Enrollment & Registration

Approval workflows give your organization control over who can enroll in specific learning activities. By implementing manager approval requirements, you ensure that training participation aligns with business needs and resource availability.

Overview of Enrollment Approval

Acorn PLMS supports flexible enrollment models. Learners can self-enroll in courses available to them through the catalog, but for in-person or instructor-led training sessions, you can activate a manager approval workflow as needed. This two-tier approach balances learner autonomy with organizational oversight.

When approval is required, managers gain visibility into enrollment requests and can make informed decisions about participation based on capacity, business priorities, and learner readiness.

Self-Enrollment vs. Approval-Required Courses

You designate courses in your catalog as either open for self-enrollment or requiring approval. For courses without approval requirements, learners can independently register and begin their learning immediately. This streamlines access to foundational content, compliance training, and self-paced resources.

For in-person and instructor-led training sessions, you can toggle on approval requirements to manage demand and capacity. When activated, enrollment requests route to the appropriate manager for review before the learner gains access to the session.

Hierarchical Approval Chains with Momentum

Acorn includes Momentum, a dedicated tool designed to support approval processes within your system. Momentum leverages your organization's user hierarchy to create multi-level approval chains for enrollment requests.

Hierarchical approval means that enrollment requests can progress through multiple levels of management before final approval. For example, an enrollment request might require sign-off from a direct manager, then a department head, and finally a training coordinator. This structure ensures appropriate oversight at each organizational level.

Your user hierarchy determines the chain of command. Momentum routes requests automatically based on the learner's position in your organizational structure, reducing manual coordination and ensuring consistency across approval processes.

The Expressions of Interest Feature

When manager approval is required for enrollment, the Expressions of Interest feature becomes your primary management tool. This feature enables managers to review and act on all pending enrollment requests from their team members.

Managers can:

• Review enrollment requests: View details about learners requesting enrollment, including course information, session dates, and learner profiles.
• Approve enrollments: Grant access to requested courses or sessions, finalizing the learner's registration.
• Deny enrollments: Reject requests when business priorities, capacity constraints, or other factors make participation unsuitable at that time.

Expressions of Interest also help managers manage demand effectively on waitlist-controlled sessions. When a session has reached capacity, pending requests enter a waitlist. Managers review the waitlist and decide which learners should be prioritized for available seats as openings occur.

Configuring Approval Requirements

To set up approval workflows for specific courses or sessions:

1. Identify approval-required content: Determine which courses, particularly in-person and instructor-led training, should require manager sign-off.
2. Enable approval workflow: Activate the approval requirement when creating or editing the course or session.
3. Establish the approval chain: Use Momentum to configure the hierarchical approval chain based on your organizational structure.
4. Communicate policy: Ensure managers and learners understand which courses require approval and what the process entails.

Managing Document Access within Approval Workflows

Approval workflows often involve sharing training materials and supporting documentation. You can control document access by toggling the downloadable setting for both material and supporting documentation within courses.

This capability allows you to:

• Restrict downloads of sensitive materials to approved enrollees only.
• Ensure that learners can only access course documents after their enrollment is confirmed.
• Prevent unauthorized distribution of proprietary or compliance-sensitive training content.

When combined with approval workflows, document control ensures that only learners who have received proper authorization can download and retain course materials.

Workflow Benefits and Best Practices

Benefits of approval workflows:

• Alignment with business needs: Managers ensure training investment matches organizational priorities.
• Capacity management: Control enrollment in limited-seat sessions to prevent overcrowding and optimize instructor-to-learner ratios.
• Compliance oversight: Document and track who accesses mandatory training and when approvals were granted.
• Budget control: Manage training costs by requiring approval for external courses or expensive in-person sessions.

Best practices:

• Streamline chains: Keep approval hierarchies to necessary levels; excessive steps create delays.
• Set clear criteria: Communicate to managers what factors should influence approval decisions.
• Monitor turnaround: Track how quickly managers are processing requests to identify bottlenecks.
• Combine with self-paced: Use approval workflows only where necessary; allow self-enrollment for courses that don't require oversight.
• Communicate changes: When implementing or modifying approval workflows, notify learners and managers of the process and expectations.

