Manage Course Instances

Learnexify Course Instances
A course instance in Learnexify refers to a specific, active batch or session designed for student enrollment and instruction. It acts as the operational hub for managing schedules, participant limits, daily timings, and academic workflows within a defined timeframe. Essentially, course instances allow for the structured organization and management of all active learning sessions in the system. 
 
 How to Create a course instances 
 
 After logging in, on the dashboard. 
 Open the side drawer. 
 Click on Program and select Manage course instances. 
 
 
 
 Upon selection, a management page will be displayed showing a list of all existing course instances. To create a new course instance , click the “ Add course instance” button.  
 
 
 Fill in the following details: 
 
 Course Description This field shows the main course name and code. It acts as a confirmation so you know exactly which parent course you are creating a specific class batch for. 
 Assigned batches This section displays the learning batches or groups that are already added to this class. 
 
 How to Assign a batch: 
 If you need to assign a batch to this course instance, follow these steps: 
 
 From the Learnexify Dashboard, open the Learnexify Administration block from the Side Drawer , click on Program, and then click on Manage batches. 
 Open the specific batch you want to assign a course instance to. 
 After opening the batch, click on the course instance tab where you will see your already created instances. 
 If you want to assign more, click the Available to Assign button. 
 
 
 
 
 Select the course instance you want to link and click the arrow button. 
 
 
 An option will appear: "Auto-enroll users into this course instance when they are added to this batch." 
 
 
 This allows the system to automatically enroll any student into this specific course instance as soon as they are added to the batch, saving you the time of doing it manually. 
 
 

 
 
 
 
 Select the option and click the green tick icon. 
 
 
 Now, go back to the course instance creation form and reload the page; the batch will now show as assigned to this course instance. 
 
 Unassigned batches This field is used to select and add new batches or groups to this class that have not been linked yet. 
 ID Number (Required) Enter a unique name or number for this class batch (e.g., Batch-01-2024). This field is mandatory and helps the system identify the specific session. 
 Start Date Check the 'Enable' box to select the specific calendar date when the course should officially start. 
 End Date Check the 'Enable' box to select the date when the course should officially finish. 
 Start Time Set the exact time when the class starts daily. Use the ‘Disable’ checkbox if there is no fixed daily time (e.g., for self-paced courses). 
 End Time Set the time when the class ends daily. Use ‘Disable’ if there is no fixed finishing time. 
 Max # of Students Enter the maximum number of students allowed to join this batch. This helps manage classroom or server capacity. 
 Expiration Duration Enter how long a student will have access to the course after they enroll (e.g., enter 1m for 1 month). This ensures students finish their studies within the allotted time. 
 Notification Duration Enter how many days or weeks before the course ends a student should receive an automated reminder. (Example: 1w for one week). 
 Learnexify Course Select the specific online course module from the dropdown list that you want to connect to this class. This is the material the students will actually study. 
 Auto Create Course from Template If checked, the system will automatically create the online course for you using a pre-defined "Master Template," saving you from setting it up manually. 
 Auto Enrol from Waitlist If checked, the system will automatically add the next student from the waitlist if a seat becomes empty because another student left. 
 
 
 Finalizing the Process: 
 After entering all the required information, scroll to the bottom of the page and click the Save Changes button to successfully create the course instance. 
 After clicking 'Save Changes', the course instance will be displayed in the course instance list. An explanation of each icon is provided below.

How to Edit a Course instance
To edit a course instance, follow the steps below:  
 
 Begin by navigating to the Learnexify Dashboard and expanding the side drawer menu. From the available options, select Program and then click on Manage course instances. 
 
 
 
 A comprehensive list of all active and past course instances will be displayed. Browse through the list to identify the specific session you wish to modify. 
 Click on the Edit icon located next to the relevant course instance . This action will open the configuration form in edit mode , displaying all currently saved details. 
 
 
 
 
 Make the necessary adjustments to the fields, such as updating the Start/End Dates, modifying the Student Capacity, or re-configuring the Notification Durations. 
 
 
 After reviewing your updates for accuracy, scroll to the bottom of the page and click the Save Changes button. The system will immediately apply the updates, and the modified course instance will reflect the new information in the management list. 
 
 
 
  

How to Enroll Students in a Course Instance
From the list of all course instances, click the Enrollment icon for the specific course instance to which you want to enroll students. 
 
 Navigating the Enrollment Interface: 
 After opening the Enrollment tab, you will see a list of users who are currently registered in the course instance. To add additional students, click the Enroll Student button. 
 
