Keycode Manager

Enrollware has the ability to manage online course keys and automatically distribute them to students as they register on your site. These keys can be associated with courses requiring classroom sessions (skills sessions), or pure online courses where no classroom session is needed. We’ve designed this feature to be as simple and user-friendly as possible. This short guide should contain all of the information you need to successfully and set up and manage your e-Learning courses.

Getting Started

Here are the steps to follow in setting up an online course with key distribution:

Set up your Keycode Banks. This is done via the Online Keycodes menu selection under the Settings section of your Enrollware Admin site. You should create one keycode bank for each type of key that you plan on offering. It’s OK to setup banks that are initially empty. This is the same screen where you return to add additional keys to the banks as needed. Make sure to include instructions as these will be sent to your registrants in their confirmation emails.

Set up your Course Types. The keycode banks that you created in step 1 need to be assigned to courses. In the Course Type edit screen, the Use Keycode Bank dropdown is where you assign a bank to a course type. A bank can be assigned to several different course types if needed.

Schedule your classroom sessions the same as you always have. For classes that don’t have a classroom session, this step is obviously not required.

Your students register for the online courses using the same process as with normal classes. Once a student has completed their registration, they are assigned a key from the corresponding keycode bank. This key is delivered in their confirmation email, on their printable receipt, and in your notification email. It can also be found online in the student edit screen, the keycode bank edit screen, and the Keycode Sales page under Classes and Students.

Important Notes

Below are a few things to keep in mind related to the keycode manager.

Student Instructions – We built the keycode manager to be completely flexible in the types of keys that it can distribute. As a result, don’t include any canned instructions to the student regarding the use of the keys. It’s important that you include all of the necessary activation instructions in the instructions field of the keycode bank edit screen.
Empty Banks – If a student registers for a class and there are no unused keys available, we will still complete the registration but instead of sending a key we will put “Will be emailed shortly” in its place. We’ll also make it obvious in your notification email that a key needs to be sent. If this happens, you should purchase additional keys as soon as possible and load them into your bank. Then go to the student record, where you will see their key labeled as “unassigned”, and click the “Assign” button. This will retrieve a key from the bank and save it in the student record. Lastly, you will probably want to resend the student email, which will provide them with their key.
Deleting Students / Recycling Keys – If for any reason a student registration was made in error or you would like to cancel a registration and recover the key, this can be done by deleting the student from the system. Once this is done, the key can be manually added back into the bank if needed. You may also "recycle" a specific key, which un-assigns the key from the student and makes it available for use again. You can do that by clicking the "Enable Recycle" button, and then clicking the recycle icon next to the key that you'd like to un-assign.

In either case, it’s important to make sure the key hasn’t been used before adding it back to the bank.
Existing Courses - If you attach a keycode bank to an existing course type, all prior students who have purchased that course type will have a key labeled as “unassigned”, because the key manager was not part of their key fulfillment. This should not be a problem in general but if it is, the solution is to create new course types for any online course using the key manager.