Summary

Approval workflows in Acorn PLMS provide a structured way to manage enrollment while respecting organizational hierarchy and business requirements. By leveraging Momentum's hierarchical approval capabilities and Expressions of Interest for manager review, your organization can balance learner access with strategic oversight. Document control features add an additional layer of security for sensitive training materials.

Auto-Assignment & Rules-Based Enrollment Auto-Assignment & Rules-Based Enrollment

Manually enrolling users in training courses is time-consuming and prone to errors. Acorn's auto-assignment and rules-based enrollment capabilities allow your organization to automatically assign learning to users based on their attributes, roles, and organizational structure. This ensures consistent compliance, targeted skill development, and efficient management of large-scale learning programs.

How Auto-Assignment Works in Acorn

Acorn uses multiple mechanisms to automatically assign and recommend training to your learners. Understanding these options helps you design enrollment workflows that match your organizational needs.

Enrollment Workflows

The core feature for auto-assignment is Acorn's enrollment workflow system. This allows you to automatically enroll users based on their role, career track, hire date, or any other user field in your system. When users are added to your PLMS or their attributes change, the enrollment workflow evaluates these conditions and assigns the appropriate training without requiring manual action.

Content Recommendations Based on Relevance

Beyond fixed rule-based assignment, Acorn includes a recommendation engine that suggests content to users based on content popularity and relevance to their profile. This adaptive approach complements mandatory course assignment by helping users discover additional learning resources aligned with their interests and development goals.

Capability-Linked Learning Paths

Acorn connects learning to organizational Capabilities—specific skills or competencies required for job roles. When you define a Capability and assign proficiency levels to it, you can tie those proficiency targets to specific courses in the LMS. When an employee builds out their Capabilities Development Plan and focuses on achieving certain proficiency levels, they receive a curated list of courses designed to improve in that capability area. This approach ensures learning is directly aligned with role requirements and career development.

Using Cohorts and Tenants for Organized Assignment

To implement effective auto-assignment, Acorn uses cohorts and tenants to organize your learner population.

What Are Cohorts?

Cohorts define logical groupings of learners, typically organized by job role, function, or location. A cohort might represent "Sales Representatives in North America" or "Finance Team – Singapore." Learners can belong to one or multiple cohorts simultaneously, allowing precise assignment of training content. Cohorts are dynamic—they're automatically populated based on attributes synchronized from your human resources system.

What Are Tenants?

Tenants enable multiple LMS environments within a single overarching Acorn structure. This is particularly valuable for global organizations managing separate regions or business units. Tenants can share content, user data, and administrative oversight, giving your organization centralized visibility while maintaining localized learning experiences. Each tenant can have its own enrollment rules, ensuring region- or business-unit-specific compliance and training requirements are met.

Setting Up Rules-Based Enrollment

Connecting to Your Source of Truth

For auto-assignment to work effectively, Acorn synchronizes user data with a single source of truth—typically your HRIS system such as Oracle. This connection ensures that user attributes (job role, location, hire date, department, career track, and custom fields) are always current in Acorn.

Creating Automatic Grouping Rules

Once user data is synchronized, you define cohort rules that automatically group learners into relevant cohorts per tenant. These rules evaluate user attributes and determine cohort membership. For example:

• Users hired in the past 30 days with the job title "New Employee" are automatically added to the "Onboarding" cohort
• All users with the location attribute "London" are added to the "UK Region" cohort
• Users with the role "Manager" are enrolled in the "Leadership Development" cohort

Acorn evaluates these rules continuously, ensuring users are assigned to the correct cohorts as their attributes change.

Assigning Training to Cohorts

Once cohorts are defined and populated through rules, you assign training courses to cohorts. Every user in the cohort automatically receives the enrolled training, without manual enrollment actions. This approach scales effortlessly—adding new users to your PLMS automatically triggers rule evaluation and appropriate course enrollment.

