Managing user accounts

In previous pages we explored “Courses and Products” and “Authentication and enrollments methods“. Once you are done setting the courses and enrollment methods, you are ready to assign roles to staff members and add learners.


Section 1: User default settings

Before getting into specific actions available under user accounts you might want to check users’ default preferences. These settings come as default for every account by default.

User default preferences

Location settings: This is a default setting of location and timezone, it can be accessed from left navigation Settings->Location. You should check up Default timezone, Default country and Default city and leave everything else as default.

Location settings


Also, if you would like to add new profile fields, jump to Users->User profile fields and explore this detailed guide.


Section 2: User registration

a. Automatic Registration Process

As we covered in Authentication and enrollments methods, ScholarLMS by default uses email-based self-registration authentication method. This method enables users to create their own accounts via the ‘register’ button on the login page.

b. Manually Register Learners

There are two ways to add learners manually, adding one learner at a time, and bulk uploading several learners at a time. Now we will explore how to add a new user.

i. Adding a new user: To add a new user go to Users->Add a new user, this will open a new page.

Username: The user will use this username to log in to your site. It needs to be unique.

Authentication method: Leave it to Manual accounts

Suspended account: Leave it unchecked.

Generate password and notify user: The system will generate a temporary password and email the user with instructions on how to log in and change it.

New password: You can set a password for this user only If “Generate password and notify user” is unchecked.

Force password change: It is highly recommended to force user to change their password upon next login.

Now fill-up user’s first name, surname and email address. You can leave all other fields as default.

Add a new user



ii. Bulk uploading users: For bulk uploading users, go to the left navigation Users->Bulk upload users and follow through our detailed guide on it.


Section 3: Enrollment to courses

In our previous topic, we discussed all the necessary enrollment methods that you are going to need for learner enrollment to a specific course. Let’s find out how it really works.

a. Manually enrolling learners:

Step 1. Select the course to which you want to enroll users/learners.

Step 2. From the left navigation, click on Enroll users, you will see the Enroll users page

Enrolled users

Step 3. Click on Enroll users button, and you will see a new small pop up window where you can type which learner you want to enroll. Once done, click on Enroll users button at bottom.

Enrolled users popup

b. Self enrollment

This allows users to enroll themselves to a course, either directly or via an enrollment key (“course password”).

Step 1. Select the course to which you want to setup self enrollment

Step 2. From left navigation go to Course administration->Users tab->Enrollment methods, there you should see Enrollment methods page

Self Enrolment method

Step 3. Enable the Self enrollment (student) by clicking on the eyeball icon, and then click on setting icon, you will see the Self enrollment page.

Step 4. Fill-in all the details and most importantly, fill the Enrollment key which acts like a password for accessing a course.


c. Auto enrollment via store

When eCommerce is enabled: If you have eCommerce enabled in your account, the learners will be auto-enrolled to the course once they purchase the product successfully.

Online Documentation - LMS (learning management system)-ScholarLMS System eCommerce


d. Using Cohort sync

Cohort sync is for automatically enrolling members of a cohort in a course. If a user is added or removed from the cohort, they are automatically enrolled or un-enrolled respectively. In other words, cohort sync synchronizes cohort membership with course enrollment.

In a course, go to Course administration->Users->Enrollment methods. The Cohort Sync method will not be visible until you have added at least one Cohort in your site. To add a Cohort, go to Users->Cohort and then Add a new Cohort and return back to the course. Once you add Cohort sync method, the next page will ask Cohort ID, user role to be assigned and any course group that you would like this Cohort to be enrolled.

Cohort sync


Section 4: Assigning system roles

If you want to assign a site-wide role to a user you can use Assign system roles feature. Here is how you can do it.

Step 1. Go to Users->Assign system roles

Step 2. You should have Assign roles on the System page. From this page, you can assign roles to individual users. Let’s choose “Manager” as an example.

Step 3. Assign the role of ‘Manager’ on the System page will open. You should see two columns, left column shows the existing users and right column shows the potential users whom you can assign this role to.

Online Documentation - LMS (learning management system)-ScholarLMS assign roles page

Step 4. Select the users from Potential users column and click on Add button. The added users name will show on the Existing users list.


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