Enroll and register participants - Article

Choose the right way to add people to training, then manage their signup, status, price, access, cancellation, or move to another delivery.

Updated: 29 Sep 2026

30 min read

Summary

Enrollment connects a person to a specific Training Activity and creates the participant record used to manage their place, access, communications, progress, and completion. People may choose training for themselves or be added through an administrative or automated process. Depending on the process, they may be registered immediately or may first need approval, payment, acceptance of an invitation, or an available seat.

In this article you will learn:

The difference between enrollment, invitations, reservations, approval requests, and waiting-list places
Which enrollment route to use for different audiences and processes
How to enroll existing users, create a user while enrolling, and import participants
How self-enrollment, Storefront visibility, restrictions, approval, commerce, and questionnaires work together
How managers can request or perform enrollment for other people
How QR-code smart links, invitations, and promotions differ
How onboarding rules, subscriptions, nested training, questionnaires, Microsoft Teams, and APIs can enroll users
Which statuses occupy seats and what access each status provides
How to cancel, move, expire, complete, or reactivate participants
Which special cases to check before opening registration

Enrollment creates a signup

In Eurekos, enrolling a person creates a signup for a particular Training Activity. The signup connects the user to that delivery of the training and stores information such as registration status, price, progress, completion, comments, and relevant transaction data.

This distinction is important:

Record or action	What it means
User account	The person's identity and profile in Eurekos. Creating an account does not by itself enroll the person in training.
Signup or enrollment	The record connecting a user to a Training Activity. A successful enrollment normally appears as Registered.
Participant	A user represented on the activity's participant list. The list can also contain non-active statuses such as Reserved, Waiting list, Expired, or Cancelled.
Invitation	An offer to enroll. It is not a registered signup until the recipient accepts or an administrator converts it.
Reservation	A seat held for a named or not-yet-known participant. It does not give access to the training until converted to an enrollment.
Enrollment request	A request awaiting an approval decision. It does not reserve a seat unless another process explicitly does so.
Waiting-list place	A place in the queue when an activity or organization allocation is full. It does not give access or occupy a regular seat.
Progress and completion	Learning records created after enrollment. Cancelling a signup and deleting learning records are different actions.

The interface uses both enroll and register. In this article, both mean creating an active signup unless a different status is stated.

Choose the right enrollment route

The best route depends on who initiates the enrollment, whether the participant should choose the training, and whether approval or payment is required.

Route	Best used when	Result
Enroll from the activity	An administrator knows which existing users should attend	Creates registered signups directly
Create a new user while enrolling	The participant does not yet have an account	Creates the account and a registered signup
Filter-based bulk enrollment	A known group of existing users should attend	Creates a signup for each selected eligible user
Activity-specific spreadsheet import	A large prepared list must be enrolled in one activity	Creates users where permitted and enrolls them in the open activity
General user import	Users, profile data, and enrollment in one or more activities must be processed together	Creates or updates users and enrolls them through the Activity column
Self-enrollment	Participants should find and choose training themselves	Registers immediately, starts approval, opens a questionnaire, enters checkout, or joins a waiting list according to configuration
Manager enrollment or request	Managers should arrange training for their staff or other related users	Registers directly when authorized or creates an approval request
QR-code smart link	People should register from a poster, event, classroom, or controlled campaign	Authenticates the user and enrolls through the activity-specific link
Invitation	Selected recipients should be offered a place	Creates an invitation, optionally with a reserved seat
Promotion	Contact Managers should distribute available places to their audiences	Invites the Contact Managers to nominate or invite other people
On-demand request	The learner requests training that is not yet scheduled	Captures demand for later follow-up; it does not create an enrollment by itself
Reselling Gateway purchase	A buyer should configure and purchase a private group delivery	Creates a private cloned activity and transfers the buyer's signup and Transaction to it
Onboarding or organization rule	Assignment should follow repeatable organizational logic	Enrolls users when the configured rule applies
Subscription	Training is included in a purchased plan or seat allocation	Enrolls automatically or lets an eligible member use a subscription seat
Existing Training module	Enrollment in a parent activity should lead to another activity	Auto-enrolls in one nested activity or lets the participant choose among alternatives
Questionnaire action	A questionnaire response should assign follow-up training	Enrolls according to the questionnaire's configured action
Integration or API	Another system owns the triggering workflow	Creates the signup through the configured integration
Training-history import	Historical learning must be recorded rather than delivered	Adds a historical record; it is not the normal route for granting current training access

These routes all affect the same underlying participant lifecycle, but they do not behave identically. For example, administrator enrollment can override the participant-facing price, whereas paid self-enrollment normally sends the participant through checkout.

