Before adding learners into an experience, review your experience's team creation settings where you can edit how teams are formed and matched to projects.
Once your experience has match with the projects you want your learners to work on, it's time to bring the learners into your experience.
There are several options available to educators for bringing learners into their experience. These options include learners requesting to join, joining via an access code, inviting learners to the experience itself, inviting learners to preassigned teams assigned to projects, and importing learners from an external tool such as a learning management system.
Main benefits of adding learners to your experience:
Centralize your progress tracking for all teams across all projects.
Your learners will receive written feedback, endorsements, and achievements for completing their projects which they can share on their resume / CV, personal portfolio, or LinkedIn to showcase their experience to prospective employers.
Unlock even more in depth project management tools such as worklogs, milestones, feedback surveys, and more.
General
Membership levels
When you are ready to add learners to your experience, you may actually choose between several methods which will end up adding learners to the experience itself, or to teams within the experience.
Experience level
Any method to add learners to the experience will give those learners access to the experience where they will be able to see all of the matched projects. If your experience team creation setting is set to "self-assign" or "by application" adding learner to the experience will then allow them to take the next action, whether that be forming their team and starting a project, or applying to a project. If your experience team creation setting is set to "by admins" then you will still need to create the teams for your learners even after they have been added to the experience.
Team level
When your experience team creation setting is set to "by admins" you will most likely be inviting learners directly to teams within the experience. Any learner added to a team within your experience will also automatically be added to the experience itself.
Any learner added to your experience will automatically be added to your experience's portal as a learner.
Methods
There are several methods you can use to add learners to your experience and teams. Each one serves a different purpose, so be sure to use the one(s) that fits your needs.
Learners join the experience via access code
Give your learners an access code which they can use to join the experience directly. This is a great option if you want a quick way to get your learners into your experience.
Learners join the experience via magic link
Give your learners a magic link which they can use to join the experience directly. This is a great option if you want a quickest way to get your learners into your experience.
Learners request to join the experience
If you want to review every learner who want to join your experience, this is the best option. You can configure when these requests are turned on or off, set custom questions that must be asnwers s part of the requesting process, and can review a user's request and profile of previous work to determine whether to permit them access to the experience.
Learners are invited to teams
This method allows you to form teams for projects and invite learners directly to those teams. This is the best option if you want to control exactly what learner is on what team and is working on what project. This option is also the easiest for learners as they will receive an invite directly into their team where they can then start working on their project.
Learners are invited to the experience
Invite learners directly to your experience via email. If you need to quickly invite a relatively small amount of learners into your experience, this is often the quickest method.
Learners are imported to the experience
If you have a large amount of learners you want to add to your experience, or you already have an external data source containing all the information needed to import learners, this is the best method. Imports have no limit to their size, will automatically create user accounts for each learner imported and be added as a learner of your experience.
Learners join via integration
If you are using your experience to compliment learning in an external learning management system, you can configure a LMS integration from your LMS of choice directly to your experience. After the integration is enabled, learners clicking on the integration link from inside of the LMS will be redirect from the LMS to your experience and will have their user account automatically created for them and be added as a learner of the experience.
How to
Enable / disable learners joining the experience via access code
If you want to enable or disable the ability for learners to join via an access code:
Navigate to your experience and click the "Settings" tab
Click the "Learners" tab under the "Members" group
Check or uncheck "Learners join experience via an access code"
Click "Submit" to save your changes
Change the experience access code
If you want to change the access code used by learners to join an experience:
Navigate to your experience and click the "Settings" tab
Click the "Learners" tab under the "Members" group
In the "Learner members settings" section, set your new access code
Click "Submit" to save your changes
Changing your access code will require any new learners attempting to join the experience to use the new code.
Invite learners to join the experience via access code
Once you’ve enabled learners to join via an access code, you can share the code with them however you like. You can also send step-by-step instructions by following these steps:
Navigate to your experience and click the "Members" tab
Click the "Invite" button, then click "Copy instructions".
You will then see instructions for your learners, including the experience link and access code. Copy and paste the instructions and send it to your learners or include it in your syllabus.
