What is the enrolments system?

Overview

The enrolments system allows you to enroll users into content on the Boost platform – starting with policies. Enrolments create a formal relationship between a user and a piece of content, representing either a one-time or ongoing requirement for that user to complete it.

You can enroll users based on:

• Their specific user account
• Role
• Location
• Department
• Country

Key concepts

Before using the enrolments system, it is important to understand four core concepts so that you can configure enrolments accurately. 

1. Once-off versus repeating enrolments
Every enrolment is either once-off or repeating.

• Once-off enrolment: The system requires the user to complete the content once. After completion, there is no ongoing requirement – the system will not re-enroll them or check that they remain continuously compliant in the future.
• Repeating enrolment: The system automatically ensures that the user always holds a valid completion against that content. When a completion expires, the user is re-enrolled and must complete it again to remain compliant. This is the recommended approach for any content that users must stay continuously up to date with. For example, a care worker is required to read the Safeguarding Policy every year. Their first completion is valid for 12 months. After 12 months, the system re-enrolls them automatically, ensuring they always hold a current, valid completion.

2. Validity periods

A validity period defines how long a completion remains valid after a user finishes a piece of content.

• No validity period: The completion is valid indefinitely. Once a user completes the content, they remain compliant for the rest of their career.
  
• With a validity period: The completion is only valid for a set duration (e.g. one year or two years). After this period expires, the completion is no longer valid and the user is no longer considered compliant for that content.

You can set the validity period on any piece of content across the platform.

3. Due dates and due periods
A due period is the number of days a user has to complete an enrolment after it is created.

For example, if a user is enrolled on 1 June and the due period is 30 days, they must complete the enrolment by 30 June. If they have not completed it by then, the enrolment becomes overdue.

The enrolment will move through the following statuses as the due date approaches:

• Pending – The enrolment has been created but has not yet been accessed by the user.
• In Progress – The enrolment has been created and is active. 
• Overdue – The due date has passed and the enrolment has not been completed.
• Completed – The user has completed the assigned enrolment before or after due date.
• Cancelled – The enrolment has been cancelled by a system administrator.
  

4. Enrolment types

When creating an enrolment, you will always be asked to specify the type. Every enrolment has one of two types, either Mandatory or CPD: 

• Mandatory: This represents an enrolment that is required – either by your organisation or by a regulator – for the user to complete. Mandatory enrolments carry a compliance obligation.
• Continuing Professional Development (CPD): This represents an optional enrolment. The user may have chosen to undertake this content for personal development, or it may have been suggested to them. CPD enrolments are not compliance-enforced in the same way as mandatory ones.

How compliance and enrolments relate

It is important to understand that compliance and enrolments are two separate, independent concepts:

• A user is compliant if they hold a valid completion for a piece of content.
• An enrolment is overdue if it has passed its due date without being completed.

These two states can exist simultaneously. Consider the following example: A user completes a course with a two-year validity period. Six months later, they are enrolled in the same course again. Because their first completion is still valid, they remain compliant throughout the new enrolment – even if that new enrolment becomes overdue. When they complete the second enrolment, they gain a new completion, extending their compliance by a further six months beyond what the first completion would have covered. This means a user can be overdue on an enrolment while still being compliant, and the system will notify them of the overdue enrolment regardless of their compliance status.