Use this article to choose and operate the enrollment route. For the exact configuration behind a route, see:

Self-enrollment Eligibility and Requirements for Storefront availability and eligibility criteria
Participation Approval and Enrollment Requests for approval responsibility, request states, reminders, and outcomes
Registration Details and Capacity for deadlines, seats, organization allocations, and waiting-list behavior
On-demand Training Requests for unscheduled demand capture and conversion
Reselling Gateway for buyer-configured private deliveries

Before you enroll participants

Review the complete activity before opening registration or adding a large group. Enrollment can succeed while the resulting participant experience is still incomplete or unintended.

Area to check	What to review	Why it matters
Learning structure	Confirm that the intended Courses, Calendar Events, Assignments, and Existing Training modules are included and ordered correctly. Check whether any Existing Training module automatically enrolls participants in a nested activity.	A participant can gain access immediately after registration, subject to availability rules. Automatic nested enrollment can also create a signup in another Training Activity, so verify the capacity and eligibility of both the parent and nested activities.
Dates and availability	Review activity start and end dates, module schedules and deadlines, earliest and latest registration dates, Access Expiration, self-enrollment availability, and date-based enrollment restrictions.	The latest registration date can stop new self-enrollment and invitations while existing participants retain access. Automatic waiting-list enrollment also stops when registration is no longer available.
Capacity and organization allocations	Confirm the overall participant limit, waiting-list behavior, authorized administrator overrides, and any seats reserved for specific organizations.	Overall capacity and organization allocations can both determine availability. A participant can be unable to register even when the activity appears to have unused seats because their organization’s allocation is full.
Discovery and eligibility	Review activity publication and availability, Storefront sections and audiences, organization access, prerequisites, enrollment restrictions, required questionnaires, language or linked-activity choices, subscription access, and direct-link policy.	Allow self-enrollment is only one dependency. An Activity Description can open for an ineligible visitor while showing an unavailable message and hiding sensitive enrollment or pricing information. Seeing the page does not prove that the visitor can enroll.
Price, approval, and communication	Determine whether enrollment is free, paid through checkout, covered by a subscription, charged in Virtual Credits, recorded with an administrator-specified price, or subject to participation approval. Review the notifications and Automated Email Workflows that should follow registration.	Administrator enrollment is usually a direct administrative action and can be silent unless notification or automation is selected. Creating a signup does not automatically send every welcome message, account email, calendar invitation, or joining instruction required by the process.

Enroll existing users from a Training Activity

Use direct administrator enrollment when the participants already exist in Eurekos and do not need to choose or request the training themselves.

Open Course Administration → Activities.
Open the Training Activity.
Open Participants.
Select Enroll and choose the option for existing users.
Search for users or apply filters to find the intended audience.
Select one or more eligible users.
Review price and notification options when they are shown.
Confirm the enrollment.

The precise buttons and filters depend on your permissions and platform configuration.

Who can enroll existing users

Administrators can enroll users within the organizations and activities they are permitted to manage. The highest administrative roles can work across all organizations; organization-scoped roles are limited by their assignments and platform configuration.

An instructor can also be allowed to manage participants in Training Activities for which the instructor is responsible. When enabled, the instructor can work with existing eligible users but does not receive unrestricted user-administration rights. An instructor cannot create accounts with a higher role or enroll users outside the permitted organization scope.

If a user cannot be found, check:

Whether the user already exists under another email address
Whether the user is active or blocked
Whether your role can see the user's organization
Whether the user is already represented by a signup or invitation
Whether activity restrictions make the user ineligible

Enroll a filtered group

For a moderate group of existing users, filter the user selector and select the matching people. Eurekos creates a separate signup transaction for each user, so one failure does not necessarily mean every selected user failed.

Review the selected users before confirming. A broad organization or profile filter can include more people than the business request intended.

Set the enrollment price

When the activity uses a regular price or Virtual Credits, Specify price can be available during administrator enrollment. It can let you choose:

One of the currencies enabled for the activity
Virtual Credits, when the participant and organization are eligible
Free

The activity price can be prefilled but remains editable for this enrollment. This is useful for complimentary seats, negotiated prices, internal allocations, or administratively invoiced attendance.

Manual enrollment does not send the participant through the learner checkout. Recording a price on the signup and collecting payment are separate business processes.

