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Enrol participants using Warwick auto-enrolment

This guide explains how auto-enrolment can be enabled and how participants can gain access to a Moodle space via auto-enrolment.

Moodle provides multiple enrolment methods that can be used to provide participants with access to Moodle spaces. With auto-enrolment enabled, participants are permitted to enter a space and are automatically enrolled and added to the participants list. Warwick Auto-enrolment also provides options to limit access by department or participant type.

Auto-enrolment differs from the self-enrolment method as users are not required to confirm their enrolment by clicking the “Enrol me” button. Auto-enrolment also provides the option to limit access by department or user type which is not possible for self-enrolment. For example, you could only permit undergraduate students in the School of Law to auto-enrol on a space.

Enable Warwick Auto-enrolment

  1. Access the Moodle space for which you want to set up auto-enrolment.
  2. Click on the burger icon to open the Navigation Drawer if not already open.
  3. Select ‘Participants’ to open the participants list.
  4. Click on the gear icon to open the action menu.
  5. Select ‘Enrolment methods’.
  6. From the drop down ‘Add method’ select ‘Warwick Auto enrolment’.
  7. If required, you can change the following settings:
    • ‘Custom instance name’ – if left blank, it will be called “Warwick Auto Enrolment”.
    • ‘Allow Warwick Auto enrolments’ – leave as ‘Yes’ to enable the enrolment method.
    • ‘Default assigned role’ – will be the role assigned to users when they are auto-enrolled on the space.
    • ‘Send course welcome message’ – tick if you wish to send a welcome message to users when they are enrolled. Once ticked, enter the message in the ‘Custom welcome message’ field.
    • To allow access by any user, do not select a designation or department. To apply restrictions:
      • By type of user, for example undergraduate students only, select the designation(s) from the ‘Available Designations’ list and click ‘Add’.
      • By department, select the department(s) from the ‘Available Departments’ list and click ‘Add’.
  8. Click ‘Add method’ at the bottom of the page.
You can select multiple designations and departments at a time. For example, you could allow undergraduates and postgraduates from Maths and Statistics to auto-enrol on a space.

Edit Warwick Auto-enrolment

  1. Click on the burger icon (burger menu) to open the Navigation Drawer if not already open.
  2. Select ‘Participants’ to open the participants list.
  3. Click on the gear icon (cog icon) to open the action menu.
  4. Select ‘Enrolment methods’.
  5. Click on the gear icon (cog icon) next to the auto enrolment method you want to edit.
  6. Make the desired changes. For a description of the fields, see step 7 in 'Enable Warwick Auto-enrolment' above.
  7. Click ‘Save changes’.

Disable/Enable Warwick Auto-enrolment

  1. Click on the burger icon (burger menu) to open the Navigation Drawer if not already open.
  2. Select ‘Participants’ to open the participants list.
  3. Click on the gear icon (cog icon) to open the action menu.
  4. Select ‘Enrolment methods’.
  5. Click on the eye icon next to the auto enrolment method you want to disable/enable. The eye icon indicates that the enrolment method is enabled. If the eye icon is crossed out, the enrolment method is disabled.

Delete Warwick Auto-enrolment

  1. Click on the burger icon (burger menu) to open the Navigation Drawer if not already open.
  2. Select ‘Participants’ to open the participants list.
  3. Click on the gear icon (cog icon) to open the action menu.
  4. Select ‘Enrolment methods’.
  5. Click on the bin icon (delete icon) next to the auto enrolment method you want to delete.
  6. Click on ‘Continue’ to confirm the deletion of the Warwick Auto-enrolment method.

How do users access a Moodle space with auto-enrolment enabled?

With Warwick Auto-enrolment enabled, users will be automatically enrolled on a space when they access it for the first time with the role defined when setting up Warwick Auto-enrolment. This allows users to either:
a. Access the space via a URL that has been shared with them.

b. Search for the space in Moodle, using the module code or (part of) the title in the search box in the top right corner.

    The information on this page relates to Moodle 3.6 and was last updated February 2020.

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