Registration rules automatically enrol users to training based on criteria like department or start date. This lets you capture large groups at once or set ongoing automatic enrolment, ideal for compliance or mandatory training.

⚠️ Important: For individual users, register them manually instead.

To create a registration rule, watch the video or follow the steps below.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the Create a Unique Rule tile, then click Next.
Select relevant filters, then click Next.
Choose when to register users and how long the rule will run for.
Enter a due date, or select a date relative to registration.
Choose how to manage resets and previously cancelled users.
Click Finish.

Create a registration rule for annual modules

Use registration rules to register users annually to a single module or course.

To do this watch this video or follow the steps below.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the Create a Unique Rule tile, then click Filter by units.
Select relevant organisation, then click Next.
Choose when to register users and how long the rule will run for.
Set relevant due date, then click Specify a date from when the module is assigned.
Click Reset Progress.
Click Every then set 1 year / 12 Months from the date the rule is applied.
Click Finish.

Create a registration rule for new joiners

Create registration rules to register new joiners to your organisation to specific training.

To do this, watch the video or follow the steps below.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the Create a Unique Rule tile.
Select the Filter by employment date check box.
Click Next, then decide when the rule will start running.
Choose when to register users and how long the rule will run for.
Choose how to manage resets and previously cancelled users.
Click Finish.

Create a registration rule for job specific training

Use registration rules to register users with specific jobs or roles in Access LMS Evo to training. This helps you deliver job-specific courses and modules to the right user groups.

To do this, please watch the video or follow the steps below.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the Create a Unique Rule tile.
Select relevant filters to ensure you are allocating the rule to the correct users.
Click Next, then set date for users to start being registered to the module.
Apply additional settings to customise your rule as needed, then click Finish.

Create a time delayed registration rule

Create registration rules to assign training after users have been employed for a certain period. For example, assign probation forms once they complete their induction.

To do this please watch this video or follow the steps below.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the Create a Unique Rule tile.
Select Filter by user creation date.
Select Created after. Set the date to either the current date, or the day after registration rules creation.
Set start date older than to minimum 3 months using the drop-down menu.
Click Next, then choose when the rule should start applying from.
Select Check rule automatically, then select Indefinitely from the menu.
Set a due date, then click Finish.

Set certificate expiry dates using a registration rule

Set certificate expiry dates to require users to retake training after a designated period.

To do this, please follow the steps below.

🤓 Tip: You can also set expiry date by course.

Switch to admin view, then click Content.
Click All Content, then click Find.
Search for the relevant content, then click Common Tasks.
Select the the Users and Rules tab, then click Add Rule.
Select the relevant user criteria, then click Next.
Select Check Rule automatically and Indefinitely, then click Set certificate expiry.
Set relevant expiry date, then click Finish.

Filters for registration rules

Filter	Function
Filter by units	Choose the audience from organisation hierarchy. To register whole organisation, select the top-level organisation. To only register specific organisation units, select individually (after first removing top-level organisation). Select an Organisation Unit containing other units within gives the option to include the Child Units (the units below it in the hierarchy). Select Exclude to remove specific units from selection.
Filter by categories	Select one or more categories that must apply to rule. For example, job role, qualification or location.
Filter by roles	Select users based on system role. For example, line manager or administrator. Includes default and bespoke system roles.
Filter by existing registrations	Select users based on completion status of module. For example, users who completed introductory course are then registered onto an intermediate course by the rule.
Filter by user creation date	Only register users created before or after a certain date or time period.
Filter by employment date	Only register users that began employment before, on or after a certain date or time period.
Using multiple criteria	Filter by multiple criteria. Will only register users who meet all criteria. If a user only meets some of the criteria, they will not be registered.

Exclude criteria from registration rules

Registration rules register users who meet certain criteria on to courses, criteria such as Department, Office, Job Title etc. How these work is detailed in the below table.

📌 Note: The other filtering options (Filter by existing registrations, Filter by user creation date and Filter by employment date) don't have exclusions and are based on user start dates and course completion status.

Criteria	Function
Filter by units	Select the entire organisation / multiple organisations and then also exclude certain units or child units from being targeted. Select the organisation Click + to expand the view. Select the unit to exclude.
Filter by categories	Filter through and select relevant groups. Click the Group drop-down menu. Select the relevant category then choose from available options. 🤓 Tip: Filtering by categories can work in conjunction with units, thus filtering the criteria even further.
Filter by roles	Choose the system roles to be targeted by the registration rule. No exclusions possible. 🤓 Tip: Filtering by categories can work in conjunction with units, thus filtering the criteria even further.

Enable grace period in registration rules for reporting

Setting grace periods when creating a registration rule to exclude new starters or returning users from compliance reporting until they complete the module or the due date passes. This helps administrators track who is still within their on-boarding or return window.

Users in the grace period appear in grey in the Compliance Workspace apps and don’t affect the overall compliance percentage.

Reset progress using registration rule

Registration rules can be used to reset progress at specific intervals. It's important when setting it up, to choose the relevant option for the desired outcome.

If resets are happening unexpectedly, it may be the option is selected in the registration rule.

Please see the below table for further details on the available options.

Reset progress option	Expected behaviour
Completed registrations	Resets progress for anyone who has completed the content at top-level.
Completed activity registrations	Resets progress for anyone who has completed module activities within the content each time there's a completion.
Completed registrations older than Months Years	Resets progress for anyone who has completed the content at top-level after the set number of months or years. Used to make the top-level course open as a whole for renewal, rather than at various points.
Completed activity registrations older than Months Years	Resets progress for anyone who has completed the content at top-level each time a module completed within it has surpassed the number of months or years specified. This means the course reopens at various intervals for completion of each module again in line with their completion and reset date individually.
Registrations older than Months Years	Resets progress for anyone registered to the content since longer than the set number of months or years ago regardless of status.
Every Months Years from date	Resets progress for anyone registered to the content at whatever set interval regardless of status. A date to start this from can also be applied.