Managing Participants

Tip

This feature is available for customers with the LMS module.

As a trainer, you can see who is enrolled in your courses, how far each person has progressed, and how the knowledge checks are going. Administrators can additionally assign mandatory courses via user groups.

Managing Enrollments

In the “Enrollments” tab of a course, you see all enrolled participants.

For each person, the following is shown:

Field	Description
Name	Name of the learner
Status	”Active” or “Completed”
Progress	Number of completed lessons
Mandatory	Whether the course was assigned as mandatory
Deadline	The due date, if applicable

Enrollment Methods

There are three ways people can join a course:

1. Self-Enrollment

Learners can enroll themselves in the course catalog by clicking “Enroll”.

2. Manual Enrollment

As a trainer, you can enroll specific people. Click “Enroll Person” in the enrollments tab and select the desired user.

3. Group Assignment (Mandatory Courses)

Administrators can assign a course to a user group. All group members are automatically enrolled. More on this in the “Assigning Mandatory Courses” section.

Quiz Analytics

In the “Analytics” tab, you see aggregated knowledge check results:

• Average score per lesson (in scored mode)
• Which questions are often answered incorrectly — this helps you improve the course
• Completion rates per lesson

Tip

If a question is frequently answered incorrectly, it may be poorly worded — or the topic needs more explanation in the lesson. Use the analytics as a feedback loop for your course content.

Assigning Mandatory Courses

Mandatory courses are everyday practice in social services: data protection, hygiene, fire safety, first aid, occupational safety. Assignment works through user groups.

Prerequisite: An administrator has created user groups (e.g., “Care North”, “Outpatient Services”, “Administration”) and assigned employees. Groups are managed under Admin → Groups.

1. Open course assignment

   Navigate to the course and open the “Assignments” tab. Alternative: open the “Course Assignments” tab in the group overview under Admin.

2. Choose group and course

   Click “Assign Course”. Select the user group and the course.

3. Configure mandatory status and deadline

   • Enable mandatory checkbox — marks the course as compulsory
   • Set deadline — e.g., “end of quarter”
   

4. Save

   Three things happen automatically:

   • All group members are enrolled
   • Each person receives an email about the assignment
   • The course appears in the compliance dashboard

Automatic Email Notifications

StoryVault automatically sends emails for mandatory courses:

Occasion	Recipients	Content
Course assigned	Learners	Course name, deadline, link to course
3 days before deadline	Learners (who haven’t finished yet)	Reminder with remaining time
Deadline exceeded	Learners	Notice of overdue course
Deadline exceeded	Administrators	Summary of all overdue persons
Course completed	Learners	Confirmation
Course completed	Trainer (optional)	Notification of completion

Compliance Dashboard

Administrators find a Compliance overview with all mandatory courses:

• Completion rate per course as a progress bar
• Overdue persons are highlighted
• Detail view per course: breakdown by groups and individuals

Status per person: “Completed”, “In Progress”, “Not Started”, or “Overdue”.

Tip

Practical Example: A care manager assigns the annual hygiene training as a mandatory course to the “Care House A” group, with a deadline at the end of the quarter. All 25 employees are automatically enrolled and notified by email. Three days before the deadline, those who haven’t finished yet receive a reminder. In the compliance dashboard, the care manager can see the current status at any time — and can provide proof during the next inspection showing who completed the training and when.

Further Reading

• Creating Courses and Modules →
• Edit Content →
• Create Quiz Questions →

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This page corresponds to the onboarding video “Module 6, Lesson 6.4 — Managing Participants and Enrollments”.