---
title: "Assign learners to a certification"
slug: "assign-learners-to-a-program-or-certification-4"
tags: ["assign learners", "assign to certification"]
updated: 2026-08-13T16:01:41Z
published: 2026-08-13T16:01:41Z
canonical: "totara.help/assign-learners-to-a-program-or-certification-4"
---

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

# Assign learners to a certification

Once you've [created a certification](/totara-20/docs/create-a-certification-1) and [added content](/totara-20/docs/certification-requirements) you can start assigning the learners who will need to complete the certification. You can do this using the **Assignments** tab. Users can be assigned by organisation, position, audience, management hierarchy, and/or individually.

Once learners are assigned to a certification, they they will be able to enrol in each selected course.

When adding learners to a certification, open the **Assignments** tab in the relevant certification and follow the steps below.

Before assigning users to a certification, we strongly recommend reviewing the associated [notifications](/totara-20/docs/program-and-certification-notification-triggers). Some notifications may be triggered immediately upon assignment, potentially resulting in a large number of messages being sent. To avoid this, ensure you're aware of which notifications are active and how many users will receive them.

## Adding learners by organisation

One way to assign learners to certifications is based on your organisation's hierarchies.

1. Navigate to the certification and select the **Assignments** tab.
2. Select **Organisation** from the **Add…** dropdown menu.
3. Select the required organisational framework from the dropdown box.
4. Within the **Add organisation to certification** pop-up, browse through the user list or search for a specific organisation.
5. Select the name of each organisation to be added. Organisations from different frameworks can be selected. The selected organisations(s) appear under the **Selected** **items**.
6. Select **Ok**, then select **Ok** from the **Add assignment** pop-up to complete the selection of organisations, or **Cancel** to exit.
7. Select **Include all below** to include all users in the hierarchy structure below the selected organisation.

![Assignments table listing enrolment sources with due date settings and member links.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-CIRCKZPM.png?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D)
8. Enter an [**Assignment due date**](/totara-20/docs/program-and-certification-due-dates-1).
9. Repeat steps 1-8 to add another organisation(s).
10. Select **Save changes.**

A delete icon to remove an organisation from the selection will appear on hover over.

## Adding learners by position

Another way to assign learners to certifications is based on the position hierarchies you've set up.

1. Navigate to the certification and select the **Assignments** tab.
2. Select **Audience** from the **Add…** dropdown menu.
3. Select the required position framework from the dropdown box.
4. Within the **Add positions to certification** pop-up, browse through the position list or search for a specific position.
5. Select the name of each position to be added. The selected position(s) appear under the **Selected** **items**.
6. Select **Ok**, then select **Ok** from the **Add assignment** pop-up to complete the selection of positions or **Cancel** to exit.
7. Select **Include all below** to include all users in the hierarchy structure below the selected position.

![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-VMNJE8PG.png?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D)
8. Enter an [**Assignment due date**](/totara-20/docs/program-and-certification-due-dates-1).
9. Repeat steps 2-6 to add another position(s).
10. Select **Save changes.**

A delete icon to remove a position from the selection will appear on hover over.

## Adding learners by audience

If your users are already assigned to audiences, you can choose to assign entire audiences to your certifications.

1. Navigate to the certification and select the **Assignments** tab.
2. Select **Audience** from the **Add…** dropdown menu.
3. Within the **Add audiences to certification** pop-up, browse through the audience list or search for a specific audience.
4. Select the name of each audience to be added. The selected audience(s) appear under the **Selected** **items**.
5. Select **Ok**, then select **Ok** from the **Add assignment** pop-up to complete the selection of individuals or **Cancel** to exit.
6. Enter an [**Assignment due date**](/totara-20/docs/program-and-certification-due-dates-1).
7. Repeat steps 2-6 to add another audience.
8. Select **Save changes**.

To learn more about creating audiences, please see the following pages:

- [Create a set audience](/totara-20/docs/create-a-set-audience)
- [Create a dynamic audience](/totara-20/docs/create-a-dynamic-audience)

## Adding learners by management hierarchy

You can also assign learners based on their position in a management hierarchy to your programs and certifications:

1. Navigate to the certification and select the **Assignments** tab.
2. Select **Management hierarchy** from the **Add…** dropdown menu.
3. Within the **Add managers to certification** pop-up, browse through the managers list or search for a specific manager.
4. Select the name of each manager to be added. The selected manager(s) appear under the **Selected** **items**.
5. Select **Ok**, then select **Ok** from the **Add assignment** pop-up to complete the selection of positions or **Cancel** to exit.
6. Select **Include direct team** or **Include all below** to include all users based on the hierarchy structure selected.