Add learners via magic link
With a magic link, you can share a single link with learners you want to join your experience. Learners can simply click the link to be added automatically.
Magic links are turned off by default. To enable them, follow these steps:
Navigate to your experience.
Click the "Settings" tab.
Select the "Learners" tab and check "Enable learner magic link access".
Click "Save".
Magic links are convenient, but anyone with the link can join your experience. Share it carefully. If needed, you can always disable or rotate the link (see below).
Rotate a magic link
If you believe your magic link has been shared with the wrong people but still wish to use it, you can rotate or change the link by following these steps:
Navigate to your experience.
Click the "Settings" tab.
Select the "Learners" tab.
Click "Generate" in the "Generate new link" section.
Rotating the link will invalidate the previous one, so you will need to share the newly generated link with your learners.
Enable learners to request to join the experience
To enable learner member requests, follow these steps:
Navigate to your experience and click the "Settings" tab.
Click the "Learners" tab under the "Members" section.
In the "Learner member settings" section, check the "Enable learner member requests" box.
Click "Save" to apply your changes.
Set custom questions for learners requesting to join the experience
Set custom questions for learner member requests by following these steps:
Navigate to your experience and click the "Settings" tab.
Click the "Learners" tab under the "Members" section.
Check the "Enable learner member requests" box. Then, check the "Enable learner membership request questions" box.
Add any questions you want learners to answer as part of their membership request.
Click "Save" to apply your changes.
Learners must answer these questions when requesting membership, and their responses will be visible when you review the request.
When editing existing questions, note that any answers already submitted will remain linked to the question. If the question is significantly modified, these answers may appear incorrect. If you need to make major changes, it’s recommended to delete the question and create a new one. Deleting a question does not remove previously submitted answers; they will still be available when reviewing a member request.
View all learner member requests
To view all the member request from learners:
Navigate to your experience and click the "Members" tab
Click the "Requests" tab.
Accept or decline learner member requests
To accept or decline a member request from a learner, you can:
Navigate to your experience and click the "Members" tab
Click the "Requests" tab.
Click the request you would like to accept or decline.
Click "Accept" to accept the member request and add them to the experience, or click "Decline" to reject the request.
Invite learners to the experience
To invite learners to the experience, follow these steps:
Navigate to your experience and click the "Members" tab, and ensure you are in the "Learners" section of this tab.
Click the "Invite" button, then click "Invite to experience".
Enter the email addresses of the learners you wish to invite.
Click "Send".
Set experience invitation expiration
To specify how long invitations to the experience remain valid, follow these steps:
Navigate to your experience and click the "Settings" tab.
Select the "Learners" tab and scroll to the "Learner invitation expiry" section.
Enter the number of days after which invitations should expire, or leave blank if you do not want invitations to expire.
Setting expiry days only affects new invites and will have no affect on any preexisting invites.
View all learner experience invites
To view all the invites sent to learners:
Navigate to your experience and click the "Members" tab
Click the "Invites" tab.
Create teams for learners in bulk
For this option, make sure that the team creation setting on your experience is “By experience admins”.
To create preassigned teams for learners for matched projects, follow these steps:
Navigate to your experience and click the "Members" tab, and ensure you are in the "Learners" section of this tab.
Click the "Invite" button, then click "Create teams".
Create teams and invite learners to them by following the step by step instructions.
Adding a learner directly to a team will also add them to the experience.
Create a team for a specific matched project
To create teams directly on a specific match, follow these steps:
Navigate to your experience and click the "Projects" tab.
Select the project match you want to invite learners to.
Click on the "Learners" tab for the match.
Click the "+ Team" button.
Enter the details of the learner team.
Import learners via CSV file
To import learners using a CSV file containing their information from an offline source, follow these steps:
Navigate to your experience and click the "Members" tab, and ensure you are in the "Learners" section of this tab.
Click on the ellipsis menu and select "Bulk import options".
Add learners via learning management system integration
You can connect your learning management system to your experience by following these step-by-step instructions for each LMS.