Virtual Credits require the user to belong to an organization or suborganization with enough credits. When enrolling several users together, the users must share an appropriate organization context; otherwise the Virtual Credits option can be unavailable or validation can fail.

If Specify price is not used, Eurekos determines the relevant currency from the activity, user profile, and platform configuration.

Decide whether to notify participants

Use the displayed notification option when participants should receive an immediate enrollment message. If you leave it clear, the signup can be created without that one-time message.

Separate email automations may still run when their triggers and conditions are met. Before a large enrollment, test with one user and verify:

The sender and recipients
Language and tokens
Event dates and joining instructions
Account activation requirements for new users
Whether nested activities send additional messages

For more detail, see Automated Email Workflows.

Create a new user while enrolling

Use Create new user from the activity's participant area when a person needs both an account and immediate registration in this activity.

Enter the required identity, contact, language, organization, and profile information, then complete the enrollment options. The fields shown depend on your user configuration.

Consider these dependencies:

Your role must be permitted to create the selected user type and assign the selected organization.
A user with the same email may already exist. Email matching is not case-sensitive.
If the person must sign in, make sure the appropriate account activation or password process is sent.
Profile language can affect communication and which linked language version is presented.
Creating the account and creating the signup are related but distinct operations; review any error messages before assuming both succeeded.

For a larger set of new users, use an import rather than creating them one by one.

Import participants into one activity

The activity-specific import is designed for a prepared spreadsheet of people who should all be added to the Training Activity currently open.

From Participants, choose Import users, download the current template, complete it without changing the required structure, upload it, map or validate the data when prompted, and review the result before processing the full audience.

How the activity-specific import differs

Compared with the general user import:

The target Training Activity is already known, so the file does not need an Activity column.
It can create new users when your role permits.
It can enroll existing users.
It does not update the profiles of existing users.
It can record a specific price.
It does not support Virtual Credits as the enrollment price.

Administrators and support roles can use the import within their permitted scope. Instructors with participant-management permission can assign existing eligible users, but they cannot use the import to create new users.

Organization filtering during import

When the platform's Organization Filter is enabled, most scoped administrative roles can create or enroll users only in organizations to which they belong. A row referencing another organization produces an error. Global roles with full organization access are not limited in the same way.

When Organization Filter is disabled, the roles permitted by the import configuration can specify organizations outside their own memberships. Treat this as a governance decision and validate imported organization values carefully.

Use the general user import for broader changes

Use the user-administration import instead when you need to:

Enroll users in more than one Training Activity
Update profile information for existing users
Combine account creation, profile maintenance, and activity assignment
Use an Activity column to drive enrollment

If Reactivate expired signups is enabled for the general import, importing an existing user with an Activity value can create a new signup when the former signup has expired. This option depends on the Activity column being enabled in the import configuration.

Eurekos skips the reactivation if the activity's expiration rule would make the new signup expire immediately. Always review the import result rather than assuming every expired record was renewed.

For more detail, see Users list.

Reserve seats before the participant is known

A reservation holds capacity without granting training access. Use it when a department, customer, or event organizer has committed to a place but the final participant is not yet confirmed.

A reservation can be created for:

An existing user
A newly created user
An unknown participant represented by reservation details

Reservations appear on the participant list with Reserved status and occupy seats. Convert the reservation when the final participant should become registered.

Do not use a reservation when the person should already be able to open the learning content. Reserved users do not receive participant access merely because a seat is held.

An invitation can also reserve a seat. In that case, the person remains invited until accepting or being converted, but the reserved capacity is already consumed.

Let participants enroll themselves

Self-enrollment is appropriate when participants should discover or receive a link to training and decide to register themselves. The platform's Storefront must be enabled for self-enrollment to be available.

Enable self-enrollment on the Training Activity and configure the Storefront, dates, price, approval, restrictions, and capacity that should govern it. The final result of selecting Enroll can be different for different activities:

Configuration	Participant result
Free and eligible	Registered immediately
Paid	Continues to checkout before registration is completed
Approval required	Creates an enrollment request
Seats full and waiting list enabled	Joins or is offered the waiting list
Restriction not met	Sees the unmet requirement and cannot complete enrollment
Enrollment questionnaire is the only unmet requirement	Completes the questionnaire, then registers or continues to checkout
Covered by an eligible subscription seat	Enrolls using the subscription entitlement

If the activity is full and no waiting list is available, the participant cannot self-enroll. A full activity can also be omitted from the Storefront when waiting lists are disabled for the platform.

