Set Up Auto-Enrollment
An Auto-Enrollment link hands enrollment to your learners, so instead of adding each person to an assignment yourself you share one link or QR code and they enroll themselves, and this article covers the whole screen, from building the link to watching who comes through it.
Why would you use an Auto-Enrollment link?
Manual enrollment works when you know exactly who is in the group. Auto-Enrollment is for the times you do not, or the times the list will not hold still.
- A rollout across sites, where each location has its own roster and you would rather send one link to every site lead than collect names.
- New hires who arrive weekly. One link on the onboarding page keeps enrolling people for as long as you leave it running.
- A conference table, a break room poster, or a shift huddle, where a printed QR code reaches people faster than an email would.
- Any group large enough that adding learners by hand is the slowest part of the launch.
One link or QR code can enroll an unlimited number of learners, and it keeps working until you disable it or its end date passes.
What do you need before you start?
- The learners already in Skyllful. Auto-Enrollment assigns training to people; it does not create their accounts. Add them first through Add a User or Bulk Import and Export Users, unless your organization uses Auto-Provisioning with SSO.
- The assignments already built. The link attaches assignments that exist in this Learning Program. You cannot create one from inside the link. See Create an Assignment.
- A manager and a job role to fall back on. Both are required fields, and both are explained below.
Where do you set one up?
Auto-Enrollment links live inside a Learning Program, under Users in Quick Links, on the Auto-Enrollment Links tab. Everything on that tab belongs to that Learning Program alone.
The tab lists the links you already have, with the URLs for each, the date it became available, its expiry, and a running count of enrollees. The plus (+) at the right of the column headings starts a new one.
How do you create the link?
Step |
Action |
|---|---|
| 1 | Open the Learning Program, then click Users under Quick Links. |
| 2 | Click the Auto-Enrollment Links tab. |
| 3 | Click the plus (+) at the right of the column headings. The Auto-Enrollment Link Settings screen opens. |
| 4 | Enter a Name. This is what you and other administrators see in the list, so name it for the group it enrolls. |
| 5 | Set a Start Date. Nothing happens through the link before that date. |
| 6 | To give the link a closing date, tick the checkbox beside End Date and choose the date. Leave the checkbox clear and the link runs until you disable it. |
| 7 | Optional. Choose one or more Tags To Add To User. Every learner who enrolls through this link picks up those tags. |
| 8 | Click the plus (+) on Assignments To Add User To, select the assignments your learners should receive, then click Add Selected. |
| 9 | Optional. Set Override Assigned Manager and Override Assigned Role if this link should change those values for people who are already in the program. |
| 10 | Choose a Fallback Assigned Manager and a Fallback Assigned Role. Both are required. |
| 11 | Click Create. |
Note: Create stays unavailable until Name, Start Date, Fallback Assigned Manager and Fallback Assigned Role all have values. If the button is greyed out, one of those four is empty.
What is the difference between a fallback and an override?
The two pairs of fields sit next to each other and sound alike, but they point at different people. This is the part of the screen most worth slowing down for, because an override reaches into records that already exist.
Field |
Who it affects |
What it does |
|---|---|---|
| Fallback Assigned Manager | New enrollees | Assigns this manager by default to anyone who comes through the link without one. Required. |
| Fallback Assigned Role | New enrollees | Assigns this job role by default to anyone who comes through the link without one. Required. |
| Override Assigned Manager | Learners who already exist in Skyllful | Changes their assigned manager to the one you choose here. Optional. |
| Override Assigned Role | Learners who already exist in Skyllful | Changes their assigned job role to the one you choose here. Optional. |
Note: Leave the two override fields alone unless changing existing records is the outcome you want. A fallback fills a gap; an override replaces something a person already has. If your goal is simply to enroll people in training, the fallbacks are all you need.
Choose the fallback manager deliberately. Reporting in Skyllful IQ follows the manager, so the person you name here is the person who will be looking at this group's results.
Which assignments should you attach?
Clicking the plus on Assignments To Add User To opens Select Assignments To Add, a list of the assignments that already exist in this Learning Program. Filter by title if the list is long, select the ones you want, and click Add Selected. You can attach one assignment or several, and every enrollee receives all of them.
The list gives you two numbers worth reading before you select anything.
Column |
Why it matters |
|---|---|
| Lesson Count | Shows the lessons in the assignment and, beside it, how many of them are unpublished. Learners cannot reach an unpublished lesson, so a high number there means part of the training is not ready to be enrolled into. |
| Availability | The assignment's own start and end dates. An end date that has passed shows in red. A link pointing at an expired assignment enrolls people into nothing. |
Once an assignment is attached, its row on the link carries a pencil and an X.
Note: The pencil opens the assignment itself. Anything you change there changes the assignment everywhere it is used, not only on this link. The X is the one that acts on the link alone: it takes the assignment off this Auto-Enrollment link and leaves the assignment untouched. Reach for the X when a link should stop delivering something, and for the pencil only when the assignment itself needs work.
How do tags work?
Tags To Add To User applies labels to each learner as they come through the link. Tags are how you group people for filtering and reporting later, so a link used for one cohort, one site, or one hiring wave is a natural place to set them.
