How to invite students to a private institution portal

When a portal is set to private, only users who have been enrolled in the portal will be able to access it.

What a user who is not enrolled in a portal sees if they go to a private portal's URL:

 

In a private portal, an institution admin must invite users to the portal via the Institution Settings, before they can access the portal and 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 students are invited: 

  • existing students (i.e. students who have an OpenLearning account) will automatically be enrolled
  • new students (i.e. students who do not 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 students to your portal, summarised below. 

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

Students will receive the following emails, depending on whether they are a new or existing student.

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 users' 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 the 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.

Welcome to the course emails only:

 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 these emails

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


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

If you select this option, students 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 users' 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:

Students will not receive any emails.


This option should only be used in cases where all students 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 users' emails (one per line) into the box
  • Tick any courses you want to enrol all of these students in
  • 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):

First email:

Second 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 copy of these emails

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

You can enrol these students (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
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