Self-Enroll¶

Symptom	Possible Cause	Solution
No enroll button	Self-enroll disabled	Enable self enrollment
"Incorrect key"	Wrong password	Verify enrollment key
"Course full"	Capacity reached	Increase limit
"Not available"	Date restrictions	Check dates
"Cannot enroll"	Cohort restriction	Add to cohort

Issue: Manual Enrollment Fails¶

Symptom	Possible Cause	Solution
User not found	User doesn't exist	Create user first
"Cannot enroll"	Enrollment disabled	Enable manual enrollment
Permission denied	Insufficient rights	Check capabilities
Database error	System issue	Check error logs

Issue: Cohort Sync Not Working¶

Symptom	Possible Cause	Solution
Users not enrolled	Sync not run	Trigger manual sync
Wrong role	Configuration error	Check role setting
Partial sync	Cohort issues	Verify cohort membership
Delayed sync	Cron issues	Check scheduled tasks

13.2 Enrollment Debugging Steps¶

Step 1: Verify Plugin Status

Site Administration → Plugins → Enrolments → Manage enrol plugins

Confirm the enrollment method is enabled.

Step 2: Check Course Configuration

Course → Participants → Enrolment methods

Verify the method is active in the course.

Step 3: Review User Permissions

Site Administration → Users → Permissions → Check system permissions

Verify the user has enrollment capabilities.

Step 4: Check Logs

Site Administration → Reports → Logs

Filter by: - User (affected user) - Course (target course) - Action (enrol, unenrol)

Step 5: Verify Cron Jobs

Site Administration → Server → Scheduled tasks

Check enrollment-related tasks are running.

13.3 Enrollment Error Messages¶

Error Message	Meaning	Solution
"Sorry, you may not enrol"	Enrollment restricted	Check restrictions
"Incorrect enrolment key"	Wrong password	Verify key
"Enrolment is disabled"	Method disabled	Enable method
"Maximum enrolments reached"	Capacity full	Increase limit
"Not enrolled"	User lacks access	Enroll the user
"Enrolment has expired"	Past end date	Extend enrollment
"Enrolment is not yet active"	Future start date	Wait or adjust date

13.4 Enrollment Recovery¶

Re-enrolling Users¶

Navigate to Course → Participants
Click "Enrol users"
Search for the user
Select and configure enrollment
Enable "Recover user's old grades" if needed
Complete enrollment

Restoring Suspended Enrollments¶

Navigate to Course → Participants → Enrolment methods
Find the enrollment method
Click "Enrolled users"
Find suspended user
Click "Edit enrollment"
Change status to "Active"
Update dates if needed
Save changes

13.5 Enrollment Audit¶

Regular Audit Tasks¶

Task	Frequency	Purpose
Review expired enrollments	Weekly	Clean up stale data
Verify cohort syncs	Weekly	Ensure accuracy
Check enrollment logs	Daily	Monitor activity
Review capacity usage	Monthly	Plan for growth
Test enrollment methods	Monthly	Verify functionality

Audit Report Generation¶

Site Administration → Reports → Logs

Filter options: - Choose time period - Select courses - Filter by action (enrol) - Export to CSV

13.6 Performance Considerations¶

Issue	Cause	Solution
Slow enrollment	Large cohorts	Batch processing
Timeout errors	Too many users	Increase PHP timeout
Memory issues	Large operations	Increase memory limit
Delayed syncs	Cron backlog	Optimize cron schedule

13.7 Getting Support¶

If issues persist after troubleshooting:

Collect relevant logs
Document steps to reproduce
Note error messages
Check system requirements
Contact support team

Appendix A: Enrollment Method Comparison¶

A.1 Feature Comparison Matrix¶

Feature	Manual	Self	Cohort	Guest	Meta	Flat File	LTI	PayPal
User-initiated	No	Yes	No	Yes	No	No	Yes	Yes
Automatic	No	No	Yes	No	Yes	Yes	Yes	No
Key required	N/A	Optional	N/A	Optional	N/A	N/A	N/A	N/A
Payment	No	No	No	No	No	No	No	Yes
Duration control	Yes	Yes	Limited	Session	Limited	Yes	Limited	Yes
Bulk capable	Limited	No	Yes	N/A	Yes	Yes	N/A	No
External integration	No	No	No	No	No	Yes	Yes	Yes
Role flexibility	High	Medium	High	Fixed	High	High	Medium	Low
Admin overhead	High	Low	Medium	Low	Low	Medium	Medium	Low

A.2 Recommended Methods by Scenario¶

Scenario	Primary Method	Secondary Method
Small class	Manual	Self enrollment
Large course	Cohort Sync	Flat File
Open course	Self enrollment	Guest access
Paid course	PayPal	Manual
Program	Meta Link	Cohort Sync
External LMS	LTI	Flat File
Enterprise	External DB	Cohort Sync

Appendix B: Configuration Quick Reference¶

B.1 Site Administration Paths¶

Configuration	Path
Manage plugins	Site Administration → Plugins → Enrolments → Manage enrol plugins
User upload	Site Administration → Users → Upload users
Cohorts	Site Administration → Users → Cohorts
Scheduled tasks	Site Administration → Server → Scheduled tasks
Logs	Site Administration → Reports → Logs
Capabilities	Site Administration → Users → Permissions → Define roles

B.2 Course Administration Paths¶

Configuration	Path
Enrollment methods	Course → Participants → Enrolment methods
Enrolled users	Course → Participants
Groups	Course → Participants → Groups
Permissions	Course → Participants → Permissions

B.3 Default Enrollment Settings¶

Setting	Default	Recommended
Manual enrollment	Enabled	Keep enabled
Self enrollment	Disabled	Enable per course
Guest access	Disabled	Enable cautiously
Cohort sync	Disabled	Enable for automation
Default role	Student	Keep as student
Duration	Unlimited	Set per course
Notifications	Enabled	Keep enabled

B.4 Capability Reference¶

Capability	Description	Default Roles
enrol/manual:enrol	Manually enroll users	Manager, Teacher
enrol/manual:unenrol	Manually unenroll users	Manager, Teacher
enrol/self:config	Configure self enrollment	Manager, Teacher
enrol/cohort:config	Configure cohort sync	Manager
enrol/guest:config	Configure guest access	Manager, Teacher
enrol/meta:config	Configure meta link	Manager

Document History¶

Version	Date	Author	Changes
1.0	2024	Admin Team	Initial creation
2.0	2025	Admin Team	Comprehensive update

This document is part of the PulseLMS Administrator Documentation Series.