Some modules should not open on their own: a coaching session, an advanced part that needs a check first, or material you hand out personally. Set such a module to On request. Members see it in the course, ask for access with a short message, and you decide who gets in.
Putting a module on request
Open the course and stay on the Content tab. Click the module's status button, which shows its current status, for example Hidden, and choose On request. The On request settings dialog opens with two options:
- Display text for members: what members read before they ask, for example which question to answer or what to finish first. Up to 2000 characters.
- Justification is required: when on, members cannot send a request without writing a reason.
Like other content changes, the new status reaches members once you publish the course. Changing a module's status takes Edit Module, and the course editor around it needs Edit Course and View Module for the module list. Handling requests takes Edit Module.
Structuring a course with modules and lessons
What the member sees
The module stays in the course list with a Request button and the hint "Request access to the module with the button on the right". Its lessons stay locked, even when the member follows a direct link to them.
Request opens the Request module dialog. It tells the member that the decision arrives by email, shows your display text under Question/Requirements and offers a text box for their reason, again up to 2000 characters.
After sending, the button changes to Pending and cannot be clicked. A member can have only one open request per module. Once you approve it, the module opens like any other. If you reject it, the module says the earlier request was declined, and the member can send a new one. The newest request decides. To reverse a decision yourself, use Change on that request.
Only members with access to the course can send a request, and only once they meet the course's requirements. Course access itself comes from direct access or a group.
Who is told about a new request
Every new request sends an email titled "Module access request" with the module name to each author of the course who has an email address. If no author has an email address, the person who created the workspace receives it. The email names the member, the module and the course, quotes the reason if there is one and links to the course in your admin area. It is written in the language of the person who created the workspace.
Where requests collect
Courses > Requests gathers the requests of all courses. The tab shows the number of pending requests as a badge. Inside a course, a Requests tab appears as soon as one of its modules is on request, limited to that course.
Four tiles sit at the top: Pending, Oldest waiting, Average wait and Approval rate. You can search by member name, email, module or course, pick a course when more than one course has requests, and sort by Newest or Oldest. The list shows up to 100 requests at a time, pending ones first. To reach older ones, narrow it down with the search, the course or a status.
The Table view lists each request on its own row and filters by Pending, Approved, Rejected or All. Click a row to see the reason, the dates and who decided. The By module view groups pending requests per module, which helps when many members ask for the same one. A module shared by several courses forms one group with the requests from all of them.
Approving and rejecting
Approve unlocks the module for that member right away. Reject opens a dialog with a Reject reason field. The reason is optional, up to 2000 characters, and goes to the member by email.
To handle several at once, tick pending rows in the table and use Approve or Reject in the bar that appears. One bulk action takes up to 100 requests. In the By module view, Approve all approves the pending requests of that group in one step.
A decision is not final. Change on a decided request offers the opposite decision: Reject for an approved request, Approve for a rejected one. Rejecting a request you approved earlier locks the module for that member again.
Write the reason as if you were talking to the member. It arrives as a note from you, not as a system message.
Emails the member receives
Every decision sends the member an email, including a changed one, in the member's language:
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An approval is titled "Module access approved" with the module name. It names the module and the course and links to the course.
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A rejection is titled "Module access declined" with the module name. Your reason appears under "Note from your trainer".