Tags are applied at the moment a person enrolls. Adding or removing a tag on the link afterwards affects the people who enroll from that point forward, not the ones already through.
How do you turn it on and share it?
Create builds the link switched off. The URLs exist but do nothing until you enable it, so this is the part that actually puts the link into service.
Step |
Action |
|---|---|
| 1 | The screen reopens with two things it did not have before: a Code and a URLS section. Skyllful generates an eight character code. |
| 2 | Optional. Replace the code with something you would rather read out loud or print, for example DRIVERONBOARDING. |
| 3 | Turn on the Enabled toggle at the bottom of the screen, then click Update. Until you do, nothing happens for anyone who opens the link. |
| 4 | Find the row for the way your learners open Skyllful, then click the link icon to copy the URL or the QR code icon to copy the QR code. |
| 5 | Paste what you copied wherever your learners will find it. |
URL |
Who it is for |
|---|---|
| Web Sim URL | Learners who open Skyllful Simulator in a web browser. |
| App URL | Learners using the Skyllful app on iOS or Android. |
Note: Nothing on screen confirms a copy, so paste before you move on to anything else. That also proves you took the one you meant, since the link icon and the QR code icon sit side by side on every row.
Note: The code is the last part of every one of those URLs. Change the code after you have handed the link out and every copy already in the field stops working, including printed QR codes. Settle on the code before you distribute, not after.
What is anonymous enrollment?
Some instances of Skyllful show a third URL, Anonymous User Web Sim URL, in a section of its own beneath the other two. It is a custom feature, so it is not part of every Skyllful instance. If you do not see that section, your instance does not have it.
Where it is available, it works differently from the two standard URLs. A standard link enrolls a person who already has a Skyllful account. The anonymous URL creates an account at the moment the person opens it, then enrolls them in the assignments attached to the link, using the fallback manager and fallback role you set. That makes it suited to open settings, a conference booth or a public demonstration, where you want people in the training without collecting their details first.
The fallbacks carry more weight on an anonymous link than anywhere else on this screen, because every account created this way takes its manager and its job role from them.
Who has enrolled?
The Enrollees tab on the link shows everyone who has come through it. Its label carries the running count, and the tab becomes available once the link has been created.
The list gives you first and last name, email or username, manager, job role, last login, and the date each person enrolled. The same filters you use elsewhere in User Management are here: Access Levels, Category, Name, and Advanced Filter. Edit Selected lets you make a change across the people you select.
Note: The filter above the list is set to All Active when you open the tab, so the number of rows can be smaller than the count in the tab label. If the tab says people have enrolled and the list looks empty, widen the filter before you conclude something is wrong.
How do you change or turn off a link?
Every row on the Auto-Enrollment Links list ends with two controls. The pencil opens that link so you can change it; make your edits and click Update. The X deletes the link.
To stop a link without losing it, switch off the Enabled toggle. It stops enrolling immediately, everything you set up stays in place, and you can switch it back on whenever you need it. Learners already enrolled keep the assignments they received; disabling the link only closes the door behind them.
Note: Deleting is not how you stop a link. If a wave of training is over, or you want to pause a link while you rework the assignments behind it, switch off Enabled. Save the X for a link that should not exist at all, and read the name twice before you click it, since a link with hundreds of enrollees looks exactly like an empty one on that list apart from its count.
To take a group of links off the list at once, tick them in the SELECT column and click Archive Selected.
What is worth checking before you send it out?
- The Enabled toggle is on. It is the single most common reason a new link does nothing.
- The assignments you attached are the ones learners will receive, and none of them has an availability window that has already closed.
- The unpublished lesson counts, so you are not enrolling people into training that is not ready.
- The fallback manager is the person who should be seeing this group's results.
- The overrides are empty unless you meant to change existing records.
- The start date has arrived, or your first learners will think the link is broken.
FAQ
How long does this take? A few minutes. Name it, set the start date, attach the assignments, choose the two fallbacks, click Create, then switch on Enabled and click Update.
Nothing happens when someone opens my link. Why? Check the Enabled toggle first, since a newly created link arrives switched off. If it is on, check that the start date has arrived and that the end date, if you set one, has not passed.
Can one link enroll more than one person? Yes. A single link or QR code enrolls an unlimited number of learners and stays open until you disable it or its end date passes.
Does Auto-Enrollment create the learner accounts? Not through the standard link. The people you are enrolling must already exist in Skyllful, unless your organization uses Auto-Provisioning with SSO. The exception is the Anonymous User Web Sim URL, a custom feature that is not part of every Skyllful instance.
Can one link deliver more than one assignment? Yes. Attach as many as the group needs, and each enrollee receives all of them.
What is the difference between a fallback and an override? A fallback fills a gap for someone new, giving them a manager and a job role they did not have. An override changes the manager or role of someone who already exists in the program.
Do I have to set an end date? No. Leave the checkbox beside End Date clear and the link runs until you disable it.
Can I reuse a link for next year's group? Yes. Leave it in place, switch it off when the wave is over, and switch it back on when the next one starts. Change the attached assignments first if the training has moved on.
Where do I see who has enrolled? On the Enrollees tab of the link.
Skyllful Knowledge Base | Administrators