---
title: "Effortless Instructor-Led Training: Managing Enrollments, Attendance, and Grades"
slug: "effortless-instructor-led-training-managing-enrollments-attendance-and-grades-1"
updated: 2025-11-10T22:00:13Z
published: 2025-11-10T22:00:13Z
canonical: "support.smarteru.com/effortless-instructor-led-training-managing-enrollments-attendance-and-grades-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://support.smarteru.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Effortless Instructor-Led Training: Managing Enrollments, Attendance, and Grades

[Instructor-led training (ILT) courses](/v1/docs/courses-instructor-led)—whether in-person classes, workshops, or virtual webinars—are a core part of many learning programs. Each [session](/v1/docs/sessions), which is a single occurrence of that course on a specific date and time, requires effective management to be successful. This process includes preparation before the session begins, tracking during the session, and the essential wrap-up after it ends.

As a SmarterU administrator, you are the backbone of this process. Even when you're not leading the session, you play a vital role in supporting your instructors and ensuring that every detail is handled correctly. These details include enrolling learners, accurately tracking attendance and completion, and recording grades.

SmarterU's [ILT Attendance Dashboard](/v1/docs/ilt-attendance-dashboard) serves as your central hub for efficiently managing these tasks and supporting your instructors every step of the way. Let’s take a look at some of the ways it can help you manage ILT sessions.

![ILT Attendance Dashboard 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/ILT%20Attendance%20Dashboard%2020251104.png)

	

	

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## Enroll Last-Minute Learners

While SmarterU offers flexible enrollment options—where [learners can self-enroll](https://support.smarteru.com/v1/docs/learner-interface-enrolling-in-courses) or be [automatically enrolled](https://support.smarteru.com/docs/course-groups#automation) in courses in their home group—we know that life is full of last-minute changes. For example, suppose a new hire must take the course, or a manager requests that their team member attend. The fastest way to enroll learners is directly from the ILT Attendance Dashboard, as it allows you to enroll them directly into a session.

To [add learners to a session](https://support.smarteru.com/docs/ilt-attendance-enrolling-users-in-a-session):

1. Navigate to the [**ILT Attendance Dashboard**](/v1/docs/ilt-attendance-dashboard).
2. [View the session’s details](https://support.smarteru.com/docs/ilt-attendance-viewing-session-details).

![Session Details - Ergonomics 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Details%20-%20Ergonomics%2020251104.png)

1. If you want the learner to receive a [confirmation email](https://support.smarteru.com/v1/docs/account-email-template-options#confirm-attendance), select the **Send Instructor-Led Training Confirmation Email** checkbox.

![Enroll Learners - Send Email - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Enroll%20Learners%20-%20Send%20Email%20-%20Labeled%2020251104.png)

1. Above the table of enrolled learners, find the search box.

![Enroll Learners Search - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Enroll%20Learners%20Search%20-%20Labeled%2020251104.png)

1. Enter at least three characters of the learner's name, email, or employee ID.
2. Select the correct learner from the list that appears.

![Enroll Learners Search with Name - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Enroll%20Learners%20Search%20with%20Name%20-%20Labeled%2020251104.png)

## Download the Class Roster

Having a physical roster can be beneficial for various reasons. It helps instructors learn students' names, track participation, and form groups for discussions or activities. Here’s how you can download the session’s roster:

1. Navigate to the [**ILT Attendance Dashboard**](https://support.smarteru.com/docs/ilt-attendance-dashboard).
2. [View the session’s details](https://support.smarteru.com/docs/ilt-attendance-viewing-session-details).
3. Below the table of enrolled learners, click **Download PDF**.

![Download PDF Button - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Download%20PDF%20Button%20-%20Labeled%2020251104.png)

From here, you can save the roster to your computer.

## Email the Session’s Learners

Do you need to tell the session’s learners about a room change, remind them of materials they’ll need, or share resources for the course? You can click **Email All Learners** to send an email to everyone enrolled in the session.

![Email All Learners Button - Labeled 20251105.png](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Email%20All%20Learners%20Button%20-%20Labeled%2020251105(1).png)

Check out [Need to Send a Quick Update? How to Email Everyone Enrolled in a Course](/v1/docs/how-to-email-everyone-enrolled-in-a-course) to learn more.

## Track Attendance, Completion Status, and Grades

The ILT Attendance Dashboard is your one-stop resource for tracking who attended a session, whether they completed the session, and their grade.

Here’s how:

1. Navigate to the [**ILT Attendance Dashboard**](/v1/docs/ilt-attendance-dashboard).
2. [View the session’s details](/v1/docs/ilt-attendance-viewing-session-details).
3. View the table of enrolled learners. At the far right of the table are the **Attended**, **Completed**, and **Grade** columns.

![Learners Grid - Attended Completed Grade Columns - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Learners%20Grid%20-%20Attended%20Completed%20Grade%20Columns%20-%20Labeled%2020251104.png)

1. Select the **Attended** checkbox for everyone who was present. If all enrolled learners are present, you can click the checkbox below the table.

