In this article:
Adding Participants to your course
Bulk participant upload validation:
- When an email address is incorrect
- When you have insufficient Learner Access Passes
- Successful bulk enrolment (without validation errors)
Additional Resources:
This help article is supported by
- a PDF step-by-step guide with detailed screenshots (found at the end of this article)
- a short video tutorial.
Creating a course
Navigate to the Instructor Portal and from the “Manage” menu, select "Manage Courses"
The green Learner Access Pass tile shows that you have 8 Learner Access Passes available to assign to the next 8 participants for your next course.
Click "Create New Course Listing"
The steps to create a course in the Instructor Portal have not changed. For the purpose of this article, we’ll skip the steps to create the course.
Once the course has been created, you can see that the tile in the Manage Courses menu has changed from green to red.
This is because you need at least 6 Learner Access Passes to create a course.
The following table describes the numbers displayed in the course tile.
| Available: 2 | This indicates that you have 2 available Learner Access Passes (in addition to the 6 reserved ones) to use to add participants to a course. You cannot create a new course until this “Available” number is 6 or more. |
| Reserved: 6 | This indicates that the 6 Learner Access Passes that you used to create this course are reserved for the first 6 participants that you add to this course. |
| Assigned: 0 | This indicates that you have not assigned any participants to enrolled participants to your course. |
You will notice that the red tile has also changed from Create New Course Listing to Buy Learner Access Passes. Selecting this tile while it is red will direct you to the MHFA Shop, where you can purchase more Leaner Access Passes.
Adding Participants to your course
From the “Manage” menu, select "Participant Management"
Navigate to the course you are working with and select the "View Participants" button
You will notice that you have 8 available Learner Access Passes FOR THIS COURSE to use to add participants. This is a combination of the 6 reserved and 2 available passes.
In this example, we are going to add 1 participant to this course
Click "Add New Participant"
In this example, we are adding Test1 User1 to the course.
Complete the participant's First name, Surname and email address (as you would normally do). Once you have filled in the participant details, click "Add Participant"
Once the participant has been successfully added, click "Back to Participant List"
You will notice that you now have 7 available Learner Access Passes FOR THIS COURSE to use to add participants. This is a combination of the 5 reserved and 2 available passes.
In the Manage Courses screen, your inventory now looks like this:
| Available: 2 | This indicates that you have 2 available Learner Access Passes (in addition to the 5 reserved ones) to use to add participants to a course. You cannot create a new course until this “Available” number is 6 or more. |
| Reserved: 5 | This indicates that you now have 5 Learner Access Passes reserved for the next 5 participants that you add to this course. (from the original 6) |
| Assigned: 1 | This indicates that you have now assigned the first reserved Learner Access Pass to Test1 User 1, who is now enrolled in this course. |
In this example, we will add multiple participants to this course using the bulk upload feature.
From the “Manage” menu, select "Participant Management"
Navigate to the course you are working with and select the "View Participants" button
Select the "Bulk Participant Upload" button
The bulk upload feature requires you to use a CSV file that must contain the following columns:
A deviation from this format will result in errors.
To assist, we have provided a template to use. To access the template, click the "Download Sample CSV" button
Once you download the sample CSV, keep it on file for future bulk uploads.
Populate the CSV file with your participant’s details. Ensure you SAVE the file as a CSV file.
When you are ready to upload the participants in your file, select the "Upload Files" button. The system will ask you to upload the file from where you saved it on your system.
You will notice that the Validate file button is now green.
Select the "Validate File" button to display the list of participants.
The Validate file button will check the following:
- If there are enough Learner Access Passes available to enrol the list of participants you are attempting, and
- Check for email address formats to ensure accuracy
Bulk upload validation: When an email address is incorrect.
In this example, we have deliberately left a space in the email address for Test7 User7:
Click "Bulk Participant Upload"
Click "Upload Files"
Click "Validate File"
The validation produces the CSV contents in a format ready to enrol participants in this course. You can see that the email address for Test7 User7 contains a space.
Select the "Enroll Participants" button to proceed.
This creates a Validation Failed error. The error is described for you.
Once you are aware of the error, close the error message pop-up.
To proceed with your bulk enrolment, you will have to correct the error in the CSV file that you have saved.
Correct the error in your file and ensure you SAVE the file as a CSV file. Repeat the steps above until you receive a success message.
Bulk upload validation: When you have insufficient Learner Access Passes.
In this example, we will attempt to enrol 8 additional participants when we only have 7 Learner Access Passes
Click "Bulk Participant Upload"
Click "Upload Files"
Click "Validate File"
Click "Enroll Participants"
This creates an Enrolment Blocked error.
"You are attempting to enroll 8 participants, but only 7 Learner Access Passes are available. Please adjust your upload file or purchase more passes”
Once you are aware of the error, close the error message pop-up.
To proceed with your bulk enrolment, you will have to correct the error in the CSV file that you have saved.
Correct the error in your file and ensure you SAVE the file as a CSV file.
In this example, you can either:
- Remove the surplus participant details, OR
- Purchase more Learner Access Passes from the shop before attempting the bulk enrolment.
Successful bulk enrolment (without validation errors)
Click "Bulk Participant Upload"
Click "Upload Files"
Click "Validate File"
Click "Enroll Participants"
You will know this worked when you see a “Success” message like this.
Your list of participants is now enrolled in your course. The available Learner Access Passes for this course have now reduced to 0.
The "Add New Participant" and “Bulk Participant Upload" buttons are now disabled due to insufficient Learner Access Passes.
To add more participants to this course, you will need to purchase more Learner Access Passes.