Add users to cohort

Enroll individual or bulk-selected users in a cohort so Fuxam creates cohort membership, study program version membership, and study plans from the assigned curriculum, then syncs course access.

Adding users to a cohort enrolls them in the study program’s intake group, creates their study plan from the cohort’s assigned curriculum version, and syncs course access in the background. The cohort is the academic home for those students under the selected program version — not a casual mailing list.

In higher education terms, this is the step where admitted (or continuing) students become members of a shared progression group. In Fuxam, membership has structural consequences: study plans, program version membership, and often the audiences used for communication and appointments. It is also the usual CMS landing step after decisions in Apply.

Why it matters

Without cohort membership, students are not attached to that intake’s curriculum blueprint. Staff cannot reliably target the group in Info Hub, and planning workflows that assume a filled intake lack their population.

Correct enrollment also protects academic integrity of the structure and keeps academic rulesets resolution predictable: cohort-level policy can only apply to students who are actually in that cohort (see assignment priority).

How it fits

Users typically exist first in User Management (or arrive via admissions processes connected to Apply). You then assign them to the correct cohort under OrgHub → Management → Programs. Curriculum must already be assigned on the cohort — see Create a cohort and Manage cohort curriculum.

Related area	Relationship
User Management	Create and maintain user accounts before or alongside enrollment
User groups	Operational subsets — complementary to, not a replacement for, cohort enrollment
Assign curriculum to cohort	Curriculum version determines what lands on each study plan
Cohort lifecycle	Where enrollment sits in the intake timeline
Module planning	Plan delivery after users have study plans
Info Hub targeting	Cohort membership feeds announcement audiences
Apply / Applicants	Admissions decisions often precede CMS cohort enrollment
Academic rulesets	Cohort membership enables cohort-level policy to apply

Before you start

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 study program — they cannot hold two cohort memberships there.
Prefer enrolling in batches that match a real intake wave so study-plan generation and course-access sync stay reviewable.
Align Apply outcomes so accepted applicants map to this cohort, not a lookalike under another version.

How to add users from a cohort Users tab

Use this path when you are working inside a specific intake.

Open the study program and 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 Add members to this study plan when prompted.

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

How to bulk-assign users from the Programs Users tab

To assign multiple users to a cohort from the institution-wide program user list:

Go to OrgHub → Management → Programs and open the Users tab.

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 intake in one pass.

Effect on study plans

When users are added to a cohort, Fuxam:

Creates a cohort membership for each user
Ensures study 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)

Membership can also carry enrollment-related details used by your institution (for example matriculation number and enrollment dates when those are recorded). Treat those as part of the official placement record, not as optional mailing-list metadata.

Worked example: post-Apply enrollment wave

Admissions publishes an application program linked to BBA WS 2024/25.
Staff approve applicants in Applicants.
Registry confirms accounts exist in User Management.
On the cohort Users tab, staff Add the accepted students and confirm Add members to this study plan.
Study plans appear from BBA v2024.1; course-access sync notifications confirm LMS access.
Planning staff open module planning for the first organization term.

Best practices

Enroll only after the cohort curriculum version is final for that intake — mid-stream curriculum changes are harder once study plans exist.
Resolve one-cohort-per-program conflicts deliberately: decide which intake 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 (tutors, mentors) instead of overloading cohort membership.
Confirm any cohort-level ruleset is already assigned so new members inherit the intended exam policy.

Common pitfalls

Adding users before curriculum is assigned or verified — study plans follow whatever version is on the cohort.
Ignoring the conflict dialog and leaving students in the wrong intake.
Confusing Programs → Users → Assign Cohort with user group membership — groups do not replace cohort enrollment.
Expecting immediate course access before background sync finishes.
Enrolling into last year’s cohort because the name looked similar — check program version and intake dates.

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 study 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
Wrong exam attempt limits	Check assignment priority for program vs cohort vs user rulesets

FAQ

Can a student be in two cohorts of the same study program?

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

Does adding users also put them in a user group?

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

When do study plans appear?

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

How does this relate to Apply?

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

Manage cohort curriculum

The curriculum version determines study-plan modules.

Create a cohort

Create the cohort and assign curriculum before adding users.

Cohort lifecycle

Where enrollment sits in the intake timeline.

User Management

Create and maintain the accounts you enroll.

Module planning

Plan module delivery after users have study plans.

Apply

Admissions programs and applicant workflows that feed intake enrollment.