Flexible Assignment Criteria

Acorn supports auto-assignment based on a wide range of user attributes, including:

• Job Role or Title: Assign specific training to particular roles (e.g., all Sales Representatives must complete Product Knowledge)
• Location or Region: Deliver location-specific compliance or onboarding training
• Hire Date: Automatically enroll new employees in onboarding programs based on their start date
• Career Track: Assign development learning aligned to career progression paths
• Custom User Fields: Use any custom attribute in your HRIS to drive assignment logic
• Department or Function: Group and assign by organizational structure

Benefits of Auto-Assignment and Rules-Based Enrollment

Implementing Acorn's auto-assignment capabilities delivers significant advantages:

• Reduced Administrative Burden: Eliminate manual enrollment tasks; rules handle assignment automatically
• Improved Compliance: Ensure all users in required roles or locations receive mandatory training without gaps
• Consistency: Every user meeting criteria receives the same training, reducing inconsistency
• Scalability: Easily manage enrollment for thousands of users across multiple regions
• Timely Delivery: New employees and role changes trigger immediate training assignment
• Targeted Learning: Users receive only the training relevant to their role and location, improving engagement and completion rates

Getting Started

To implement auto-assignment in Acorn:

1. Verify your data connection: Confirm that user data from your HRIS is synchronized with Acorn
2. Define your cohorts: Identify the logical groupings that match your organizational structure and compliance needs
3. Create enrollment rules: Set up rules that automatically populate cohorts based on user attributes
4. Assign training: Link courses to cohorts
5. Monitor and refine: Review enrollment accuracy and adjust rules as needed

For detailed configuration steps, consult your Acorn administrator or contact support.

Enrollment Notifications & Calendar Sync Overview

Enrollment notifications and calendar synchronization are critical components of an effective learning management system. Acorn PLMS streamlines the enrollment process by automating communications and integrating training sessions directly into learners' preferred calendar applications. This reduces administrative overhead and ensures learners have visibility into their training commitments.

Automated Enrollment Communications

Confirmation Emails and Branded Templates

When learners enroll in training through Acorn PLMS, you can configure automated confirmation emails to be sent immediately. These emails are fully customizable and can be branded to match your organisation's style and messaging. Rather than manually sending enrollment confirmations, your organisation can create templated messages that include all relevant training details, learner-specific information, and next steps.

Automation extends beyond simple confirmations. You can set up workflows that trigger specific communications based on enrollment events. Common examples include:

• Auto-enrollment into required courses
• 12-month refresher course reminders
• 1-month due date reminders for upcoming training
• Post-enrollment follow-up communications

These automated messages reduce the need for human intervention while ensuring consistent, timely communication with your learners.

SMS and Multi-Channel Messaging

Beyond email, Acorn PLMS supports SMS messaging as part of your enrollment notification strategy. You can configure both email and SMS templates to fit your organisation's communication preferences and ensure critical notifications reach learners through their preferred channels.

Calendar Integration and Synchronization

Outlook Calendar Integration

When learners enroll in live learning sessions within Acorn PLMS, calendar invitations are automatically generated and sent to their email addresses. These invitations contain iCalendar (iCal) files that Outlook recognizes and processes automatically. Upon receipt, learners can seamlessly add the training session to their Outlook calendar with all relevant details pre-populated, including:

• Session date and time
• Location information
• Meeting links or access details
• Session description

This automatic integration means learners don't need to manually enter training information into their calendars—it's delivered directly and ready to import.

Google Calendar Integration

Acorn PLMS provides similar calendar synchronization capabilities for Google Calendar users. When live learning sessions are scheduled and learners enroll, the system generates notifications containing iCal files that can be added to Google Calendar. Learners receive email notifications with the iCal attachment, allowing them to import their training sessions into Google Calendar quickly and easily.

