How to Use Group Join Codes for Self Enrollment

When you’re training multiple cohorts or managing compliance by team, adding learners one by one isn't practical. That's where Group Join Codes help.

Instead of enrolling each user manually, you can share a join code linked to a specific group. Learners self-register using this code, and they're automatically placed into the right group for tracking, reporting, and course access.

This works especially well when:

• You're training in waves (e.g. new hire batches, departments)

• Learners don't all start at once

• You want team-specific reporting or certifications

What Join Codes Help You Do

• Let learners self-register into the correct group

• Assign role-based access without admin follow-up

• Keep learners segregated by team, function, or location

• Maintain clear progress tracking for each group

• Reduce admin time during large-scale rollouts (e.g., 300 - 500 learners/year)

Note: If your groups are pre-defined, you can also upload users in bulk instead of using join codes. Learn how to upload users in bulk.

Here' what the prompt for the join code at the time of self-registration would look like to learners:

Here's how you can see/edit group join codes:

Step 1: In your ProProfs Training Maker account,

• Go to Users > Groups.
• Select one group for which you want to see/edit the secret join code

Step 2: In your selected group,

• Hover your cursor on Settings to view the join code of the group.

• You will see the join code of this group. Click the pencil icon to edit it.

• Once you have entered a new code, click Save.

Why Teams Use Join Codes

• Group learners by location, department, or access level without manual intervention

• Onboard large numbers quickly with pre-assigned training paths

• Automate grouping while maintaining visibility and control over learners' progress

• Support self-paced training while tracking completions by group

• Combine with reminders, certifications, and admin reporting dashboards

Frequently asked questions

1. Can learners switch groups after registering with a join code?
No, learners aren't automatically moved between groups once registered. If someone joins the wrong group, an instructor or admin needs to manually reassign them via the Users tab.

2. How secure are join codes? Can anyone with the code join?
Yes, anyone with the code can register for that group. If you're handling sensitive or internal training, use unique codes per group and update them periodically to avoid unauthorized access.

3. Can I use the same join code for multiple groups?
No, each group has a unique join code. If you're managing similar content across teams, consider cloning groups or assigning the same courses to multiple groups instead.

4. Do learners need a course code too, or is the group code enough?
If you've already assigned courses to the group, learners will automatically see those courses upon joining via the group code. No extra course code is needed.

5. What happens if I change a join code after sharing it?
Learners trying to register with the old code will see an error message. If you've shared the old code widely, make sure to notify users or reissue the new one through your usual communication channel.

Now, you can email this code to learners, and they can enter it at the time of self-registration to join this group.