Manage enrollments
View enrolled users, add individuals or groups, change roles, remove access, and review enrollment status and waitlists from a course in OrgHub.
The Users section inside a course is the administrative control room for course membership. From here you see who is enrolled, what role each person holds, how they were added, and — when learning and calendar features are active — their participation metrics. Use this page for targeted changes: adding a late enrollee, correcting a role, reviewing waitlist admissions, or removing access when someone leaves a module.
For large batches, prefer bulk enrollment. For programme-wide access across several courses, see course bundles. For curriculum-driven membership, see study program cohorts.
Why it matters
Enrollment is the gate between a course existing in OrgHub and people actually learning in it. After creating or browsing a course, administrators need a durable record of who belongs, why they were added, and whether their access is still appropriate.
The Users table answers operational questions that come up every term: Did the cohort sync complete? Who booked through self-service? Is this student still active at the institution? Can we admit someone from the waitlist without exceeding capacity? Without a central enrollment view, those questions require cross-checking spreadsheets, email threads, and individual LMS sessions.
Managing enrollments here also connects to the participant experience in FuxamLMS. Everyone listed with an appropriate role can open the course and use the tabs enabled in Course settings.
How it fits
Enrollment management is the ongoing step after initial provisioning — whether that provisioning came from bulk actions, bundles, cohorts, or booking.
| Enrollment source | Typical Added from value | Handbook |
|---|---|---|
| Administrator add (individual or bulk) | Manual add | Bulk-enroll, this page |
| User group or cohort selection | Group or cohort-related label | User groups, Add users to cohort |
| Course bundle | Via Bundle | Enroll in a bundle |
| Student self-service | Course booking | Book courses |
Course capacity and institution-level booking rules (who can book, default booking role, waitlists) shape what happens when you add users or when students enroll themselves.
Key concepts
| Term | Meaning |
|---|---|
| Course role | The participant’s role inside this course (for example, Student or Instructor). Distinct from institution-wide roles and permissions. |
| Added from | How the user was enrolled — manual add, course booking, cohort, bundle, and similar. Helps auditors trace access back to its source. |
| Institution access status | The user’s broader account state in the Status column — separate from their course role. |
| Capacity | Maximum participants set in Course settings. Drives warnings and waitlist behavior. |
| Waitlist | When institution-level waitlists are enabled and the course is full, overflow demand can queue here until an administrator admits someone. |
Who can manage enrollments
| Action | What you need |
|---|---|
| View the Users table | Permission to view course users on the course |
| Add users, change roles, remove users | Permission to update course users on the course |
You cannot remove yourself from a selection when removing users. Access is configured in Settings → Roles & Permissions.
Open the enrolled users table
Go to OrgHub → Management → Courses and open the course.
Select Users in the course sidebar.
The users table lists everyone enrolled in the course with their role, activity, progress, and status.
You need permission to view course users on the course to open this page.
View enrolled users
The users table shows, among other columns:
| Column | What it shows |
|---|---|
| Name | Enrolled user with a preview link to their profile. |
| Role | Course role (for example, Student or Instructor). Changeable when you have permission to update course users. |
| Added from | How the user was enrolled (manual add, course booking, cohort, and similar). |
| Activity / Progress / Attendance | Participation metrics when the learning journey and calendar features are enabled. |
| Status | The user’s institution access status for this enrollment context. |
When course booking waitlists are enabled at the institution level, a Waitlist control appears in the toolbar for courses at capacity.
Use Added from to reconcile enrollment with upstream workflows. If a cohort should have synced but a student is missing, check cohort membership and study-plan sync before manually adding them here. If bundle participants are absent, verify bundle enrollment and membership status first.
Add individual enrollments
On the Users page, select Add users in the toolbar.
Search for individual users, groups, or cohorts in the user selector.
Review the confirmation dialog — check the default role and the list of users to add.
Confirm to enroll the selected users.
Fuxam warns you when the course is at capacity or has zero capacity configured. Capacity warnings inform you but do not block enrollment by default.
Individual adds suit exceptions: a transfer student, a guest lecturer, a single member added to a user group after a snapshot bulk enrollment, or a cohort member who missed automatic sync.
Remove or unenroll users
Select one or more users with the row checkboxes.
Select Remove in the toolbar.
Confirm the removal. Fuxam revokes the users’ course access.
Removing users requires permission to update course users. You cannot remove yourself from the selection.
Enrollment status
The Status column reflects each user’s institution access status in the context of their course membership (for example, active or inactive institution access). This is separate from their course role — a user can hold a Student role while their institution access status reflects broader account state.
Institution access status helps administrators spot accounts that should not be learning — for example, someone on leave or deactivated in User Management — even though their course enrollment row still exists. Coordinate with account lifecycle processes before assuming course removal is always necessary.
When waitlists are enabled and the course is full, users on the waitlist can be admitted individually from the waitlist popover, which enrolls them and removes them from the queue.
Best practices
- Audit after bulk operations. After bulk enrollment or cohort sync, open Users and review Added from to confirm the expected population.
- Change roles deliberately. Course roles affect what participants see in the LMS course shell. Verify you have permission to update course users before promoting someone to an instructional role.
- Set capacity before relying on waitlists. Waitlist controls appear when the course is at capacity and waitlists are enabled institution-wide — but capacity itself is configured per course in Course settings.
- Trace bundle and cohort sources. Before manual fixes, check whether bundle or cohort workflows should have handled the enrollment automatically.
- Link academic courses early. If the course feeds study progress, complete database linking while the course is still empty so reporting stays aligned with the curriculum.
Common pitfalls
| Pitfall | What goes wrong | What to do |
|---|---|---|
| Treating Status as course role | Misreading inactive institution access as a course-specific flag | Remember: Role is course-scoped; Status is institution access context |
| Removing without checking Added from | User regains access via bundle or cohort sync | Fix upstream membership or bundle status |
| Admitting waitlist without capacity headroom | Course exceeds intended limits | Review Capacity in course settings and institutional policy |
| Manual add instead of cohort fix | Study plan and curriculum stay out of sync | Prefer cohort correction when the issue is programme-wide |
FAQ
What is the difference between course role and institution access status?
Role (for example, Student or Instructor) defines what the user can do inside this course. Status reflects institution access context — broader account state separate from the course role. A user can remain listed as a Student while their institution access status shows inactive.
Can I change a user's course role from the Users table?
Yes, when you have permission to update course users. The Role column is changeable for permitted administrators.
Where do waitlist settings come from?
Waitlist behavior is enabled at the institution level in organization settings. Per-course capacity is set in Course settings. The Waitlist control appears in the toolbar when waitlists are enabled and the course is at capacity.
How does this relate to the LMS Users tab?
OrgHub Users is the administrator’s enrollment record for the course. The LMS course shell also exposes participant views for teaching staff — see Open a course. Enrollment managed here determines who can enter that shell.
Related pages
Bulk-enroll users
Add many users, groups, or cohorts to one course in a single operation.
Course settings
Set course capacity limits and enable the features that drive progress columns.
Institution settings overview
Booking eligibility, waitlists, and other campus-wide options.
User groups
Operational groups selectable when adding users.
Course bundles
Enroll users into multiple linked courses at once; trace Via Bundle in Added from.
LMS courses
The participant and teacher experience after enrollment is in place.