In-Person Training Sessions

Calendar sync functionality applies to both virtual and in-person training. For in-person sessions, calendar invitations include location details and all session information, ensuring learners have the context they need before attending. This is particularly valuable for compliance and certification training where accurate attendance tracking is essential.

Calendar Views and Visibility

Learner Calendar Widget

Acorn PLMS includes a built-in Calendar widget that can be added to learner dashboards. This widget displays available live learning sessions and upcoming registered sessions, giving learners a quick view of their training schedule without leaving the platform. The calendar widget promotes visibility and helps learners stay aware of their upcoming commitments.

Compliance Calendar

In addition to the general calendar widget, Acorn PLMS provides a Compliance Calendar that shows content completion due dates and expiries. This dedicated view helps learners and administrators track compliance-related training requirements and ensures nothing falls through the cracks.

API-Based Calendar Embedding

If your organisation maintains a company intranet or other external system, Acorn PLMS supports calendar embedding through its REST API. The calendar can be exposed to your intranet or other integrated platforms, allowing learners to view their training schedule directly from familiar internal systems. For technical implementation details, refer to the Acorn API documentation.

Enrollment Reminders and Workflow Automation

Automated Reminder Workflows

Beyond initial confirmation and calendar sync, Acorn PLMS allows you to configure automated reminders at strategic intervals. Common reminder scenarios include:

• Reminders sent 1 month before a training due date
• Refresh course reminders at 12-month intervals
• Pre-session reminders sent days before a scheduled live learning event

These automated reminders are delivered via the same branded email and SMS templates used for confirmations, ensuring consistent messaging throughout the enrollment lifecycle.

Reducing Manual Intervention

Workflow automation significantly reduces the administrative burden on your learning team. Instead of manually sending reminder emails, tracking enrollments, or scheduling communications, these tasks are handled automatically by the system. Your organisation can define the rules once—such as "send a reminder 30 days before any training due date"—and Acorn PLMS handles execution across all learners and training programs.

Attendance Tracking

While calendar invitations are automatically sent when learners enroll, attendance is tracked within the Acorn PLMS platform itself. After live learning sessions conclude, administrators manually mark attendance in the system. This ensures accurate compliance records and certification tracking, independent of calendar acceptance status.

Note that calendar acceptance or declination in Outlook or Google Calendar does not automatically update LMS enrollment status. Attendance management remains a manual process within Acorn PLMS, providing administrators with direct control over attendance records.

Best Practices

To maximise the effectiveness of enrollment notifications and calendar sync:

• Configure branded email templates that reflect your organisation's identity
• Set up automated reminder workflows for critical training deadlines
• Enable calendar sync for all live learning sessions
• Review and update enrollment notification rules regularly
• Use the Compliance Calendar to monitor due dates and ensure timely enrollments
• Consider multi-channel notifications (email and SMS) for critical training requirements

Manager & Admin Enrollment Manager & Admin Enrollment

As a manager or administrator in Acorn PLMS, you have comprehensive control over learner enrollments. You can assign training directly to individuals and teams, manage batch enrollments, and organize assignments through multiple hierarchical levels. This flexibility enables your organization to deploy training rapidly and maintain structured cohort management.

Overview of Enrollment Authority

Managers and administrators have distinct enrollment capabilities within Acorn PLMS. Managers can assign training to their team members and individual learners. Administrators benefit from even greater autonomy, including the ability to independently upload course content and manage enrollments across larger organizational structures without requiring vendor involvement.

This self-service approach reduces dependency on external support and enables your organization to respond quickly to training needs and content updates.

Five-Level Course Assignment Hierarchy

Acorn PLMS uses a structured five-level hierarchy to organize course assignments. Understanding this hierarchy helps you effectively target training to the right learners.

Level 1: Domains

Domains represent the top-level organizational structure and are tenant-controlled. They can be configured as internal or external, providing broad organizational separation within your system.

Level 2: Organization

At the organizational level, you can segment your learners according to your company's departmental or divisional structure. This level remains cohort-controlled, allowing flexibility in how you organize your training assignments.