Storefront discovery and direct links

Storefront section audiences govern discovery in the Storefront, Global Search, and Catalog API. Place the activity in appropriate sections and test with each relevant organization and audience.

💡 By default, a direct Activity Description link can still work even when the activity is not included in a Storefront section visible to that user. Platforms that require stricter catalog control can enable Block enrollment by Storefront visibility so direct-link enrollment follows the same section visibility. Request Eurekos support for this configuration.

This distinction supports two legitimate designs:

Catalog discovery: people browse or search for the activity in a Storefront section.
Controlled direct access: people receive a link to a self-enrollable activity that is not broadly listed.

Do not rely on obscurity for confidential training. Use the visibility, organization, and enrollment restrictions appropriate to the audience.

Enrollment restrictions

Restrictions can require criteria such as another activity, course, event, assignment, test, video, certificate, date, organization, job function, signup, skill, or questionnaire. Multiple criteria can be combined with AND or OR logic.

The Activity Description shows the requirements and updates the enrollment action when they are met. If the participant is not eligible, the page can still open, but the activity is not enrollable and sensitive enrollment details can be hidden.

When a questionnaire is the only unmet restriction, selecting Enroll opens it in a full-screen flow. After a complete submission:

An eligible participant in a free activity is enrolled.
An eligible participant in a paid activity continues to checkout.
The response is retained even if the participant later abandons checkout.
Closing the questionnaire before submitting does not enroll the participant.

The activity must be published, self-enrollable, and available through the configured Storefront access for this flow. A questionnaire used in this way can be categorized for analytics as an enrollment restriction, and authenticated answers can update profile fields when profile-update rules are configured.

For more detail, see Self-enrollment Eligibility and Requirements, Introduction to Questionnaires and Common Use Cases.

Paid and subscription enrollment

For paid self-enrollment, the participant completes the configured order or checkout flow. The Enroll Form can collect billing and transaction context, including whether the buyer acts as an individual, company, government organization, or another configured customer type.

A subscription can change eligibility. A member with an available subscription seat can enroll in an included activity even when the same activity is not normally offered for standalone self-enrollment outside the subscription. Subscription rules, seat availability, and included content still apply.

For more detail, see Commerce In Eurekos, Introduction to Subscriptions.

Use enrollment approval

Enable participant approval when an authorized person must review a request before registration—for example, for limited budgets, regulated prerequisites, or manager authorization.

A request is not a registered signup and does not occupy a seat while pending. Approvers work from Course Administration → Activities → Requests or the activity's Enrollment requests area, depending on their access and whether requests exist.

Requests can use these review statuses:

Request status	Meaning
Pending	Awaiting review
Potential Fit	Marked for further consideration without approving yet
Approved	Accepted for enrollment, subject to capacity and the configured flow
Declined	Rejected; the person is not enrolled

Approvers can preview the request, review configured questionnaire answers, inspect other relevant requests, mark it as a potential fit, approve it, or decline it. Organization scope affects which activities, people, and requests an approver can see.

Administrative roles with general request access can see approval-enabled activities even when no requests are currently waiting. A person who is an approver only for particular users or activities may see the Requests navigation only when a relevant request exists. A Course Administrator responsible for an activity can see its requests even when an applicant would otherwise fall outside that administrator's usual organization filter.

Approval when the activity is full

If the activity has a finite capacity, uses a waiting list, and is full when approval occurs, Eurekos warns the approver that no regular seats remain. The approver can then, according to permission:

Add the requester to the waiting list
Enroll anyway, increasing the effective occupied capacity beyond the configured maximum
Cancel and decide later

This is why approval should not be treated as a seat reservation. If seats must be protected while approval is pending, use a separate capacity or reservation process.

Use questionnaires in approval

An approval questionnaire can collect information the approver needs, such as motivation, prior experience, accessibility requirements, or cost justification. Its responses can appear as filters and columns in the administrative request view.

Keep approval questions proportionate and avoid collecting sensitive data that is not required for the decision.

For more detail, see Participation Approval and Enrollment Requests, Introduction to Questionnaires and Common Use Cases.

Let managers request enrollment for other people

Managers, Partners, and users assigned as immediate managers can be allowed to arrange training for people connected to them. Immediate manager is a relationship on the user's profile; it is not a separate system role.

From an eligible Activity Description, the manager selects Request enrollment, chooses one or more related users, and confirms the request. People who are already enrolled are excluded.

The result depends on the activity's approval configuration and the manager's authority:

A manager configured as an approver for the relevant person can enroll the person directly.
Another eligible manager creates a request for an approver to review.
A person who does not meet the activity's restrictions cannot be selected for successful enrollment.

