How to Manage Registration of Learners in a Classroom

Managing learner registration is not just about adding users; it is about giving training admins the flexibility to manage how and when people join.

Whether you are onboarding staff, delivering compliance training, or managing multiple departments, ProProfs offers several registration workflows. These options help you handle scale and structure efficiently while keeping the process organized and learner-friendly.

Manual Registration: Add Learners Yourself (Good for Small Teams or Private Cohorts)

If you are working with a tight group or want to onboard users gradually, you can manually add learners to a classroom using their email or ID.

Steps:

1. Go to Classroom > Users for the specific classroom.

2. Click + New User and enter each learner’s email or unique ID.

3. You will then have the option to:

• Add them to an existing group
• Assign one or more courses right away

4. Click Done to complete the setup.

What this looks like in practice:

Teams onboarding in phases often prefer manual registration to assign courses based on department or job role. This helps avoid overwhelming new learners with unrelated content.

Bulk Upload: Add Hundreds of Learners in One Go

For larger organizations or seasonal training drives, ProProfs allows admins to upload an entire user list using a spreadsheet.

What you can do:

• Add names, emails, IDs, group tags, and course access in a single upload

• Use the downloadable sample file to avoid format issues

• Assign users to specific classrooms and learning paths during upload

Real use case:

A city government team managing 3,000 employees used bulk upload to roll out onboarding across departments. This helped them sync learner data with their internal HR system and launch training without delays.

Self-Registration Options: Let Learners Enroll Themselves (With Structure)

If you want to reduce admin work, ProProfs offers self-enrollment features with options to keep your structure organized.

1. Self-Enrollment to a Default Group

Share a registration link. When learners sign up, they are automatically added to a default group.

2. Join Codes for Group-Specific Enrollment

Assign each group a unique join code. Learners enter the code during sign-up and are placed directly into the correct group.

What this looks like in practice:

An education company sorting new hires by department used join codes to enroll learners directly into the right onboarding track. This saved time and reduced manual course assignments later.

Seamless Sign-In: Google SSO for Easy Access

To simplify onboarding and reduce password issues, learners can register using Google sign-in. Once authenticated, they are added to the assigned classroom using their Gmail account.

Real use case:

A nonprofit onboarding volunteer educators enabled Google sign-in. This allowed users to register and access training immediately, without needing separate login credentials or helpdesk support.

Best Practices for Managing Registration

• Use groups and join codes to avoid messy enrollments across large teams

• Verify your bulk upload file before importing to avoid duplicates or incorrect group assignments

• Assign courses during registration to reduce manual steps later

• Enable Google sign-in if your users already use Gmail accounts

• Plan your Learning Paths ahead of registration if you want learners to enter by role or training level

Frequently Asked Questions

Can I bulk import and assign users to multiple groups at once?
Yes. Add group tags in your spreadsheet and users will be assigned automatically during upload.

Can I move a learner to another group after registration?
Yes. Go to Classroom > Users, select the learner, and update their group or assigned courses.

What if a learner enters the wrong join code?
They will be added to the group connected to the code they used. If needed, you can manually move them later.

Is Google sign-in available for all plans?
Google sign-in is available on paid plans. If you are unsure whether your current plan includes it, contact support.

Need help setting up learner registration the right way? Contact our support team, and we will walk you through it.