Enrolment Workflow - A step to step guide of making a successful learner enrolment

Enrolment

1. Authentication

Call the Authenticate method, if successful this will return an AuthToken consisting of an ID and a UUID. This two-part token will enable you to call the other API methods for up to 30 minutes before it expires (each subsequent successful API call refreshes the 30 minute window).

2. Synchronising Data from Learning Assistant

Once authenticated, you will need to pull and synchronise data from Learning Assistant. The following data is necessary to create a successful learner enrolment

  1. Courses.GetFrameworks - A list of courses within Learning Assistant, including the Units. Used to populate the mandatory Course UUID or Course QAN and optionally the Units, for the enrolment.
  2. Users.GetTrainers - A list of assessors & verifiers within Learning Assistant. Used to populate the mandatory Primary Assessor and Primary Verifier.
  3. Users.GetNationalities - Supported Nationalities for Learners, an optional field.
  4. Users.GetEthnicities - Supported Ethnicities for Learners, an optional field.
  5. Companies.GetCompanies - A list of Companies within Learning Assistant. Used to populate the mandatory Company UUID for the enrolment.

3. Enrolling the Learner

Once you have gathered the required data, you are now ready to prepare the enrolment. Pull all of the required mandatory data for the Group Enrolment.GroupEnrolment call, along with any optional supported information you may want to push into Learning Assistant.

If you are successful, the response will indicate so and provide you with the Candidate UUID, the Source System Learner UUID (your identifier, passed in) and the student ULN.

If you are unsuccessful, the response will be contain a MessageList item with an array of issues encountered. These will need to be rectified for a successful enrolment.

If you want the Learner to receive a welcome/login email, use the blnSendLoginDetailsOnEnroll argument. This will send a single-use email to allow the user to login and choose a password.
The email link will expire after 24 hours. If the email needs to be re-sent, this can be done within the Learning Assistant application.
It is important to note that if you do not pass any Units into the enrolment, the course will not have any selected units - this goes for both Mandatory and Optional units.
Either pass in the mandatory units (gathered from the GetFrameworks method) along with any optional, or use the Unit Selection tool within the Learning Assistant application.
We would recommend that you log any enrolment requests sent to the GroupEnrolment method.
This will requested if you report any issues with your Digital Support Representative.

4. Updating the Learner

You may need to push updates from your application to Learning Assistant. This is supported (in a majority of cases) via the Group Enrolment - Update.UpdateEnrolment method. The steps are as above, however a lot of the fields are 'nillable' so can be omitted to stop overwriting any data that is possibly within Learning Assistant and not your application - meaning you can push just the fields you wish to update, plus the user identifiers.

5. Pulling Learner progress

You will likely want to periodically pull Learner Progress back into your application. This can be done via the Users.GetProgress method - this brings back the Learner Progress, along with a unit level breakdown.

If you require the progress to be down to an outcome level please refer to the Users.GetProgressFull method.