Creating Learners - Genius CE & Enterprise

Introduction

This article will help you learn how to create Learners in Genius CE & Enterprise. Please note that it is generally a good idea to create Affiliations before creating Learners. This is because it is easier to assign Learners to an Affiliation when they are created as opposed to after they have been created. This is especially true when creating a large number of learners.

In this article, we will go over two methods available to Administrators to create learners. The first method is to create learners manually. The second method is to create learners in bulk by uploading a .CSV file. 

Finally, we will also provide you with an overview of methods to create learners through integrations between Genius CE & Enterprise and other external systems (such as your organization’s Active Directory, core HR system, etc.).

Who can create Learners in Genius CE & Enterprise?

When it comes to creating learners, both Managers (users with the AFFILIATION role) and Administrators are able to create learners.  However, a Manager can only create learners within their relevant Affiliation(s). Administrators can create a learner across all Affiliations. Because of this, if you want to delegate the creation of learners to the Managers at your organization, we highly recommend that you set up your Affiliation structure first. 

First Method - Creating Learners Manually

To add a new learner manually, click on the Learners tab and then click on Add Learner on the sidebar to the left-hand side of your screen. This will allow you to enter the information about the new learner.  Please note that fields with a blue coloring are required fields. 

Typically, when you set up Affiliations, you will automatically assign users in that affiliation with a specific role in your Learning Management System (LMS) – another great reason why you might want to set up Affiliations before creating Learners!

Fill in the blue required fields, assign the new Learner to their Affiliation, give them a username and password, and then click the Save button. If you don’t specify a login and/or a password, Genius CE or Enterprise will automatically assign one. 

A message will indicate that the learner has been successfully created, and the learner will receive an email with their credentials. The wording of this email can be configured by an administrator. It is in the template AUTO_NEW_USER_CREATED, which can be found under Administration > System Setup > Templates.  

Clicking on the Learners tab will display a list of all existing learners, including the one recently created.

You can also use Bulk Actions in the Learners tab to communicate and enroll large numbers of learners either into individual Sections or into complete Learning Paths. Please note that to enroll Learners, you must first create not only their accounts but also the related Courses and Sections of those Courses. for them to be able to enroll and complete their assigned coursework.

You can use the Search Criteria to filter the learners you wish to perform a bulk action on. After doing so, you can select Check All above your list of learners and do any of the following actions:

• Bulk Email (this action will send an email to all checked learners)
• Bulk Enroll (this action will enroll all checked learners into a specific section of a specific course)
• Bulk Edit Learners (this action will edit a specific field of every checked learner’s profile)
• Bulk Learning Path (this action will enroll all checked learners into a specific learning path)
• Get Transcripts PDF (this action will download a Learner Transcript for all checked learners)

Second Method – Creating Learners in Bulk

Refer to the CSV import guide linked to the title above. Sample files are in this article and each in the CSVs are defined.