Setup Considerations: Learning Enrollments

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of learning enrollments. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What They Are

Workday enables you to manage learning enrollments for course offerings and digital courses including:

Due dates.

Grading.

Mass actions.

Waitlists.

Business Benefits

Gain insights on enrollments in your organization by creating a discovery board.

Help learners to find recommended content related to their active enrollments and visualize their required learning.

Increase efficiency by managing mass enrollments for a large organization.

Manage compliance for required learning in your organization by enrolling team members or entire teams in content.

Reduce administrative overhead as learners select content and enroll themselves.

Simplify assessment processes by enabling specific users to manage the grading and attendance roster.

Streamline enrollment processes by assigning access levels to specific security groups so that they can manage enrollments.

Manage enrollments efficiently by receiving warning messages when content a learner is being enrolled in conflicts with a scheduled absence or leave.

Use Cases

Assign multiple assessors for each enrollment in course offerings with training activity lessons.

Cancel or rescind enrollments.

Define custom email notifications or approvals for learning enrollments.

Enable learners to skip enrollment approval for content within a program.

Enable administrators and managers to track and monitor learner engagement.

Enable users to enroll themselves in content to improve skills related to their career interests.

Inform learners when courses are available if enable express interest functionality, and configure reminders when they enroll.

Enable notifications in Slack or Microsoft Teams for enrollment approvals.

Manage waitlists for course offerings.

Hide enrollment records from transcripts or reports.

Self-assign as an additional assessor for an enrollment.

Send questionnaires to learners to collect information such as dietary requirements or whether they need a sign language interpreter.

Questions to Consider

Question	Consideration
Who manages enrollments for your organization?	Workday enables you to configure specific access levels for different security groups so that they can mass enroll or drop learners. Example: You can grant limited access to trainers and unlimited access to administrators.
How do you want to manage course offerings that reach full capacity?	You can create an automatic or manual waitlist on a course to enable learners to join the waitlist of the course offering: Automatic waitlists enroll learners into an offering if a space becomes available. Manual waitlists require an administrator or an instructor to enroll the learner from the waitlist into the offering.
Who manages attendance and grading for enrollments in your organization?	You can enable administrators, instructors, and assessors to enter grading and attendance results for enrolled learners if you enable tracking options for 1 or more lessons.
Does your company need to remind learners of retraining requirements?	You can configure reminders for courses and programs with expiry periods that automatically notify learners when an enrollment has an upcoming expiration date and is due for retraining. You can also add multiple reminders to courses and programs that notify learners and their managers about their enrollments.
Does your organization assign required learning content to learners?	Workday supports the assignment of required learning through mass enrollment actions. Administrators and manager can set fixed or relative due dates on required learning enrollments.
Do you want to enable learners to enroll in content without manager approval?	You can add an entry condition rule for an approval step on the enrollment business process to determine when learners need manager approval. Example: Learners can enroll in a course offering without approval from their managers when the location of the offering is the Dublin office. You can also select the Skip Enrollment Approval option on the Create Program and Edit Program tasks if you want to enable learners to skip enrollment approval for content within a program.
What's the difference between dropping and cancelling an enrollment?	Learners can drop an enrollment once the content isn't required learning content. Administrators have the option of creating mandatory drop reasons from which learners must select when dropping enrollments so that they can understand their reasons for not completing the content. Learning administrators can cancel a single enrollment for a learner or they can perform a mass cancel action for a larger group of enrollments.
How do you want to communicate with enrolled learners?	You can create custom notifications on enrollment business processes or alerts from custom reports. You can configure notifications to inform learners when their enrollment has been approved or denied using: Workday for Slack. Workday for Microsoft Teams. You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
How do you want to collect learner information when a learner enrolls in content or drops enrollment?	Add questionnaires for learners to complete when they enroll in content or drop enrollments. You can add the Complete Questionnaire action step to the Enroll in Content and Drop Learning Enrollment business processes. When a business process definition contains a Complete Questionnaire step that hasn't been configured, Workday displays an error message prompting you to run Configure Questionnaire . Questionnaire Administrators determine which questionnaires can be associated with a business process while they are creating or editing a questionnaire. Selecting the appropriate Questionnaire Type and Allowed on Business Process options makes a questionnaire available in the corresponding business processes.

Recommendations

Remove the

Assessor Dashboard

worklet and Instructor Dashboard menu from the Learning dashboard so that trainers access their enrollment tasks and reports through the Learning Trainer dashboard.

The limit for a mass enroll action is 100,000 but Workday recommends enrollments of less than or equal to 1,000.

Use the Manage Internal Learning Assessor
or Manage External Learning Assessor
web service if you need to create large numbers of assessors.

