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Set Up Course Registration

To streamline students' course registration on your Experience Cloud site, turn on Advanced Academic Operations and assign the appropriate permission sets.

Required Editions

Available in: Lightning Experience
Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud and Education Cloud Advanced Academic Operations for Experience Cloud add-on
User Permissions Needed
To turn on Advanced Academic Operations and assign permission sets to users: Education Cloud Full Access
To edit relevant objects: Education Cloud Advanced Academic Operations Admin Access

Before you begin, complete these prerequisites:

Note
Note Advanced Academic Operations turns on the Course Registration portal and several save hooks and automations. These automations can prevent your existing custom student information system portal from running properly. For example, Advanced Academic Operations prevents overenrollment or double enrollment. Contact your Salesforce admin to discuss your options.
  1. Turn on Advanced Academic Operations.
    Activate Advanced Academic Operations in Set Up Education Cloud.
  2. Assign relevant permissions to your users.
    • For Salesforce admins, assign Education Cloud Advanced Academic Operations Admin Access.
    • For Experience Cloud users, assign Education Cloud Advanced Academic Operations for Experience Cloud Access.
  3. Set up your academic term enrollment record page.
    1. From Setup, click Object Manager, and then select Academic Term Enrollment.
    2. Click Page Layouts and then click Academic Term Enrollment Layout.
    3. Make sure that the Academic Term Registration Timeline field is in the Information section under Academic Term Enrollment Detail.
    4. Save your changes.
  4. Set up your academic term registration timeline record page.
    1. From Setup, click Object Manager, and then select Academic Term Registration Timeline.
    2. Click Page Layouts and then click Academic Term Registration Timeline Layout.
    3. Make sure that the Default, Eligibility Criteria, and Published fields are in the Information section under Academic Term Registration Timeline Detail.
    4. Save your changes.
  5. Turn on course registration for each student.
    1. Create an academic term enrollment record and relate it to the corresponding academic term.
    2. In Learner Contact, search for a student and select the student.
    3. Enter the enrollment date, enrollment reason, and enrollment status.
    4. Save your changes.
    Note
    Note If you try to assign a student multiple academic term enrollment records in the same academic term, only the most recently created academic term enrollment record applies.
  6. Create a registration window for each student for a specific term.
    1. On the same academic term enrollment record, from the Academic Term Registration Timeline field, create a record.
    2. Select the corresponding academic term.
    3. Set opening and closing dates for the registration.
    4. To make this academic term registration timeline the default registration window, select Published and Default.
    5. Save your changes.
  7. Give students access to view their own academic term enrollment records.
    1. From Setup, in the Quick Find box, enter Digital Experiences, and then select Settings.
    2. In the Sharing Sets section, click New.
    3. Enter a label and sharing set name.
    4. Move the profile that you use for students to the Selected Profiles column.
    5. In Configure Access, click Set Up, and then set these mappings.
      • Select Contact as the user.
      • Select LearnerContact as the target academic term enrollment.
      • Select Read Only as the access level.
    6. Click Update.
    7. Save your changes.
  8. If necessary, verify the settings of the holds that block students from course registration. See Create Records for Restrictions in Prepare the Data for Holds.

After a student registers for a course, Education Cloud creates a course offering participant record with an enrolled status. This record links the student’s account, the course offering, and academic term enrollment records together.

To view all enrollments in a specific section of a course, go to Course Offerings, select a record, and view all course offering participant records in the related list. If the Course Offering Participant related list isn't visible, add it to the Course Offering page layout.