Level 3: Audience

Audience-level assignments let you target specific groups of learners based on roles, responsibilities, or other organizational criteria. This mid-tier approach supports targeted training deployment.

Level 4: Groups

Groups provide cohort-controlled assignments, enabling you to organize learners into specific training cohorts. This is particularly useful for batch enrollments and team-based training initiatives.

Level 5: Individuals

At the most granular level, you can assign courses directly to individual learners. This supports personalized training paths and targeted skill development.

All levels except domains are cohort-controlled, giving your managers flexibility in customizing assignments to your organizational needs.

Independent Course Upload and Assignment

Administrators in Acorn PLMS can independently upload and manage course content without vendor involvement. Your organization can upload multiple content formats, including:

• SCORM packages – Industry-standard interactive courses
• PowerPoint files – Presentation-based training content
• PDF documents – Reference materials and documentation

Once uploaded, administrators can immediately assign these courses to users or cohorts and manage enrollments directly within the platform. This autonomy accelerates content deployment, reduces implementation delays, and enables rapid updates when training materials need revision.

Configurable Course Codes

Course codes in Acorn PLMS are fully configurable, not simply assigned during initial course creation. Using Acorn's Content Fields feature, you can customize course codes to align with your organization's naming conventions, compliance requirements, or internal tracking systems. This flexibility ensures your course identification system supports your organizational workflows and reporting needs.

Capabilities-Based Course Assignment

While course assignment to capabilities is not fully automated, Acorn PLMS provides a structured approach to link training content with organizational capabilities.

During the implementation phase, administrators can select and associate courses, live learnings, videos, resources, or partnered content with specific capabilities. This manual mapping ensures that your most relevant training content aligns with the capability development your organization prioritizes.

The automation occurs downstream in the learner journey. Once employees complete a capability assessment and establish their proficiency level, they can build a capability development plan. Acorn PLMS will automatically suggest relevant content mapped to that capability, creating a personalized learning pathway based on their assessed skill gaps.

This approach combines administrative control (in mapping content to capabilities) with learner-driven discovery (through automated recommendations based on assessment results), supporting both organizational compliance and individual development goals.

Best Practices for Manager & Admin Enrollment

Plan your hierarchical structure – Before implementing bulk assignments, map your organizational hierarchy to the five-level system. Determine which organizational units map to each level to ensure consistent, scalable enrollment workflows.

Leverage batch assignments – Use group and organizational-level assignments to enroll multiple learners simultaneously rather than assigning individually. This reduces administrative effort and ensures consistent training rollout.

Configure course codes early – Establish your course code naming conventions before uploading content. Consistent coding supports reporting, tracking, and learner navigation.

Link capabilities to content – During setup, map your training content to organizational capabilities. This investment enables automated recommendations for learners later in their development journey.

Review enrollment permissions – Confirm which managers have enrollment authority and at which hierarchical levels. Clear permission structures prevent duplication and ensure appropriate oversight.

Immediate Content Deployment

Your organization's ability to independently upload, configure, and assign course content empowers your training team to respond to business needs without external dependencies. Whether deploying urgent compliance training, updating outdated materials, or launching new skill development programs, Acorn PLMS enables you to get content to learners quickly.

The combination of flexible hierarchical assignment, configurable course properties, and independent content management makes Acorn PLMS a powerful platform for organizations that require agility and control over their learning initiatives.

Self-Enrollment & Course Catalog Browsing Self-Enrollment & Course Catalog Browsing

Acorn PLMS provides a flexible enrollment system that empowers you to take control of your learning journey. Whether you're looking to explore new courses, express interest in upcoming sessions, or revisit completed content, the platform supports multiple enrollment methods to suit your needs.

Understanding Your Enrollment Options

Self-Enrollment

Self-enrollment allows you to independently discover and enroll in courses and learning paths available through your organisation's catalog. This gives you autonomy to manage your own professional development without requiring manager approval or administrative intervention.

When you locate a course you wish to join, you can typically enroll directly through the course details page. This streamlined process means you can immediately begin your learning without delays.

