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Enrolments - Plugixa Exam

An enrolment is one person’s access to one exam, or a pass to many: bought in the shop, or granted by you. It says how long it lasts and how many attempts it pays for. An exam with Enrolment required switched on admits only people who hold one that covers it.

A pass covers every exam in a subject (and the subjects beneath it) or every exam on the site, including exams added after it was bought or granted.

Enrolments work on their own - you can grant access by hand with no shop at all - and WooCommerce creates them for you when an order is paid.

Making an exam need one

Switch on Enrolment required on the exam’s Access tab, just under Who may sit this exam. It works with every access mode and adds to it: an exam set to By role and Enrolment required needs both the role and an enrolment. Anybody who can edit exams is always let in, so authors can preview what they sell.

When somebody without one opens the exam, they are told exactly what stands in the way, because each has a different answer:

They are told Because
This exam is available to enrolled learners they hold nothing for it
Your access to this exam ended on … it expired
You have used every attempt included with your access the attempts it paid for are spent
Your access to this exam begins on … you granted it from a future date
Your access to this exam is not active at the moment it was refunded, put on hold, or revoked

Somebody already part-way through a paper can always finish it, whatever happens to their access meanwhile.

People → Enrolments

Every enrolment on the site, newest first, with the learner, the exam, where it came from (Granted by hand, or the order it belongs to, linked), its state, its end date and its attempts. A pass shows a Pass chip and what it covers (All exams, Exams in Nursing). Filter by status or by Access (single exams or passes), or search for a learner by name or email.

The Enrolments screen with single exams and passes: a Pass chip with what it covers, the source, status, end date and attempts, with the Status and Access filters above

State Meaning
Active May be used now
Not started Granted from a date still ahead
Expired Its end date has passed
Attempts used Every attempt it paid for has been sat
On hold The order behind it is unpaid, cancelled or in the trash
Refunded The order behind it was refunded
Revoked You took it away
Awaiting a customer Paid, but the order has no customer yet

Grant access

Grant access gives one person access without a purchase - a scholarship, a replacement, a colleague. Choose the learner, what it covers (one exam, every exam in a subject, or every exam), the period in days (0 never ends) and the attempts (0 is as many as the exam allows). For a pass, also choose whether the attempts count for each exam or in total.

The Grant access dialog set to a subject pass: the learner, Covers set to every exam in a subject, the subject, the access period, the attempts and how they count

Change terms, revoke, restore

  • Change terms moves the end date (in your site’s time zone) or the attempts. Leave the end date empty for access that never ends.
  • Revoke takes access away. It is deliberate and it sticks: an order that is later marked paid again does not bring it back. Attempts and results already sat are kept.
  • Restore gives a revoked enrolment back.

How attempts are counted

Each new sitting is charged to the enrolment that let the learner in, the moment they start. Resuming a paper somebody already started costs nothing. When somebody holds several, the one that ends soonest is used first, so nothing they paid for expires unused.

A pass counts its attempts one of two ways:

  • For each exam: 3 attempts means 3 sittings of every exam it covers. The Enrolments screen shows 5 · 3 per exam: five sittings so far, across all exams.
  • In total: 3 attempts means 3 sittings altogether, of any exams it covers.

An exam that anybody may sit is never charged to a pass.

The exam’s own attempt limit still applies, and it counts every attempt ever made - including ones sat under an earlier purchase. On a paid exam, set Max attempts to 0 and let each enrolment carry its own; the exam form warns you when it is not.

Reminders

A learner gets one email a few days before their access ends (three by default, set under Settings → WooCommerce), unless they have already renewed or have no attempts left to use. The wording is the Access ending soon template under Notifications.

Permissions

Enrolments have their own line in Roles: view (the screen and the dashboard tiles), grant (grant, change terms, restore, resync an order) and revoke. Administrators hold all three. Seeing who paid for what, and taking access away from a paying customer, are deliberately not part of editing exams.

Privacy

WordPress’s Export Personal Data tool includes a person’s enrolments, and Erase Personal Data deletes them - the learner loses the access they asked to be forgotten from. Deleting a user deletes their enrolments too. The WooCommerce order is the financial record and is kept or anonymised by WooCommerce under your shop’s own retention settings.

For developers

Hook Type Use
plugixa_exam_enrolment_status_changed action ( $id, $from, $to, $row ) - once per real change. $from is '' for a new enrolment
plugixa_exam_enrolment_source_link filter Label and link for where an enrolment came from, e.g. “Order #1042”

Webhooks send enrolment.granted when access starts and enrolment.revoked when it stops, with the new status in the payload. The payload also carries scope (exam, subject or all), scope_id (the subject, for a subject pass) and attempts_mode (per_exam or shared). A pass has exam_id 0.

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