Creating Learners - Genius CE & Enterprise

Introduction

This article aims to guide you through the process of creating Learners in Genius CE & Enterprise. It is advisable to establish Affiliations before creating Learners. The rationale behind this recommendation is that it simplifies the assignment of Learners to an Affiliation during their creation, rather than having to do so after they have been set up. This is particularly beneficial when dealing with a large influx of learners, as it streamlines the process and minimizes potential errors.

In this article, we will explore two distinct methods that Administrators can utilize to create learners. The first method involves manually creating learners one at a time, while the second method allows for bulk creation by uploading a .CSV file. Each method has its own advantages and can be chosen based on the specific needs of your organization.

Additionally, we will provide an overview of how to create learners through integrations between Genius CE & Enterprise and various external systems, such as your organization’s Active Directory or core HR systems. This integration can further enhance the efficiency of the learner creation process.

Who can create Learners in Genius CE & Enterprise?

When it comes to creating learners, both Managers (users assigned the AFFILIATION role) and Administrators can do so. However, it is essential to note that Managers are restricted to creating learners only within their designated Affiliation (s). Affiliation Managers possess the capability to develop learners across all Affiliations within the system. Therefore, if you are considering delegating the responsibility of learner creation to Managers in your organization, it is highly recommended that you first establish your Affiliation structure.

First Method - Creating Learners Manually

To manually add a new learner, navigate to the Learners tab and then select Add Learner from the Learner section located on the left side of your screen. This action will open a form where you can input the necessary information for the Learner. Fields highlighted in blue are mandatory and must be completed for the process to proceed.

Generally, when setting up Affiliations, users within that Affiliation are assigned specific roles in your Learning Management System (LMS) by Affiliation. This is yet another compelling reason to configure your Affiliations before creating Learners, as it ensures a smoother integration of roles and responsibilities.

Fill in all the required fields marked in blue, assign the Learner to their appropriate Affiliation, create a password for them, and then click the Save button to finalize the process.

Upon successful creation, a confirmation message will appear, and the Learner will receive an email containing their login credentials. An administrator can customize the content of this email through the template named AUTO_NEW_USER_CREATED, located under Administration > System Setup > Templates.  

By clicking on the Learners tab, you will be able to view a comprehensive list of all existing learners, including the one you just created.

Furthermore, you can utilize the Bulk Actions feature within the Learners tab to communicate with and enroll large groups of learners into either individual Sections or entire Learning Paths. It is essential to note that to enroll learners, you must first create their accounts, along with the corresponding Courses and Sections, which enables them to complete their assigned coursework effectively.

To facilitate bulk actions, you can use the Search Criteria to filter the learners you'd like to target. Once you have made your selections, you can choose Check All above your list of learners and perform any of the following actions:

• Bulk Email: This action will send an email to all selected learners.
• Bulk Enroll: This action will enroll all selected learners into a specific section of a particular course.
• Bulk Edit Learners: This action allows you to modify a specific field in every selected Learner's file. Learner’s Learning Path: This action will enroll all selected learners into a designated learning path.
• Get Transcripts PDF: This action will download a transcript for all selected learners in PDF format.

Second Method – Creating Learners in Bulk

For guidance on bulk creation, please take a look at the CSV import guide linked above. This guide includes sample files, each of which is defined within the context of the CSVs.