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How do I manually enroll UCSB or non-UCSB users to my GauchoSpace Site?

  • Article Updated:
Although course sites sync with GOLD and course rosters are populated, there are times when you may need to manually add a user to your course site (such as course auditors or a non-UCSB guest). You can add users to your course site in a few different ways:
  • Individual manual enrollment - Add UCSB users one by one 
  • Bulk manual enrollment - Add UCSB users en masse
  • Participant self-enrollment - Allow UCSB users to add themselves to your course site. 
  • Add non-UCSB users - Invite Users outside of UCSB to your course
Please note that in for project sites, all users must be added by an instructor. 

This method requires you to search for each person and add them individually using the search box in the Add User/Assign Roles tool. This is the preferred method for adding a small number of users.
  1. Log in to GauchoSpace and enter your course site.
  2. In the UCSB Course Tool block, click Add User/Assign Roles.



  3. In the text box, click Add UCSB User/Assign Roles.



  4. In the Search box in the bottom right corner, enter the user's name, UCSBnetID, or UCSB email.



  5. Select the name of the person you want to add.

      • Users must have an active UCSBnetID and have logged in to GauchoSpace at least once in order to populate in the database. 
      • If you do not find the user, ask them to first log in to GuachoSpace. This creates their account in the database and you will then be able to add them.

  6. Select the desired role from the drop-down menu in the center.

  7. Click Add.

This method allows you to enter a list of the UCSBnetIDs or Perm Numbers for everyone being added to the course. This is the preferred method for adding large numbers of users. 

  1. Prepare a list of UCSBnetIDs or perm numbers for the participants you wish to enroll.
  2. Log in to GauchoSpace and enter your course site.
  3. In the UCSB Course Tool block, click Add User/Assign Roles.



  4. Underneath the text box, click Bulk Enroll Students.

    Add_user_bulk.png

  5. From the drop-down menu, select whether you will enter UCSBnetIDs or Perm Numbers.
  6. Copy and paste your list of UCSBnetIDs or Perm Numbers into the "List" box.
      • You must separate each entry by a comma, tab, or line break.
      • If you are copying and pasting from an Excel Spreadsheet, there will already be line breaks in your list.
  7. Click Enroll Users.



  8. Here you will see a confirmation screen that shows the users added. You may enroll more users or go back to the course using the provided buttons. 

This method allows students to add themselves to the course site via a link. This is the preferred method if your participants have not logged into Gauchospace before in order to create their accounts or if you want users to add themselves to the course site via a link. This requiers two steps:

1. Enabling Self-Enrollment by Activating Course Crashers

2. Providing participants the Course URL 

Enable Self-Enrollment:

  1. Log in to GauchoSpace and enter your course site.
  2. In the Administration block click Users. Then, click Enrollment Methods.



  3. Next to Course Crasher (Student), click the eye icon to open the eye.



  4. Next to Course Crasher (Student), click the gear icon to change the settings.
  5. Next to Allow new enrollments, select "Yes" from the drop-down menu.
      • You can limit the amount of time a student is enrolled in the course by changing the settings for enrollment duration.
      • You can also change the assigned role and have multiple types of enrollment methods.



  6. At the bottom of the page, click Save changes.

Provide Participants the URL:

  1. Give your participants the course URL link. You can find the URL in the address bar of your browser.



  2. Your users will click on the link and see a page where they will self-enroll.
  3. Once they have clicked the button to "Join this course site", they will automatically be added to your Enrolled Users list as a course crasher.


 

A non-UCSB user is someone without a UCSBnetID. This method requires you to enter the email, first name, and last name of the person you wish to add. Only Instructors are able to add non-UCSB users.

  1. Log in to GauchoSpace and enter your course site.
  2. In the UCSB Course Tool block, click Add User/Assign Roles.



  3. Under the text box, click Add Non-UCSB User.



  4. Select the desired role for the Non-UCSB User
  5. Enter the email, first name, and last name of the person you wish to add. Double check that there are no spelling errors and that there are no extra spaces before or after the email address.

    non_ucsb_invite.png

  6. Click Invite user. You can also choose to be notified when the user accepts the invitation to join the course.
  7. GauchoSpace will send an email to the address you provided. The Non-UCSB user will need to follow the link to confirm that the email address is valid. and will then be prompted to create a password.  
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