How to Enable Learning Plan Auto-Enrollment
Auto-enrollment keeps a Learning Plan's enrollee list in step with the people who meet your criteria. For example, an annual attorney-training Plan can enroll members of the Attorneys audience as they join it and remove auto-enrolled people who no longer qualify. This avoids maintaining the same list by hand in both the audience and the Plan.
The key decision is who should qualify. Most firms should choose a specific audience, such as Attorneys or Support Staff—not Everyone, which can include every user. Auto-enrollment follows the audience's membership; it does not determine who belongs in that audience.
Before you begin
- Make sure you can edit the Learning Plan and that the audience contains the right people. If membership is maintained by User Sync or audience rules, check those first.
- If the Plan has multiple versions, choose the Active Version for Future Enrollees. The criteria belong to the Plan, not to an individual version; new matches go into the version selected for future enrollees.
- Review current enrollees before changing existing criteria. An update can remove people whom auto-enrollment previously added, including on another version. People enrolled manually are treated differently.
Set up auto-enrollment
- In InstructorSite → Plans, open the Plan and select Edit.
- Open Enrollee Settings. In Auto-Enrollment, select Add Criteria or Change Criteria. Read the warning about changes to existing enrollments, then continue if the change is intended.
- In Search for users, leave Everyone off. Set Audience Membership to is and select your audience—for example, Attorneys. For this single rule, leave ALL selected.
- Leave the People hired after and People hired before switches off unless the Plan is limited to a hire-date range. Add specific Exclusions for matching people who must stay off the Plan, or Additions for exceptions who do not match the rule.
- Select Next to preview the people who match. Check the list, then select Continue.
- Back in Enrollee Settings, leave Suspend auto-enrollment off and select Save Plan.
Example: This Plan includes the Attorneys audience, with two individual exceptions excluded. The hire-date switches are off because it is an ongoing attorney Plan, not a date-limited new-hire cohort.
Check the result
Return to Enrollee Settings and confirm Current Criteria names the intended audience and Suspend auto-enrollment is off. If Current Criteria says Everyone, revisit the search before using the Plan.
Saving the Plan updates its matching enrollees, but saving does not itself send enrollment notices. On the Plan's Overview page, use Update Auto-Enrollment when you need to apply the criteria again now—for example, after an audience change. Check the Plan's Users list and Download Auto-Enrollment Log to see the update source and who was enrolled or removed. Updates may also occur through other Plan and user-management workflows; do not assume a particular learner's enrollment or email from the criteria alone.
Adapt the rule to your training
- Separate attorney and staff training: Use two Plans, each with its own audience. Audience Membership is not Attorneys means everyone outside that audience, not just staff.
- One office or subgroup: Add a second criterion such as Location is Dallas and keep ALL so people must satisfy both rules. Preview the matches before saving.
- New-hire training: Use a hire-date criterion only when you need a date boundary. If you use Delay Enrollment based on hire date, check that the relevant people actually have hire dates recorded. Once learners are enrolled, the New Hire Scheduler can help coordinate live Event requirements on eligible Plans; it does not replace enrollment.
Pause or change the rule safely
To stop the Plan from adding or removing people temporarily, turn on Suspend auto-enrollment and save. Existing enrollees remain. Turn it off when you are ready to resume, then review the matches and run an update if needed. Do not use Clear Criteria as a pause: clearing the criteria can remove people who were added by auto-enrollment.
When changing an audience or version, preview the matching people and inspect the Users list and log afterward. Removing a person manually is not a durable exception if they still meet the criteria; add an exclusion or correct the underlying audience instead.
Frequently Asked Questions
I added the Attorneys audience to the Plan. Why weren't its members enrolled?
Adding an audience to the Plan is not the same as setting its auto-enrollment search. Open Edit → Enrollee Settings → Auto-Enrollment and confirm that Current Criteria says Audience Membership is Attorneys, with Suspend auto-enrollment off. Preview the matching people before saving.
Why does the preview show someone who is not on the Plan's Users list?
The preview shows who matches the search; it is not the enrollee list. Save the Plan, then check its Users tab. If the person is still missing, check the auto-enrollment log, the suspension setting, and whether they were excluded or already enrolled on another version of the same Plan.
Why doesn't a new hire match my rule?
First check that the person belongs to the selected audience. If you also turned on People hired after or People hired before, the person's Hired date must be populated and within that range; a blank date cannot match a hire-date comparison. Check their profile or ask the team maintaining User Sync to supply that field, then preview the search again.
Why didn't an enrollment email go out when I saved the criteria?
Save Plan applies the matches without sending enrollment notices. A subsequent update can queue a notice for someone it newly enrolls when the Plan is Active and Send Enrollment Notices is on. Running Update Auto-Enrollment later does not retroactively email people who were already enrolled when you saved. Decide on notice timing before saving a large new audience.
What happens when someone leaves the audience?
On the next update, someone who was added by auto-enrollment can be removed if they no longer match. Someone enrolled manually is not removed just because the search no longer matches. Review the Users tab and Download Auto-Enrollment Log rather than assuming every existing enrollee will be changed.
I withdrew a person, but they came back. How do I keep them off?
If they still match, another update can enroll them again. Add that person under Exclusions for a Plan-specific exception, or correct their audience membership if they should not be in that audience at all. Preview and save the revised criteria.
Which Plan version receives new matches?
Auto-enrollment criteria are shared by the Plan. A newly qualifying person is enrolled in the Active Version for Future Enrollees. Existing enrollments on other versions are not all rebuilt as though they were new; inspect each version's Users list before changing criteria.
How can I pause the rule without removing anyone?
Turn on Suspend auto-enrollment and save. Current enrollees remain, and the Plan stops adding or removing people through this rule while suspended. Clear Criteria is not a pause: it can remove people the rule added.
Why did the rule suspend itself?
An audience used by the criteria may have been deleted. Check the auto-enrollment log for the warning, replace the missing audience in the search, preview the matches, save, and then turn Suspend auto-enrollment off.
Does this apply to CLE or CPD Plans?
No. Those Plans use their own auto-enrollment process. This guide is for standard Learning Plans.