 A list of available users will be displayed . Identify the student you want to enroll and click the arrow icon next to their name to open the enrollment configuration area. 
 Before finalizing, you must fill in the following academic and administrative details: 
 
 Enrollment Date: Select the official date the student begins their participation in the course instance. 
 Status: Define the current state of the enrollment, such as Active, Pending, or Inactive. 
 Grade: Record the student’s performance or marks achieved in the course instance. 
 Credits: Enter the academic workload or credit value assigned to the student for this course instance. 
 Locked: Enable this toggle to freeze the enrollment data, preventing any further changes to the student's record. 
 Waitlist: This feature is used to manage students when the course instance has reached its maximum seat capacity, placing additional users in an organized queue. 
 
 Click the green tick (✔) to confirm the enrollment and save the details. If you decide not to proceed, click the red cross. 
 
 To confirm that the process was successful, click on the Currently Enrolled button. This will display all users who have been successfully added to the course instance and are now active participants. 
 Searching for Specific Users: 
 If the student you want to enroll is not visible in the initial list, follow these steps to locate them: 
 
 Click the Enroll Student button. 
 Click the Add button located in the filter section. 
 A dropdown list of search fields will appear. Select the appropriate criteria, such as:
 
 Email Address 
 Username 
 City/Town 
 Country 
 
 
 Enter the user's specific information in the selected field. 
 
 Once the matching user appears in the results, select them using the arrow icon , fill in the enrollment details, and click the green tick (✔) to complete the assignment. 
 
 Bulk User Action: 
 Purpose: Use this feature to assign multiple Users efficiently.  
 Method 1: 
 
 Select those users you want to assign. 
 After making your selections, click the “Add All 13 Selected Items” button to add the selected users. The number displayed in the button (e.g., 13) represents the number of items currently selected and will change depending on how many items you select.  
 
 
 
 Then click on the Assign button in the Bulk Assignment Section to move the users to the assigned list. 
 
 
 Method 2: 
 
 Click the “Add All 501 Search Results” button to add all users with a single click. The number displayed in the button (e.g., 501) may vary depending on the number of users available in the search results. 
 If you want to clear everything , click the Clear button.

How to Add Student in Waitlist
Waitlist: 
 The Waitlist is used to manage enrollment when a course instance reaches its maximum student limit. Any additional users attempting to join are placed on the waitlist to maintain an organized queue. Once an existing student completes the course instance or a seat becomes vacant, the students from the waitlist can then be enrolled into the active session.  
 
 How to Add Student in waitlist: 
 
 Students are placed in the waitlist only when the Maximum Student Limit of a course instance has been reached. 
 You can set the maximum number of students for a course instance in the Edit tab. 
 
 
 
 
 To initiate this process, navigate to the list of all course instances and click the Enrollment icon.  
 
 
 
 
 
 Once the enrollment page opens, click the Enroll Student button. 
 
 
 
 
 Find the student you wish to add, click the arrow icon next to their name, fill in the required enrollment details, and click the green tick (✔). 
 
 
 
 
 Since the class is at full capacity, an "Enrollment Limit" window will appear with three options: 
 
 Over Enroll: This option moves the student from the waitlist to the enrolled list. This means that when a seat becomes available in the class, the student becomes part of the active enrollment. 
 Add To Waitlist: This option adds the student to the waiting list. The student remains on the waitlist and is not automatically added to the active class enrollment. 
 Skip Enrolment: This option cancels the process completely and discards any enrollment information that has been entered. 
 
 
 
 To proceed with the waitlist, select the Add To Waitlist option and click the Submit button. The student will now be successfully moved to the waitlist queue . 
 
 
 
 
 To finalize their enrollment later, navigate to the Waitlist tab and select the specific student from the list. 
 Go to the "With selected users..." dropdown menu at the bottom of the page. 
 Select Over Enroll from the dropdown and click Submit to move the student from the waitlist into the active class enrollment list. 
 Alternatively, you can select Remove from the dropdown and click Submit if you want to delete the student from the waiting queue entirely. 
 
 
 
 After clicking Submit for the Over Enroll action, a confirmation message will appear. Click Yes to complete the process. 
 
 
 
 The student will now be successfully moved from the waitlist and added to the Currently Enrolled list of the course instance.

How to Assign an Instructor to a Course Instance
From the list of created course instances, open the specific record you wish to manage and navigate to the Instructor section. 
 