Use the Save
filter on the offerings table that displays to learners on the

Select Offering

task and to administrators on enrollment tasks to search the offerings table and save results under a personalized name for future use. Example: Berlin Location.

Workday recommends that users with access to the Manage: Facilitated Enrollments
domain don't have access to the Manage: Learning Course Enrollments
domain. This setup ensures they can only enroll learners that they have access to.

Requirements

Create user-based security groups to enable specific users to manage enrollments for your organization.

Limitations

You can't cancel completed enrollments that have an associated equivalency record, learning assignment, expiration date, or pricing period.

You can only amend enrollment results for digital lessons that haven’t started or are in progress.

Tenant Setup

Use the

Edit Tenant Setup - HCM

task to:

Express enrollment interest in courses when no suitable offerings are available to them in a specified location and date range.

Rate courses that they're enrolled in and any stand-alone lessons in the learning catalog.

Security

Domain	Considerations
Manage: Facilitated Enrollments	Enables selected users to access to the Find Workers to Enroll report to manage enrollments for blended and digital courses.
Manage: Learning Course Enrollments	Enables selected users to access administrative based enrollment tasks. Users with access to this domain can manage multiple tasks that support enrollment processes. You can configure unconstrained access for users or restrict access using learning security category or topic segments.
Manage: Mass Enrollments	Enables selected users to access these tasks: Mass Drop by Role Mass Enroll by Role
Manage: Unrestricted Mass Enrollments	Enables users to access the Find Workers to Enroll report and these tasks: Learning Mass Enroll Mass Drop
Reports: Learning Record	Enables users to access reports that display enrollment data on learning records.

Business Processes

Business Process	Description
Cancel Learning Enrollment	Enables you to cancel an enrollment for a course offering.
Drop Learning Enrollment	Enables you to manage when a learner can drop an enrollment for a program, a course offering, or a digital course (both internal and external).
Enroll in Content	Enables you to manage how a learner can enroll in a course offering or a digital course (both internal and external).
Mass Cancel Learning Enrollments	Enables you to cancel multiple enrollments for 1 or more course offerings.
Mass Enroll	Enables managers to enroll their teams in a course or program.

Reporting

Report or Dashboard	Description
Find Workers to Enroll	Find and enroll specific workers in learning content.
Learner Engagement	Evaluate enrollments and completions so you can examine why some learners engage more than others. The report only displays data for the last complete month.
Learning Trainer dashboard	Provide assessors and instructors with access to tasks and reports so they can manage enrollments for course offerings.
My Team's Learning	Track progress in enrolled content for all direct reports and pre-hires.

Integrations

Web Service	Consideration
Admin Drop Learning Enrollment	Enables you to drop learners from learning content as an action on the Drop Learning Enrollment business process. You can drop enrollments with these registration statuses: Enrolled Enrolled – Pending Prerequisites Waitlisted
Bulk Import Admin Drop Learning Enrollment	Enables you to drop learners from the learning content in high volumes as an action on the Drop Learning Enrollment business process.
Cancel Learning Enrollment	Enables you to cancel enrollments in upcoming course offerings and add reasons for the cancellation. You can also cancel incomplete enrollments that are linked to open learning assignments.
Enroll in Learning Content	Enables you to enroll learners into learning content. Respects due dates that you set when you mass enroll learners using this web service.
Put Learning Enrollment	Enables you to update or create legacy enrollments. You can also prevent enrollments from displaying in learning transcripts or reports by not selecting the Display Equivalency Records on Learning History check box when creating an equivalency rule.
Put Learning Enrollment Pricing Record Document Payment Status	Enables you to update payments listed on pricing records or enrollments to reflect payments processed in third-party systems.

Connections and Touchpoints

Touchpoint	Consideration
Absence	Workday displays warning messages when an enrollment conflicts with a scheduled absence.
Career and Development Planning	Workday Learning helps learners identify courses ranked highest by workers in their positions on their Opportunity Graph so they can enroll in this content.
Talent	Use Talent Marketplace to suggest content in which learners can enroll to improve their skills.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Concept: Opportunity Graph

Setup Considerations: Talent Marketplace

Steps: Set Up Workday Everywhere

Create Role-Based Security Groups

Mass Enroll Learners

Mass Drop Learners

Manage Waitlists for Learning Course Offerings

Manage Schedules and Grading and Attendance

Create and Manage Reminders for Learning Content

Reset Learning Due Dates

Reference: Learning Records and Report Data Sources

Reference: Workday-Delivered Reports for Learning

2021R1 What's New Post: Enroll in Content Approval Notifications in Workday for Microsoft Teams

2021R1 What's New Post: Enroll in Content Approval Notifications in Workday for Slack