Enrolling Learners in Classes

Table of Contents

• Overview
• Self-enrollment
• Bulk enrollment
• Class codes
• Sending invitations
• Enrollment status
• Learner did not receive an invitation email

Overview

There are three ways to enroll learners in a class:

• Self-enrollment link or QR code — learners enroll themselves via a URL or QR code
• Bulk Upload — learners enter a code to access the class, with an optional self-registration setting
• Class code — learners enter a code to access the class, with an optional self-registration setting

All methods require a class to exist first. To create a class, see: Classes in Bodyswaps Go.

Self-enrollment

Self-enrollment lets learners enroll themselves into a class without the facilitator adding them individually. Each class has a unique self-enrollment URL and QR code that you can share however you'd like — by email, printed handout, or displayed on screen.

When a learner opens the link or scans the QR code, they are taken to an enrollment form where they enter their name and email address.

Tip: Right-click the QR code and select Save Image to download it.

Configuring self-enrollment settings

Click the cog icon next to self-enrollment on the class dashboard to manage the following settings:

• Allow self-enrollment for
  • New and existing users — open to anyone (default)
  • Existing users only — restricted to users already in Bodyswaps Go
• Restrict email domains — limit enrollment to specific email domains
• Max class size — maximum number of learners allowed; set to 0 for no limit
• Last date for enrollment — sets an expiry date for the link and QR code
• Enrollment page greeting text — text displayed to learners when they open the link
• Require email verification — if enabled, learners must verify their email before accessing the code generation page

Manual or Bulk enrollment

Admins can import a CSV file of users directly into a class. For full instructions on preparing and uploading a CSV file, see: Bulk User Upload.

⚠️ Administrator permissions are required to complete a bulk upload

When uploading, select the class you want to assign users to in the final step to the specific class. Once uploaded, learners will appear in the class but will not have been sent an invitation automatically. Their status will show as Requires Invite.

To notify them, see Sending invitations below.

Alternatively, you can add individual users who are already added to Bodyswaps Go, to do so:

1. Open the class and go to the Learners tab.
2. Click Add Learners.
3. A dialog will appear showing all users in your organisation. Tick the users you want to add.
4. Click Save.

Tip: Use the search bar at the top of the dialog to filter by name, email, or tag.

Once added, learners will not be automatically notified. See Sending invitations below.

Class codes

Every class has a class code that learners can enter to access content. How this works depends on whether the facilitator has enabled self-registration:

Standard class code (default)

The facilitator adds learners to the class beforehand (using the Bulk/Manual instructions above). When a learner enters the class code, they select their name from a list and are taken straight into the content — no further steps required.

Self-registration via class code

If enabled, learners who are not yet in the class can enter the code and type their name and email address to enroll themselves.

To enable this:

1. On the class dashboard, click the cog icon next to Class Access Code.
2. Enable Allow students to self-register to class.

Sending invitations

Once learners have been enrolled — whether individually, via bulk upload, or via self-enrollment — the next step is to notify them, unless they self-enrolled (in which case an invitation is sent automatically).

Bodyswaps will send an invitation email to each learner containing a unique link to access their class content.

Tip: To make sure learners receive the email, ask your IT team to whitelist emails from bodyswaps.co. If learners are still having trouble, contact Bodyswaps Support.

Sending invitations individually

Click the envelope icon to the right of a learner's name in the Learners tab.

Sending invitations in bulk

1. Go to the Learners tab within the class.
2. Click the three dots at the top right of the page
3. Click Send Invites.
4. Choose to invite everyone or only learners not yet invited.
5. Send.

Note: Always send invitations from the Classes page if you want learners to access content assigned to a specific class. Sending from the Users tab gives learners access to all content on Bodyswaps Go. (See: Managing Users in Bodyswaps Go.)

Enrollment status

The status column in the Learners tab shows where each learner is in the enrollment process.

Note: These statuses are specific to the Classes view. For registration statuses in the Users tab, see: Managing Users in Bodyswaps Go.

Learner did not receive an invitation email

If a learner is not receiving invitation emails, this is most commonly caused by a strict spam policy on your organisation's IT systems.

• Ask your IT team to whitelist emails from bodyswaps.co.
• If the problem persists, contact Bodyswaps Support for assistance.

As a workaround, you can manually send a learner their access code via another channel — email, SMS, or a messaging app:

1. In the class Learners tab, click the key icon next to the learner's name.
2. A code valid for 72 hours will appear.
3. Share this code with the learner directly.