![Mark All Learners as Attended - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Mark%20All%20Learners%20as%20Attended%20-%20Labeled%2020251104.png)

1. Select the **Completed** checkbox for everyone who finished the session. If all enrolled learners completed the session, you can click the checkbox below the table.

![Mark All Learners as Completed - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Mark%20All%20Learners%20as%20Completed%20-%20Labeled%2020251104.png)

You must mark a learner as Attended before you can mark them as Completed. 

1. If applicable, enter a Grade in the **Grade** column. If all enrolled learners earned the same grade, you can specify the grade below the table and click the checkmark.

![Assign Grade to All - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Assign%20Grade%20to%20All%20-%20Labeled%2020251104.png)

For a multi-part session, you can only mark attendance, completion, and grades for the entire session, not for each individual part.

## Finalize the Session

Learners who complete the course will not have a [*Completed* enrollment status](https://support.smarteru.com/docs/enrollment-status-summary) in reports and dashboards until the [session is finalized](/v1/docs/ilt-attendance-finalizing-a-session). Finalizing the session updates the enrollment status and sends the [course completion email](https://support.smarteru.com/v1/docs/system-email-templates-course-emails-general#course-completion). You should only finalize a session after you’ve confirmed that all attendance, completion, and grade information is accurate. Once finalized, this information cannot be edited.

Finalizing the session also helps you manage learners who couldn’t get into this specific session because it was full. You’ll have the option to move learners who were waiting for a spot in this specific session (i.e., the [session’s waitlist](https://support.smarteru.com/docs/enabling-waiting-lists#enabling-the-waiting-list-for-a-session)) to the [course’s waitlist](https://support.smarteru.com/docs/enabling-waiting-lists#enabling-the-waiting-list-for-a-course). This is a fantastic time-saver because the next time you [schedule a new session](/v1/docs/adding-a-session) of the course, you can [automatically notify these learners](https://support.smarteru.com/v1/docs/instructor-led-session-main#enable-waiting-list-reminder).

Finally, you’ll have the option to send a [follow-up email](https://support.smarteru.com/v1/docs/system-email-templates-course-emails-instructor-led#missed-attendance) to any learners who were enrolled in the session but did not attend. This is a great way to remind them of the missed training and provide instructions on how to register for a future session.

If you want to generate course completion certificates for all learners, regardless of their attendance or completion status, specify the email address where you want the certificates to be sent, then click **Generate**. SmarterU sends a ZIP file with a PDF of each learner’s certificate.  
![Generate Button - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Generate%20Button%20-%20Labeled%2020251104.png)  
You can also download a learner’s certificate by [viewing their user profile](https://support.smarteru.com/v1/docs/user-course-enrollments) or running an [Enrollment Report](https://support.smarteru.com/v1/docs/viewing-a-learners-completion-certificate). Check out [How can I send certificates to my learners?](/v1/docs/how-can-i-send-certificates-to-my-learners) to learn more.

To finalize an instructor-led session, follow these steps:

1. Navigate to the [**ILT Attendance Dashboard**](/v1/docs/ilt-attendance-dashboard).
2. [View the session’s details](/v1/docs/ilt-attendance-viewing-session-details).
3. Click **Finalize**.

![Finalize Button - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Finalize%20Button%20-%20Labeled%2020251104.png)

1. If there are any learners on the session’s waiting list, you can move them to the course waiting list by selecting the **Move the n Learner(s) in This Session's Waiting List to the Course Waiting List** checkbox.
2. To send the missed attendance email to enrolled learners who didn’t attend the session, select the **Send Email to Learners that Did Not Attend** checkbox.
3. Click **Finalize**.

## Empower Your Instructors

Want to empower your instructors to be self-sufficient and do everything discussed above? With the right permission, an instructor can view the sessions they’re teaching, download their own class roster, record learners’ attendance and grades, generate course completion certificates, and finalize their sessions.

To do this:

1. Navigate to the **Users Dashboard**.
2. [Edit the instructor’s user profile](https://support.smarteru.com/docs/editing-a-user-manually).
3. Grant them the [**Instructor-Led Training Instructor (ILTI)** group permission](/v1/docs/group-permission-instructor-led-training-instructor-ilti).

![User Profile - ILTI Group Permission - Labeled 20251104](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/User%20Profile%20-%20ILTI%20Group%20Permission%20-%20Labeled%2020251104.png)

You can also give an instructor permission to [enroll learners into their sessions](https://support.smarteru.com/docs/account-permission-instructor-enroll-users) and [cancel their sessions](https://support.smarteru.com/docs/account-permission-instructor-cancel-sessions).  

1. Click **Save**.

Effectively managing your ILT sessions, from start to finish, ensures a seamless experience for both learners and instructors. Learners will be able to sign up for relevant instructor-led training, while instructors will have the tools they need to keep accurate training records and manage the sessions they teach.

Questions? Contact our [Success Desk](mailto: success@neovation.com).

## Related

- [Adding a Session](/adding-a-session.md)
- [Courses: Instructor-led](/courses-instructor-led.md)
- [Enabling Waiting Lists](/enabling-waiting-lists.md)
- [ILT Attendance Dashboard](/ilt-attendance-dashboard.md)
- [Viewing a User's Details](/viewing-a-users-details.md)