How to Send Course Invites to Learners in Bulk

When you're managing onboarding or compliance across hundreds of employees, manually inviting users one by one just won't cut it.

ProProfs Training Maker lets you send course invites in bulk - whether you're sharing with a large email list, assigning content to groups via classrooms, or syncing with your existing HR setup.

Here's how a course invite will appear to learners:

Why bulk invites are a lifesaver

From what we've seen in customer calls:

• HR teams want to onboard 200+ employees at once without creating chaos.

• Compliance officers need to assign recertification courses in one go and track anyone who hasn't started.

• Trainers want to avoid toggling between CSVs, LMS dashboards, and Gmail.

• Organizations switching from Thinkific or spreadsheets appreciate the all-in-one simplicity.

ProProfs makes this fast, clean, and customizable, while giving you control over access, timing, and tracking.

In this article, you'll learn:

1. How to Import Email Contacts & Share a Course Invite

2. How to Send Course Invites to Groups via Classroom

3. How to Share a Course With Group(s)

 How to Import Email Contacts & Share a Course Invite

Step 1: On your ProProfs Training Maker dashboard, navigate to the Send icon of a course you want to share. An overlay will open.

Step 2: Go to the Add Users button and select Imports in the drop-down menu. 

Step 3: Choose the platform from which you want to import the learner's list. Click Done. 

Step 4: Change the option to Send Course Link and send the email invite.

Every email address will receive an invite to take this course in their inbox. They can click Start Course to begin.

 How to Send Course Invites to Groups via Classroom

Using ProProfs' secure online classroom, you can manage learners better by adding them to specific groups. As soon as you assign a course to a group, all the learners in that group are automatically invited.

Step 1: Go to the Classroom on the Training Maker dashboard. Here, you will see every classroom you create. 

Step 2: Go to a classroom group by clicking the button in the image below.

Step 3: Follow these steps:

1. Open a group from the left pane

2. Switch to Courses.

3. Click  +Courses to open an overlay with the list of courses. 

Step 4: Select a course(s) to assign to the group. You can remove the course(s) not required for these users. Click Save to finalize your changes.

Here's an email invite preview of a newly assigned course through the ProProfs Training Maker.

 How to Share a Course With Group(s)

Step 1: On your ProProfs Training Maker dashboard, navigate to the Send icon of a course you want to share. An overlay will open.

Step 2: Go to the Add Users button and switch to Groups in the drop-down menu. 

Step 3: Select a Group from the list, click Done, and go to Send Course Link to email the group users to take this course. Learn more about groups. 

Use Case:

A ProProfs customer in the financial compliance sector needed to onboard 300+ new agents and track their AML training progress. Using classroom-based invites, they were able to:

• Send a batch of invites in 5 minutes

• Reassign courses if someone moved departments

• Sync training data with HR using reports

Result: Less admin work, better completion rates, zero lost invites.

FAQs

Can I send invites from a spreadsheet (CSV)?
Yes. Use the Import option under Add Users.

Will users who have already taken the course get the invite again?
Only if you resend it. ProProfs won't duplicate completion data unless you reset it.

Can I schedule invites or reminders?
You can't schedule future invites directly, but reminders can be automated via course settings.

How do I resend invites to learners who haven't started?
Use the Reports tab → filter by "Not Started" â†’ resend from there.

Can I use API or HRIS to sync users?
Yes, but depending on your plan, you'll need to set up custom integration or use SSO/SSO+SCIM.