Enroll participants

Add and remove continuing-education cohort members, or enroll users directly under a program when Has Cohorts is off, so participants receive study plans and course access.

Enrolling participants places learners into a continuing-education offering — either as members of a cohort (when Has Cohorts is on) or as direct program users (when cohorts are off). Membership is the academic home for those people under the selected program version: it drives study plans, course-access sync, and often the audiences used for communication.

In higher education terms, this is where admitted (or manually registered) professional learners become part of an operational group. In Fuxam, enrollment has structural consequences — not just a name on a list.

Why it matters

Without enrollment:

Participants are not attached to the curriculum blueprint for that wave or program.
Staff cannot reliably target the group in Info Hub.
Planning and teaching workflows lack their learner population.

Correct enrollment also protects the integrity of the structure: conflicting cohort memberships under the same program create competing study plans. Removing members cleanly matters when someone withdraws, transfers, or was enrolled in error.

How it fits

Users typically exist first in User Management (or arrive via admissions connected to Apply). You then place them in the correct continuing-education program or cohort under OrgHub → Management → Programs → Continuing Education.

Related area	Relationship
Manage cohorts	Cohort must exist (with curriculum) before cohort membership
Create a continuing-education program	Parent offering and Has Cohorts choice
Add users to cohort	Parallel degree-program enrollment patterns
User Management	Create and maintain accounts before or alongside enrollment
User groups	Operational subsets — complementary to, not a replacement for, enrollment
Apply	Admissions decisions often precede CMS enrollment

Before you start

Confirm whether the program uses cohorts or direct enrollment.
If using cohorts: confirm the cohort exists under the correct program version and has the intended curriculum version.
Ensure target users already exist in the institution (create them via User Management if needed).
Check whether any selected users already belong to another cohort in the same program.
Prefer enrolling in batches that match a real wave so study-plan generation and course-access sync stay reviewable.

Enrollment modes

Mode	When	Where you work
Cohort members	Has Cohorts is on	Cohort Users tab (or Programs Users → assign cohort)
Direct program users	Has Cohorts is off	Program Users tab

How to add cohort members

Use this path when you are working inside a specific continuing-education wave.

Open the continuing-education program from OrgHub → Management → Programs → Continuing Education.

Select the program version that contains the cohort.

Open the Cohorts tab and select the cohort to open its overview.

Open the Users tab (the default view when you open a cohort).

Select Add and choose the users to enroll.

Confirm adding members when prompted.

Fuxam checks whether any selected users already belong to another cohort in the same program. Users can only belong to one cohort per program in typical configurations.

How to bulk-assign users from the Programs Users tab

To assign multiple users to a cohort from the wider program user list:

Go to OrgHub → Management → Programs and open the Users tab (within the continuing-education program context you are managing).

Select the user rows you want to assign.

Select Assign Cohort in the toolbar.

Choose the target cohort and confirm the assignment.

This path is useful after a mass import or when moving a selection of program users into their wave in one pass.

How to enroll when cohorts are disabled

When Has Cohorts is off, participants enroll directly under the program without cohort groups:

Open the continuing-education program from the Continuing Education tab.

Open the Users tab.

Add the users who should participate in the offering.

Program-level Curriculum (when available without cohorts) structures study plans for those direct enrollments. Keep the connected curriculum accurate before large enrollments — see the overview in Continuing education.

How to remove a cohort member

Remove membership when a participant withdraws, was enrolled in error, or must leave this wave.

Open the cohort under the correct program version.

Open the Users tab and locate the member.

Remove the member from the cohort using the member actions available on that list.

Confirm the removal when prompted.

What enrollment records can include

When you review cohort members, each membership can carry enrollment-related details alongside the user’s name and email. Depending on your institution’s processes, fields such as enrollment status, legal enrollment effective date, matriculation number, and technical enrollment processing time may be filled or left empty — especially for flexible professional tracks that do not use full degree matriculation.

Treat empty enrollment metadata as normal for many continuing-education contexts unless your registrar requires those values.

Effect on study plans

When users are added to a cohort, Fuxam typically:

Creates a cohort membership for each user
Ensures program version membership for the cohort’s program version
Generates a user study plan from the cohort’s assigned curriculum version
Syncs course access based on the study plan (you receive an in-app notification when background sync completes or fails)

Best practices

Enroll only after the cohort curriculum version is final for that wave — mid-stream curriculum changes are harder once study plans exist.
Resolve one-cohort-per-program conflicts deliberately: decide which wave is authoritative before continuing past the conflict dialog.
After large enrollments, wait for the course-access sync notification before assuming LMS course memberships are complete.
Keep admissions and registry workflows aligned so Apply outcomes map to the correct CMS cohort rather than a parallel lookalike intake.
Use user groups for cross-cutting operational lists (mentors, company contacts) instead of overloading cohort membership.
Document withdrawals: remove members promptly so audiences and reports stay accurate.

Common pitfalls

Pitfall	Why it hurts	What to do
Adding users before curriculum is assigned	Study plans follow whatever version is on the cohort	Assign curriculum first — see Manage cohorts
Ignoring the conflict dialog	Students remain in the wrong wave	Reassign or exclude conflicting users before confirming
Confusing Assign Cohort with user groups	Groups do not replace academic enrollment	Use cohort or program enrollment for study plans
Expecting immediate course access	Sync runs in the background	Wait for the in-app sync notification
Looking for cohorts when Has Cohorts is off	Wrong enrollment path	Use program Users for direct enrollment

Troubleshooting

Symptom	What to check
Users missing from the Add picker	Confirm accounts exist in User Management and you are on the correct institution context
Conflict dialog blocks some users	Those users already belong to another cohort in the same program — reassign or exclude them
Study plan looks wrong	Verify the cohort’s curriculum version on Manage cohort curriculum
Course access not updated	Wait for the in-app sync notification; retry or escalate if sync reports failure
No Cohorts tab	Has Cohorts may be off — enroll under program Users or enable cohorts on the program

FAQ

Can a participant be in two cohorts of the same continuing-education program?

Typically no. Users can only belong to one cohort per program. Fuxam surfaces conflicts when a selection would violate that rule.

Does adding members also put them in a user group?

No. Cohort enrollment is separate from user groups. Add group membership separately when you need operational tags.

When do study plans appear?

When users are added to a cohort, Fuxam generates a user study plan from the cohort’s assigned curriculum version as part of the enrollment effect.

How do I remove someone who withdrew?

Open the cohort Users list and remove that member. Prefer documenting the withdrawal in your institutional process as well.

How does this relate to Apply?

Apply manages applications and admissions decisions. CMS enrollment is the academic placement step afterward (or alongside your institution’s handoff). Align intake names so the right learners land in the right cohort or program.

Manage cohorts

Create the cohort and assign curriculum before adding members.

Add users to cohort

Parallel enrollment guidance for degree study programs.

User Management

Create and maintain the accounts you enroll.

Module planning

Plan module delivery after participants have study plans.

Target your audience

Reach enrolled cohorts with Info Hub announcements.

Apply

Admissions programs and applicant workflows that feed enrollment.