The manager can search and filter the available people by organization and configured profile fields. Ineligible people are disabled and the unmet requirements are shown. In a bulk request, Eurekos skips ineligible people and reports how many were not included.

If an approval questionnaire is required, the manager completes it on behalf of each selected participant. The answers are attributed in analytics to the person for whom enrollment is requested. Notification messages are created per requested participant and identify that participant according to the configured email flow.

If everyone connected to the manager is already enrolled, the page can show Go to Training instead of a request action.

For more detail, see Participation Approval and Enrollment Requests.

Enroll with QR-code smart links

Smart links are useful for classroom posters, conferences, physical onboarding packs, equipment labels, or campaigns where scanning a QR code should register the authenticated person in a specific Training Activity.

When the feature is enabled, an administrator can create multiple smart links for one activity. Each link can have:

A descriptive title
A usage limit, or no limit
Active or inactive status
A selected SAML or OpenID Connect sign-in handler, where configured

The code can be downloaded as JPG or PNG, and its URL can be copied for digital distribution.

What happens when the code is used

A signed-in user is sent through the activity's smart-link enrollment.
A signed-out user is sent to sign up or sign in, and enrollment continues after successful authentication.
If public signup is disabled, the user must sign in with an existing account.
If the code specifies an identity provider, that provider is used; otherwise the regular platform sign-in route applies.
Capacity, waiting-list behavior, and other applicable activity rules are evaluated.

Use separate codes when campaigns need different usage limits, identity providers, or operational tracking. Deactivate a code immediately if it is distributed to the wrong audience or should no longer be accepted.

A smart link is not a substitute for access governance. Test the complete signed-out and signed-in journey before printing or publishing the code. As this has a license impact and anonymous user support, this is activated from Eurekos support.

Invite people to enroll

An activity invitation is appropriate when selected people should receive an offer but should not be registered immediately.

Invitations are managed separately from active enrollments in the activity's participant area. Depending on configuration, you can invite:

An existing registered user
A person who does not yet have a Eurekos account
A recipient without reserving a seat
A recipient with a seat reservation

An invitation without a reservation does not occupy capacity. An invitation with a reservation does.

Invitation records can show states such as Invited, Reserved, Enrolled, Cancelled, Expired, or Blocked, with registered or unregistered variants where relevant. An administrator can convert an eligible invitation to enrollment or cancel it. A signed-in recipient can review available invitations from My overview → My invites.

Invitations cannot be created after the activity's latest registration date. The invitation's destination must also provide a valid way to complete registration. If it depends on self-enrollment or direct-link access, test those rules for the intended recipient before sending a large batch.

Invitation, reservation, and promotion are different

Method	Recipient	Occupies a seat immediately?	Who takes the next action?
Invitation	Intended participant	No	Recipient accepts, or administrator converts
Invitation with reservation	Intended participant	Yes	Recipient accepts, or administrator converts
Reservation	Known or unknown participant	Yes	Administrator assigns or converts it
Promotion	Contact Manager	No, unless a later invitation reserves one	Contact Manager invites or nominates participants

Promote available places through Contact Managers

Promotion is an optional distribution workflow. Instead of inviting final participants directly, the administrator promotes an activity to Contact Managers, who can then invite people from their permitted audiences.

A promotion can be sent to all Contact Managers or selected contacts. Configure its subject, message, optional deadline, and whether reminders should be sent while seats remain available.

When a person becomes a Contact Manager, the person is added to active promotions and can receive their current messages and future reminders. Review active promotions when changing Contact Manager assignments so new contacts do not receive irrelevant campaigns.

Promotion and enrollment are separate stages. Neither a Contact Manager receiving a promotion nor an end recipient receiving an invitation means that the end recipient is Registered.

For more detail, see Introduction to Invitations and Promotions.

Enroll through rules and connected processes

Use automated or integrated routes when enrollment follows repeatable business logic rather than an administrator's one-time selection.

Onboarding rules

An onboarding rule can assign a Training Activity when a new or updated user matches its configured criteria. Use it for required induction, role-based programs, partner onboarding, or organization-specific training.

Before activating a rule, confirm:

Which users and organizations it can match
Whether it should apply only at onboarding or on later profile changes
How existing signups and duplicates are handled
Whether the target activity has capacity, expiry, or nested enrollment
Which emails the resulting signup triggers

Test with representative users before applying a broad rule.