Management Enrollment

In addition to self-enrollment, Acorn PLMS supports management enrollment. This means your manager or administrator can also enroll you in courses on your behalf. Both self-enrollment and management enrollment work seamlessly together, ensuring you have maximum flexibility in how learning is assigned and accessed within your organisation.

Browsing the Course Catalog

The course catalog is your gateway to discovering available learning opportunities. You can browse courses at your own pace and review details such as:

• Course descriptions and learning objectives
• Duration and format (e.g., self-paced or live learning events)
• Prerequisites or recommended prior knowledge
• Enrollment status and availability

Take time to explore different courses to identify content that aligns with your role and professional goals.

Expressing Interest in Courses

If you're interested in a course but it may not be immediately available or you want to signal your intent to participate, Acorn PLMS allows you to express interest. This feature is particularly useful for:

• Courses with limited availability or upcoming scheduled sessions
• Live learning events with specific start dates
• Courses where your organisation needs to gauge demand before scheduling

When you express interest, your organisation receives notification of your intent. This data helps administrators plan course scheduling and resource allocation. For detailed guidance on managing expressions of interest for live learning events, refer to the related help article.

Understanding Waitlists

Acorn PLMS includes waitlist functionality for courses that have reached capacity. If a course you want to join is full, you have the option to join the waitlist. This means:

• Your place in line is recorded
• You'll be notified if a spot becomes available
• You can proceed with enrollment once space opens up

Waitlists ensure that high-demand courses can fairly accommodate interested learners as capacity permits. This feature works hand-in-hand with the interest expression system to manage course demand effectively.

Re-Enrolling in Completed Content

One of the flexible features of Acorn PLMS is the ability to re-enroll in courses you have already completed. This is valuable when you want to:

• Refresh your knowledge on previously completed material
• Review content at a different pace
• Access updated versions of a course
• Prepare to mentor or support colleagues taking the same course

There are no restrictions preventing you from taking the same course multiple times, giving you complete control over your continuous learning.

Getting Started

To begin using self-enrollment and browsing available courses:

1. Log in to your Acorn PLMS account using your organisation's credentials
2. Navigate to the Course Catalog or Learning Paths section
3. Search or browse using filters relevant to your role, department, or learning interests
4. Review course details, including objectives, duration, and enrollment requirements
5. Enroll directly if the course is open for immediate enrollment
6. Express interest or join a waitlist if the course requires it

Key Capabilities

Acorn PLMS's enrollment system supports:

• Flexible enrollment methods – Choose between self-enrollment or management enrollment
• Interest expression – Signal your intent to participate in courses
• Waitlist management – Join queues for full courses and receive notifications
• Re-enrollment options – Take completed courses again whenever you need a refresh
• Integrated catalog browsing – Search and filter to find relevant learning content

Best Practices

• Regularly check the course catalog for new learning opportunities aligned with your career development
• Use interest expressions to plan your learning timeline in advance
• Don't hesitate to re-enroll in courses if you want to strengthen your knowledge or support others
• Review course descriptions thoroughly to ensure content matches your learning objectives

For more detailed information on managing expressions of interest and waitlist functionality for live learning events, see the related help resources below.

Waitlists & Capacity Management Waitlists & Capacity Management

Effective capacity management ensures your learning programmes run smoothly while maintaining quality experiences for all participants. Acorn PLMS provides comprehensive tools to set maximum class sizes, manage waitlists, and communicate with learners throughout the enrollment journey.

Understanding Capacity Management

Capacity management allows you to control how many learners can enrol in a specific class or learning activity. By setting maximum class sizes, you can ensure:

• Learning experiences remain effective with appropriate learner-to-instructor ratios
• Facilities and resources are not overbooked
• Quality standards are maintained across your organisation
• Enrolment remains organised and predictable

When a class reaches capacity, Acorn PLMS automatically manages the overflow through waitlist functionality, ensuring no interested learners are turned away without an alternative pathway.

