How to invite people to a private institution portal

When a portal is set to private, only users who have been invited or enrolled in the portal by an Institution Admin will be able to access it or any courses within it.

You can invite users individually via email or as a bulk invite (one email address per line) in People > Invite People.

When people are invited: 

  • Existing OpenLearning users (i.e. users who already have an OpenLearning account) will automatically be enrolled
  • New people (i.e. people who do not yet have an OpenLearning account) will be invited and their invitation will be pending until they create their account

 

There are 4 main options to choose between when inviting people to your portal, summarised below. 

  • Option 1: Email the invited people to let them know they've been invited
  • Option 2: Email the invited people to let them know they've been invited AND enrol them in courses
  • Option 3: Invite/enrol people without sending any emails
  • Option 4: Automatically create an account for invited people and email them their password

 

For all options, you need to go to:

  • Institution Settings > People > Invite People

before choosing the relevant option/s, outlined in detail below.


To use this option:

  • Add peoples' emails (one per line) into the box
  • Tick Email the people above to let them know they've been invited
  • Click Invite all users

After Invite All Users has been clicked:

People will receive the following emails, depending on whether they do or do not have an account already on OpenLearning.

Only one email:

Note:

1] The email invitation will be from whichever account you are logged in from when you send the invitation

2] You can edit the written copy of this email in Institution Settings > Appearance (we recommend testing this email by sending it to yourself before sending it to real users)

The Pending Invitations list at People > Invite People (and scroll down). Once they create an OpenLearning account using the invited email address, they will move to the People > Overview list.

The following email:

 Note:

1] The email invitation will be from whichever account you are logged in from when you send the invitation

2] You cannot edit the written copy of this email

Automatically enrolled in the institution and will appear in the People > Overview list:


To use this option:

  • Add peoples' emails (one per line) into the box
  • Tick any courses you want to enrol all of these students in
  • Tick Email the people above to let them know they've been invited
  • Click Invite all users

After Invite All Users has been clicked:

Only the one email, identical to Option 1 (i.e. they will not receive emails about course enrolments):

Note:

1] The email invitation will be from whichever account you are logged in from when you send the invitation

2] You can edit the written copy of this email in Institution Settings > Appearance (we recommend testing this email by sending it to yourself before sending it to real users)

The Pending Invitations list at People > Invite People (and scroll down). Once they create an OpenLearning account using the invited email address, they will move to the People > Overview list.

The following email:

Welcome to the course emails:

 Note: 

1] Students will receive welcome emails for each course they are enrolled in

2] The course enrolment emails do not contain who the invitation is from

3] You cannot edit the copy of the Welcome emails

Automatically enrolled in the institution and will appear in the People > Overview list:


You can invite people into the portal and invite/enrol them in courses without generating any emails.

If you select this option, people will not know they have been invited or enrolled in the portal or courses at all. You would need to send your own independent email (outside of OpenLearning) to let them know they have been invited or enrolled.

To use this option:

  • Add peoples' emails (one per line) into the box
  • Tick any courses you want to enrol all of these students in
  • Click Invite all users

After Invite All Users has been clicked:

People will not receive any emails.


*This option should only be used in cases where all people in the bulk invite batch do not have OpenLearning accounts.* This option will automatically create OpenLearning accounts for these new users and will email them their login details.

If you select this option, you SHOULD NOT tick Email the people above to let them know they've been invited - as this will send the "Welcome to the course" emails that may be confusing for new users at this stage.

To use this option:

  • Add peoples' emails (one per line) into the box
  • Tick Automatically create an account and email them their password
  • Click Invite all users

 After Invite All Users has been clicked:

The following two emails (in this order):

Email 1:

Email 2: 

 

Note:

1] The email invitation will be from whichever account you are logged in from when you send the invitation

2] You cannot edit the copy of Email 1

3] You can edit the copy of Email 2 in Institution Settings > Appearance (note this will include the login details as above)

Automatically enrolled in the institution and will appear in the People > Overview list:

You can enrol these people (who you just invited/enrolled by ticking Automatically create an account and email them their password) into courses, by doing the following:

  • Adding their email addresses again into the Email Addresses box and following the steps in Option 2; or
  • Going to the individual courses you want to enrol students in and invite them via Administer Students > Students

What if I want to generate usernames for new students?

When inviting multiple students via Institution Settings > Invite People, add a comma after their email address and type the student's full name.

The name will be utilised in order to generate that student's new username.

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