Managing Moodle manual enrolments

Published on: 08/09/2023 · Last updated on: 16/10/2024

Introduction

Whilst the majority of Moodle enrolments will take place automatically, there will be times when it is necessary to add users to/from Moodle spaces manually.  Anyone with Teacher permissions on a given space will be able to do this. If a user has been manually enrolled (added), they can also be manually unenrolled (removed).

Add users to Moodle (when Moodle accounts don’t yet exist)

Most enrolment on Moodle spaces is handled through the SAMIS Integration. However, if you need to manually enrol a student or staff member and cannot find them when you search for them, you can add them as follows:

• From the SAMIS Integration block in the block window on the right hand side, click on the Create Moodle account link.
• Enter the person’s Bath username (which can found be on Person Finder), and then click continue.

Add users to Moodle spaces (manual enrolment)

You will need to follow the steps below to add or enrol users onto Moodle spaces manually.

• Locate and click on the Participants tab in your Moodle space.
• Click the Enrol users button.
• From the Assign roles dropdown, select the role that you wish to enrol – e.g. Teacher, Student etc.
• In the search box enter the users name and click on it when it appears.
• Press the Enrol users button to complete the process.

Enabling self-enrolment

• Locate the Participants tab.
• From the drop-down menu, select Enrolment methods.
• In most cases, self-enrolment is enabled but hidden (and therefore not in use), where this is the case, simply click the eye icon to unhide and make self-enrolment an option within your Moodle space.
• If using self-enrolment, we recommend you add a password (known in Moodle as an Enrolment key), to restrict access to your Moodle space, and add a time scale for the enrolment so that users are automatically removed after a specific length of time. Click onto the relevant self-enrolment cog icon to gain access to the settings.
  
  Apply the settings as required, and ensure the Default assigned role is set to an appropriate role (generally Teacher or Student).

If you want to add a second enrolment method (perhaps for those needing a different role), add a new self-enrolment method using the drop-down menu. 

Disabling or removing self-enrolment

If you have used self-enrolment in the past, but it is no longer required, you need to remove the self-enrolment method, otherwise anyone with a Bath username will be able to enrol on your Moodle space. If self-enrolment is active, you will see an alert at the top of the screen:

This course is currently visible to everyone and self enrolment without an enrolment key is possible.
The Self enrolment (Student) enrolment instance allows unrestricted self enrolment indefinitely.
If you don’t want any Moodle user to have access to this course freely, please restrict the self enrolment settings.

To disable/remove self-enrolment

• Locate the Participants tab.
• From the drop-down menu, select Enrolment methods.
• Click the eye icon to hide self-enrolment and make it unavailable within your Moodle space.
• Alternatively, click on the Bin icon to delete the self-enrolment method entirely.

Removing users from Moodle spaces

You will need to follow the steps below to remove or unenrol users who have been added manually onto Moodle spaces. This does not apply to those users who have been added through SAMIS. Those can be removed only by changing the information in SAMIS. This includes additional staff roles in SAMIS such as Additional Teacher, Unit Convenor and Director of Studies.

• Locate the Participants tab in your Moodle space.
• Select the Enrolment Methods link from the drop-down menu.
• The number of users enrolled via a specific enrolment method will be displayed, alongside a range of icons.
• Select the Enrol users, icon adjacent to the manual enrolment method.
• In the enrol users screen select all of the enrolled users that you wish to remove – hold down the SHIFT key on your keyboard to select multiple users.
• Click the Remove button.

Important notes

• The main cause of student enrolments persisting across multiple academic periods is generally due to the existence of manual enrolments. Manual enrolments override all other types of enrolments – if a user is added manually, they will need to be removed manually.
• If a user was added to a space in any other way than through the Moodle-SAMIS integration, they are considered a ‘manual’ enrolment.  This includes those who used an enrolment key to gain access to the space and those who were added through the Assign Roles function.
• Since the self-enrolment method involves a manual process, any users added in this way will also need to be removed manually if an enrolment duration is not set. 
• Additionally, you should be aware that users added automatically via the Moodle-SAMIS integration, will be recreated (following the next synchronisation with SAMIS) if they are deleted whilst the period slot code is still active.

Removing yourself as a teacher from a Moodle space

If you wish to be removed from a Moodle space where you were manually enrolled, you will also need to be manually removed/unenrolled. 

Follow the steps below to remove or unenrol yourself.

• Navigate to the relevant Moodle space.
• Click on Participants tab.
• Locate your name in the list of participants and click onto the adjacent bin icon to unenrol yourself.

Please note that you will only be able to perform this task if your course enrolment is a Manual one, that is, not enrolled automatically via the SAMIS Integration.

Removing yourself as a student from Moodle spaces

Sometimes you may be enrolled as a Student on a Moodle space. This is often for training purposes, as you are essentially a student at that point. Follow the steps below to remove or unenrol yourself.

• Navigate to the relevant Moodle space.
• Click on More tab.
• From the drop-down menu click the Unenrol me from option.

Please note that you will only be able to perform this task if your enrolment is a Manual one, that is, not enrolled automatically via the SAMIS Integration. Should this link not appear, you will need to contact one of the Teachers listed for the Moodle space for further information.