![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-J7RFE50H.png?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D)
7. Enter an [**Assignment due date**](/totara-20/docs/program-and-certification-due-dates-1).
8. Repeat steps 2-6 to add another position(s).
9. Select **Save changes.**

Please see [Job assignments](/totara-20/docs/what-are-job-assignments) for more information.

## Adding individual learners

Finally, you may want to add individual learners to programs and certifications.

1. Navigate to the certification and select the **Assignments** tab.
2. Select **Individuals** from the **Add…** dropdown menu.
3. Within the **Add individuals to certification** pop-up, browse through the user list or search for a specific individual.
4. Select the name of each individual to be added. The selected individual(s) appear under the **Selected** **items**.
5. Select **Ok**, then select **Ok** from the **Add assignment** pop-up to complete the selection of individuals or **Cancel** to exit.
6. Enter an [**Assignment due date**](/totara-20/docs/program-and-certification-due-dates-1).
7. Repeat steps 2-6 to add another individual(s).
8. Select **Save changes**.

## Adding groups (self-enrolment)

The [**Group (self-enrolment) assignment**](/totara-20/docs/certification-self-enrolment-1) option allows learners to add themselves to a certification when a Site Administrator has enabled self-enrolment for a group within the certification. This option supports both enrolment and optional withdrawal, depending on the group’s settings. Learners enrolled through other assignment methods, such as audiences or organisations, can still self-enrol into an available group, but cannot withdraw from their non-group assignment.

Group assignments operate alongside other assignment types and follow the same behaviours for due dates, exceptions, and certification rules. Administrators can manage group membership directly, and self-enrolled users are added to the group automatically. Reporting on group assignments is supported through certification-based report sources, with columns available for assignment type and assignment name.

## Warning on assignment changes in programs/certifications

When adding or removing assignments from a program or certification, Totara displays a warning message to help you understand how the change may affect learner enrolments.

### Adding assignments

When you add one or more assignments, such as a audience or organisation, a prompt is displayed:

'Adding this/these assignment(s) will enrol X learners to this program/certification except where they are enrolled already.'

![Add assignment confirmation dialog explaining learners will be enrolled with options to confirm or cancel.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-NVN35LQT.png?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D)

You can choose to **Ok** or **Cancel** the change before it takes effect.

### Removing assignments

When removing an assignment, a confirmation warning prompt will be displayed:

'This will withdraw X learners from this certification except where they have another assignment.'

![Remove assignment confirmation dialog warning learners will be withdrawn from the certification.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-XCALR8LX.png?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D)

You can choose to **Remove** the assignment or **Cancel** the change before the assignment is removed.

These warnings will apply to all assignment types:

- Organisations
- Positions
- Audiences
- Management hierarchy
- Groups (for removals only)

> [!WARNING]
> Note that the warning does not calculate whether learners in the selected assignment(s) are also enrolled via another assignment type. For example, removing an audience assignment may display that it will withdraw learners, even if some of those learners are still assigned via an organisation or another assignment type.

## Next steps

- [Certification due dates](/totara-20/docs/certification-due-dates)
- [Certification self-enrolment](/totara-20/docs/certification-self-enrolment-1)
- [Certification exception reports](/totara-20/docs/certification-exception-reports)

![Course badge](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/course-badge_programs-and-certifications.svg?sv=2026-02-06&spr=https&st=2026-11-09T16%3A19%3A09Z&se=2026-11-09T17%3A19%3A09Z&sr=c&sp=r&sig=awUZkV0Z7KRLL5O%2Bk7lTwpcn43wQszZbrUcBxHvUaiQ%3D) The Totara Academy has a whole course dedicated to using [Programs and certifications](https://totara.community/mod/page/view.php?id=24374) in Totara Learn. Here you can learn more on how to use programs and certifications, see best practices, and why not give it a go yourself.

Join the [Totara Community](https://totara.community/) for more resources to help you get the most out of Totara.

© Copyright 2026 Totara Learning Solutions. All rights reserved.