Enrolling Learners
Enrollment methods, sharing course links, and managing invitations.
LearnBuilder offers five course access levels. You choose the level per course based on how open or restricted you want access to be.
Account-level registration settings
Before setting per-course enrollment, you can control how learners register at the account level. Go to User Menu → Account → Registration tab to set the registration mode:
| Mode | Behaviour |
|---|---|
| Disabled | Learners cannot self-register — only invited learners can access courses |
| Open | Anyone can register as a learner and access courses you make available |
| Requires Approval | Learner registrations require an admin to approve before access is granted |
Tip: Use Requires Approval when you want to vet learners before they access your content, or Disabled when you want complete control via invitations.
Enrollment methods
To change a course's access level, go to the Learners tab and click the Change button (or Share button) to open the access settings.
| Access level | Behaviour |
|---|---|
| Private — Draft | Only you and people you invite see it. The course is in draft. |
| People I invite | Published, but only invited learners can enroll. |
| Anyone in this account | Published; any registered learner in your account can self-enroll. |
| Anyone with the link | Published; anyone with the URL can view it without signing up. Not indexed by search engines. |
| Public on the web | Published; the URL works for anyone, and search engines can list it. |
Best for:
- Private — Draft: courses still in progress, not yet ready for learners.
- People I invite: corporate training, premium programs, internal onboarding.
- Anyone in this account: content open to all your registered learners.
- Anyone with the link: public courses shared by link only, without search visibility.
- Public on the web: marketing content, free resources you want discoverable.
Password-protected enrollment
Independently of the access level, you can require an enrollment password. Enable the password gate in the course's Learner experience settings (open the Share dialog and choose More options → Learner experience, or go to the Settings tab's Experience section). When it's set, anyone opening the course is prompted for the password before they can enroll.
Sharing your course
Course link
Every course has a unique link based on your account slug and course slug. Find it on the course page or in the Learners tab access settings (via the Change or Share button). Share it by email, on your website, or anywhere your audience is.
Learner portal
Learners can also browse and access their courses via the Learner Portal at:
/portal/login— sign in/portal/register— create an account/portal/my-learning— enrolled courses
If you have a custom domain, the portal is hosted there.
Inviting learners
To invite specific learners to a People I invite course:
- Go to the Learners tab on the course page
- Click the Change (or Share) button and select People I invite
- In the invitation area:
- Enter one or more email addresses in the text area (one per line or comma-separated)
- Or click Import CSV to upload a file of email addresses
- Optionally add a personal message
- Click Send Invitations
Each invited learner receives an email with a link to register or sign in and access the course.
Managing sent invitations
Below the invite form, you can see all sent invitations with their status:
| Status | Meaning |
|---|---|
| Pending | Invitation sent, learner hasn't accepted yet |
| Accepted | Learner has registered and enrolled |
| Expired | Invitation link has expired |
| Cancelled | Invitation was manually cancelled |
You can cancel a pending invitation from the list.
Managing enrolled learners
In the Learners tab on the course page you can see a full list of enrolled learners with their progress, time spent, score, and last active date.
Unenrolling a learner
To remove a learner from a course:
- Go to the course Learners tab
- Find the learner in the list
- Click the ⋯ menu at the end of their row
- Select Unenroll
- Confirm — the learner's enrollment and progress data are removed
Note: Unenrolling is permanent and cannot be undone. The learner's progress data is deleted. If the learner needs to retake the course, re-invite them.
Course access and the learner experience
Once enrolled, learners access the course through the learner portal. They see:
- Course overview and objectives
- Lesson list (with progress indicators)
- AI Tutor chat widget
- Notes widget
- Certificate download (when course is complete)