Organization-level activity assignment

Organization settings can associate activities with members of an organization. Use this when training entitlement or assignment belongs to organizational membership rather than an individual administrator decision.

Check whether suborganizations inherit the intended behavior and what happens when a user moves between organizations.

Subscription enrollment

A subscription purchase can enroll the buyer or allocate seats that members use for included Training Activities. This route has its own rules for membership, seat consumption, included activities, and renewal. Do not model it as ordinary free self-enrollment.

Existing Training modules

An Existing Training module can enroll a newly registered parent participant into another Training Activity.

Automatically enroll participants is available when exactly one nested target is selected. It affects new parent enrollments after the setting is enabled; it does not retroactively enroll existing parent participants. If the target is full, the new participant can be placed on its waiting list when configured.

When the module offers multiple linked or repeated activities, automatic enrollment is unavailable and the participant chooses an eligible option instead.

For more detail, see Existing Training (nesting).

Questionnaire assignment

A questionnaire can use an Assign activity action to enroll a respondent in follow-up training. Use it for assessment-driven recommendations or branching onboarding, and document the conditions clearly so administrators understand why the signup was created.

Microsoft Teams and other integrations

An existing Microsoft Team can be used as an enrollment source, and enrollment in a connected activity can add participants to its Team. These changes are event-driven; they should not be assumed to provide continuous two-way synchronization.

APIs can also create signups or initiate catalog enrollment. Use the supported API documentation, service credentials, validation, and retry behavior. Keep the external system's enrollment identifier or audit record so failed and duplicate operations can be reconciled.

Historical training

Import training history when the goal is to record prior learning or an externally completed activity. Do not use historical import merely to bypass the current activity's registration and learning process.

Understand participant and request statuses

The participant list and the enrollment-request list represent different stages. A request can become a participant record after approval, but Potential Fit and Declined are not participant signup statuses.

Participant signup statuses and capacity

Signup status	Training access	Occupies a seat	Typical next action
Registered	Yes, within activity access rules	Yes	Participate, cancel, move, expire, or complete
Reserved	No	Yes	Convert or cancel the reservation
Waiting list	No	No	Wait for automatic or administrator enrollment
Expired	No	Yes	Review, reactivate where appropriate, or keep as history
Cancelled	No	No	Keep as history or reactivate where permitted
Invited without reservation	No	No	Accept, convert, cancel, or let expire
Invited with reservation	No	Yes	Accept, convert, or cancel
Pending approval	No	No	Approve, decline, or mark Potential Fit

An administrator can register beyond the configured activity capacity in permitted workflows. This does not mean the maximum was ignored; it means the occupied count can exceed it. Review venue, instructor, license, and event-conference limits before overriding capacity.

Automatic waiting-list enrollment

When an occupied place becomes available, Eurekos can register the oldest eligible waiting-list entry. It evaluates both overall capacity and organization-specific limits.

The process skips users who are no longer eligible, blocked, or cancelled. It does not automatically enroll after the latest registration date or when self-enrollment is no longer available. If the first person cannot use the open organization allocation, a later eligible person can be selected.

Converting a waiting-list entry or non-reserved invitation manually while the activity is full can extend the occupied capacity. Check the warning and intended limit before confirming.

For more detail, see Registration Details and Capacity, Waiting list.

Manage participants after enrollment

Opening Participants gives authorized administrators and instructors a working list of signups. Available individual and bulk actions depend on status and permission.

Action	What it does	Important considerations
Cancel	Changes the participant’s signup to Cancelled when the person should no longer have access or occupy a seat. A cancellation email can include the activity’s modules and Events.	Cancellation does not erase module progress, reporting data, or certificates. Use the appropriate user-data process if privacy or data correction requires information to be deleted.
Reactivate	Where available, returns an eligible cancelled or expired participant to active status.	Recheck registration dates, activity availability, capacity, payment, eligibility, and required communication before reactivating the signup.
Expire access	Ends the participant’s normal access to the training. Expiry can be applied manually or occur automatically through the activity’s Access Expiration rule.	An expired activity normally disappears from participant views such as Trainings I attend, My Trainings, and training statistics. The expired signup continues to occupy a seat. Use cancellation or another seat-management action when the objective is to release capacity.
Mark complete	Allows an authorized user to force-complete a participant when verified learning occurred outside the normal tracking process.	Completion can trigger certificates, Automated Email Workflows, reporting results, and progress in a parent activity. Apply it only when suitable evidence exists.
Revoke completion	Removes a completion that another user applied manually.	It is not intended to remove completion earned naturally by satisfying the activity’s learning requirements.
Start a new attempt	Where the activity and learning content support attempts, an administrator can stop the current attempt or begin a new one.	Review which progress, answers, assessment results, and completion data will be retained or reset. Do not use a new attempt as a troubleshooting shortcut without understanding the consequences.
Edit price	Changes the price recorded on an existing signup for supported order types, including Manual, Invoice, Cash, Online, and QR-code orders.	Changing the signup price does not settle payments, issue refunds, correct invoices, or move Virtual Credits. Complete any required commerce actions separately.
Edit signup details and comments	Authorized administrators and responsible instructors can add or edit comments associated with the signup. Participant comments collected during checkout can populate the same area when Enroll Form Comments is configured.	Everyone permitted to access the signup can see these comments. Do not record confidential or sensitive information that should not be visible to that administrative audience.
Use bulk actions	Depending on the selected statuses, administrators can cancel, expire, reactivate, or move participants; mark completion or revoke manual completion; and download certificates, badges, or nameplates.	Filter the list first, confirm the number of selected participants, and verify that the action is valid for every included status. Export or retain an appropriate record when the change is operationally significant.