 
 The Instructor section displays any staff members already assigned to the course instance. To add a new teaching staff member, click the Assign Instructor button to view a list of available instructors who are not yet connected to this class. 
 
 
 
 Once you have identified the appropriate instructor, click the arrow icon next to their name to open the assignment configuration fields: 
 
 Assignment Date: Enter the date the instructor officially begins their responsibility for the course instance. This allows the system to batch when they become active in the course instance. 
 Completion Date: Define the date when the instructor’s assignment will end. This is used to manage the total duration of their responsibility for the course instance. 
 
 
 After filling in these dates, click the green tick to successfully save the assignment. If you wish to discard the entry, click the red cross. 
 
 
 
 To verify the process, open the Currently Assigned Instructors section to confirm that the instructor’s name has been added to the active list. 
 If you are unable to find a specific instructor in the list, utilize the filter option for a more efficient search. Click the Add button and select a filter type, such as Username or Email. 
 Enter the relevant value into the search field, and the system will display the matching results. Once the instructor appears, select them and click the green tick to finalize their assignment to the course instance. 
 
 
 
  

How to Assign User Roles to a Course Instance
To define specific administrative permissions or access levels for a course instance, identify the relevant course instance from the management list, open it, and select the Roles tab. 
 
 
 
 From the available options, choose the specific permission level or administrative role (such as Manager) you wish to grant to a user for this course instance. 
 
 
 
 
 The interface will initially display users who are already active in that role; to view a list of potential candidates you can add to the course instance, click the Unassigned button. 
 
 
 
 Check the box next to the name of each individual you wish to authorize for this specific role within the course instance. 
 Navigate to the bottom of the page and click the Assign Roles button to commit your selection and officially update the access levels for the course instance. 
 
 
 
 If you need to locate a specific individual quickly for the course instance, utilize the filter tools located at the top of the user list. 
 Create a search rule by selecting criteria such as the user's Full Name, Username, or Email Address. 
 Click the Add Filter button to display the matching results from the system for the course instance. 
 Once the correct individual is identified in the filtered list , select them and click Assign Roles to complete the authorization process for the course instance. 
 
 
 
  

How to Configure the Results Engine in a Course Instance
To set up automated workflows, identify your specific course instance and click on the Results Engine icon. 
 
 
 Utilize the Results Engine Status Report link to review the execution history. This audit tool provides a comprehensive overview of processed course instances, including scheduled run times and actual execution dates, which is essential for administrative batching. 
 
 
 Activation Rule: 
 Toggle the Activate this results engine checkbox to enable automated monitoring . When active , the system will automatically evaluate grades based on your defined rules. If disabled , the engine remains inactive, and no automated updates will take place. 
 Event Trigger (Timing Rules):  
 Define the specific moment the system should evaluate a learner's performance: 
 
 
 
 When Student Grade is Set: The automation triggers immediately upon a score being recorded. 
 Use Locked Grades Only: When this sub-option is enabled, the system waits until a grade is officially finalized (locked) to prevent actions based on draft or temporary scores. 
 X Days After course instance Start Date: The evaluation runs after a pre-defined number of days from the official start of the course instance. 
 Manual Trigger Only: The automation remains passive and will only execute when an administrator manually initiates it via the Status Report. 
 
 
 
 Evaluation Criterion:  
 Select the data source for the engine to monitor —typically the course instance Grade. This informs the system which specific score value to analyze when determining results. 
 
 Automated Actions (The If/Then Logic): 
 For every rule, you must establish a Score Range (Minimum and Maximum). If a learner's score falls within these thresholds, the system executes the following actions:  
 Assign to batch: 
 
 Automatically moves the learner into a new learning path, such as a "Promotion batch" for high achievers or a "Remediation batch" for those requiring additional support. Use the search tool to link the appropriate batch. 
 
 
 Assign to course instance: 
 
 Enrolls the learner directly into a specific batch, such as a "Level 2" or a "Retake" course instance. 
 
 
 Update User Profile Field: 
 
 Modifies a permanent field in the student's profile (e.g., Skill Level or Certification Status) to reflect their progress. This allows for automated competency batching across institutional reports.  
 
 
 Finalization: 
 
 Click Add New Score Range to create multiple distinct rules , such as separate actions for passing and failing grades. 
 Select Save Changes at the bottom of the page to finalize your settings and activate the automated course instance workflow.

Reports
From here, you can easily access the course instance reports. There are two reports available:  
 
  Course Instance Roster Report 
  Course Instance Completion Report