Setting Maximum Class Sizes

You can define capacity limits for your classes based on your organisation's requirements. These limits apply across all enrolment methods, whether learners register directly, are nominated by managers, or enrol through expressions of interest.

Once you establish a maximum capacity, the system tracks enrolments in real time. When your class approaches or reaches full capacity, your configured workflows and notifications automatically activate to keep stakeholders informed.

Managing Waitlists

Waitlists provide a structured way to manage demand when classes are full. Instead of turning away interested learners, you can:

• Automatically place learners on a waitlist when maximum capacity is reached
• Track expressions of interest and gauge demand for future offerings
• Prioritise waitlisted learners if spaces become available through cancellations
• Provide learners with clear visibility of their waitlist position

Your organisation controls whether waitlists are enabled for specific classes or learning activities. This flexibility allows you to match waitlist management to your enrolment strategy.

Expressions of Interest

Expressions of interest capture learner enthusiasm for classes that may not yet be scheduled or have limited availability. This feature helps you:

• Understand which learning topics are most in demand
• Make data-informed decisions about future class scheduling
• Build a foundation for future enrolment campaigns
• Engage learners early in the planning process

Learners who express interest receive appropriate communication keeping them updated on class availability and related opportunities.

Automated Notifications & Communication

Email Notifications Throughout the Enrollment Journey

Acorn PLMS sends automated email notifications at critical enrollment touchpoints, keeping both learners and your organisation informed. Your system automatically generates notifications for:

• Registration Confirmations: Learners receive immediate confirmation when they successfully enrol in a class
• Reminders: Timely reminders help learners remember upcoming classes and deadlines
• Waitlist Notifications: Learners are notified when placed on a waitlist, updated on their position, or informed when a space becomes available
• Cancellations: Clear communication confirms when an enrolment or class is cancelled, helping learners adjust their schedules

These notifications ensure consistent, professional communication without manual intervention.

Customising Email Communications

Your organisation's brand identity is important. Acorn PLMS allows you to completely customise how all automated emails look and feel. You can:

• Apply your organisation's logo, colours, and design standards
• Customise email content, tone, and language
• Ensure all communications align with your brand guidelines
• Maintain consistent messaging across all learner touchpoints

This customisation capability means that even fully automated emails reflect your organisation's professional standards and values.

Email Workflows for Advanced Scenarios

Beyond standard notifications, Email Workflows provide powerful automation for complex enrollment scenarios. Email Workflows allow you to:

• Trigger specific communications based on user type (e.g., different messages for managers versus learners)
• Create cohort-specific workflows tailored to particular learning programmes or groups
• Automate multi-step communication sequences
• Respond automatically to enrollment events with targeted, relevant messaging

For example, you might create one workflow to notify managers when their team members complete enrolment, while simultaneously triggering a different workflow that sends learners pre-class preparation materials. Email Workflows adapt your communication strategy to your organisation's unique needs.

Best Practices for Capacity & Waitlist Management

To maximise the effectiveness of your capacity management:

Set Realistic Capacities: Establish maximum class sizes based on your learning delivery model, venue constraints, and quality standards.

Enable Waitlists Strategically: Use waitlists for high-demand classes to capture interest and inform future scheduling decisions.

Monitor Demand: Review expressions of interest and waitlist data to understand learning preferences and plan future offerings.

Communicate Clearly: Ensure your customised emails clearly explain capacity limits, waitlist processes, and next steps for learners in different enrollment scenarios.

Use Workflows Intelligently: Configure Email Workflows to automate responses to common enrollment scenarios, reducing manual administrative work while maintaining personalised communication.

Test Your Notifications: Before launching at scale, verify that your customised emails and workflows deliver the right message to the right people at the right time.

Summary

Waitlist and capacity management in Acorn PLMS provides a complete solution for controlling class sizes, managing demand, and communicating professionally with learners. By combining capacity controls, waitlist functionality, customisable email notifications, and powerful Email Workflows, your organisation can maintain learning quality while ensuring no interested learner is overlooked.