Move participants to another Training Activity

Use Move when a registered person should attend another compatible delivery—for example, a later date, another location, or a linked event.

The administrator can choose whether to:

Cancel the current signup after the move
Keep the current signup as well as the new one
Notify the participant
Send an administrative confirmation

Participant data is transferred by background processing. Progress, report data, status, and certificates may therefore take time to appear on the target activity.

Compatible move targets

Eurekos limits targets to activities that can represent the current learning structure:

A single Course can move to another activity containing the same Course.
A single Calendar Event or Assignment can move to a linked activity.
Several Calendar Events require the same number of linked event modules.
Several Assignments require the same number of linked assignments and an activity-level schedule.
A multi-course activity can be a target when it contains all course modules from the current activity.
A learning path requires the same Course-module structure.

Compatibility is directional. A target may contain additional modules and still be eligible in some cases, while moving in the opposite direction may not be.

Before moving, compare price, schedules, instructors, event capacity, questionnaires, certificates, expiration, email automations, and nested enrollment. Structural compatibility does not guarantee an identical participant experience.

Bulk move is available for eligible selections.

Let participants change their own activity

When re-enrollment is enabled for the platform, a participant can see Change dates in learn mode for eligible scheduled and self-enrollable alternatives.

Typical matching rules are:

Same Course for a single-course activity
A linked activity for a single Calendar Event or Assignment
The same Course-module structure for a learning path

An activity-level schedule is required in relevant assignment and learning-path cases. Existing Training modules are not part of the Course-structure match used for this participant choice, so review their effect separately.

Related participant choices can include Change language for linked language versions and Change training for configured alternatives. Each choice creates or transfers the user to another Training Activity; it does not translate or reschedule the existing signup in place.

Administrator Move has broader compatibility rules and does not depend on the participant re-enrollment setting.

For more detail, see Existing Training (nesting), Recurring events and activities.

Verify the configuration

Use representative accounts and the routes enabled for your delivery. Check the relevant outcomes before launch and after a material change; an administrator preview alone does not verify the participant experience.

Scenario or check	Expected result or evidence
End-to-end participant route	Take a representative user from discovery, invitation, or administrative enrollment through sign-in and access. New users receive the activation information they need.
Audience and availability	Storefront, direct links, organization rules, schedules, access dates, and module availability work for the intended participants rather than only administrators.
Capacity and decisions	Seats, allocations, reservations, approval questionnaires, and waiting-list outcomes match the operating process. Test nested automatic enrollment or participant choice where used.
Commercial route	Where used, test prices, currency, tax, Virtual Credits, subscription context, and checkout through the exact enrollment route.
Operational handoff	Responsible administrators, instructors, managers, and approvers have the necessary scope. Participant lists and reports expose the required information, and enrollment, cancellation, reminder, and Event messages agree.

Common enrollment scenarios

Scenario and objective	Recommended configuration	Result and considerations
Mandatory compliance training Assign required training to a defined population without relying on participants to find it.	Use an onboarding or organization rule to enroll the intended audience. Configure an appropriate access period, reminders, and escalation.	Avoid self-enrollment when participation must not depend on participant action. Test that new users receive account-activation information before the first training reminder.
Limited classroom with manager approval Control access to a delivery with limited seats.	Configure activity capacity, organization allocations where required, a waiting list, and participation approval. Allow managers to request places for eligible staff.	Approvers can review questionnaire answers and approve the request, place the participant on the waiting list, or exceptionally enroll beyond capacity. Define when an override is permitted.
Public paid workshop Sell an instructor-led workshop to public visitors.	Enable the public Storefront, self-enrollment, registration dates, price, checkout, and the Enroll Form. Place the activity in an appropriate public Storefront section and configure SEO separately when required.	Test anonymous and registered-user experiences, successful payment, enrollment creation, confirmation, and abandoned checkout.
Invitation-only partner session Invite selected partners without making the activity broadly discoverable.	Enable a valid invitation-completion route while keeping the activity out of broad catalog discovery. Send individual invitations and reserve seats only when recipients require protected capacity.	If strict Storefront-based direct-link blocking is enabled, confirm that invitees belong to the required audience. Test the complete invitation route with a representative partner account.
Conference QR registration Provide a quick enrollment route from printed or on-site material.	Create a named smart link with an appropriate usage limit and potentially a sign-in provider. Test it while signed out and signed in, generate the QR code, and keep it inactive until the campaign opens.	Monitor use during the campaign. Deactivate the link after the event or immediately if the code is distributed beyond the intended audience.
Program with several available dates Let participants or administrators select another delivery of the same training.	Create linked or structurally compatible activities for each delivery. Enable participant Change dates where self-service is appropriate, or move participants administratively. For Existing Training, configure one target for automatic enrollment or several targets as participant choices.	Verify eligibility, available seats, price, schedule, location, and communication for every option. Decide whether changing dates should preserve the participant’s existing progress and transaction history.

FAQ

Is an invitation the same as enrollment?

No. An invitation is an offer to enroll and does not create a Registered signup until the recipient accepts it or an administrator converts it. An invitation without a reservation does not occupy a seat; an invitation with a reservation does.
Does a reservation give the participant access?

No. A reservation holds capacity but does not give access to the training. Convert it to a Registered signup when the final participant should attend.
Does administrator enrollment automatically notify the participant?

Not necessarily. Direct administrator enrollment can be silent unless the displayed notification option is selected. Separate email automations can still run when their triggers and conditions are met. Test one signup before enrolling a large audience.
Can an administrator enroll someone when the activity is full?

An authorized administrator can deliberately register beyond the configured activity capacity in supported workflows. This makes the occupied count exceed the stated maximum; it does not create physical venue space, instructor capacity, webinar licenses, or equipment. Review the operational limit before confirming.
Does a pending approval request reserve a seat?

No. Pending approval does not occupy capacity. If the activity fills before approval, the approver must add the requester to the waiting list or deliberately enroll beyond the configured limit.
Why can a participant open the Activity Description but not enroll?

Opening the page does not guarantee eligibility. Check registration dates, self-enrollment, Storefront audience, direct-link policy, organization, restrictions, questionnaire, approval, capacity, subscription, and price. Eurekos can keep the page visible while showing an unavailable message and hiding sensitive enrollment details.
Why does the activity not appear in search?

Check whether it is included in a Storefront section visible to the user. Storefront audiences also affect Storefront search, Global Search, and Catalog API discovery. Then check availability, language, organization, subscription, status, and capacity rules.
Why can I not find a user when enrolling from the activity?

Check the administrator's organization scope, the user's organization and account status, alternate email addresses, existing signups, and whether the person is already invited. Scoped administrators and instructors cannot necessarily see every platform user.
Do QR-code smart links bypass every enrollment rule?

No. The smart link must be active, remain within its usage limit, and complete authentication. Applicable capacity and waiting-list behavior can still affect the result.
However, a smart link is a separate enrollment route rather than normal Storefront self-enrollment, and the activity-level Organization restriction used for self-enrollment does not block QR enrollment. Distribute smart links only to the intended audience.
What happens when I cancel a participant?

Cancellation ends active access and releases the seat, but it does not erase existing module progress, reports, certificates, or the signup history. Correct or revoke a learning record separately when authorized.
Why does an expired participant still occupy a seat?

Expired status ends access but retains the occupied seat. Use the appropriate cancellation or capacity process if the seat must be released.
Why does a moved participant not appear complete immediately?

Move processing can continue in the background. Allow time for progress, status, reports, and certificates to appear, then compare the source and target activity structures if data remains missing.
Can a participant enroll in two linked dates?

Yes, when platform re-enrollment is disabled, enrolling in another linked option does not automatically cancel the first signup. When re-enrollment is enabled, Change dates or Re-enroll moves the participant by cancelling the current signup and registering the selected alternative.