Configuring the approval workflow requires administrator access. Navigate to Settings > Validations and Corrections.
Plan availability: The Partner perimeter section is not available for Rise Up Essential clients.
No action required for existing flows: existing single-step validation configurations remain unchanged. This update adds the option to extend to double validation only.
The Approval Workflow for Course Registration extends the existing validation configuration with optional multi-step processing. Administrators can require one or two distinct approvers for course registration requests, separately for the Internal and Partner perimeters.
The same multi-step mechanism is also configurable for Course Publication and Exam Correction under Settings > Validations and Corrections, each with their own independent set of responsible roles or users. This article focuses on Course Registration.
Key use case: organisations where course registration must pass through a line manager and then an HR or L&D team before being confirmed.
- The requester cannot validate their own request at any step.
- In double validation, the user who approved Step 1 cannot also approve Step 2.
- A role selected for one validation step is disabled on the other step, so the same role cannot be assigned to both.
- The same user cannot validate the same registration twice — for example, if an administrator is also a group manager for the same group, they only act once on a given request.
- Designers can validate registrations only for courses they have edit rights on configured in Settings > Permissions).
- Group managers validate registrations only for users within their own groups, and only for courses they have been granted the right to manage (configured in the group's settings).
- Once a request is approved or refused, it is no longer pending for other validators in the queue.
- If no eligible user exists for a step, internal administrators receive the request as a fallback — this applies to both single and double validation.
- If no recipient at all remains, even after the administrator fallback, the request is auto-validated so it is never permanently blocked.
- At least one responsible role or user must be selected per step — the configuration cannot be saved if left empty.
- Email notifications are sent only to configured recipients for the relevant step.
I — Configure the validation workflow
The workflow is configured separately for each perimeter. Both follow the same configuration flow.
- Go to Settings > Approvals and corrections.
- Select the perimeter to configure: Internal or Partner.
- Choose the number of validation steps: Single validation (one approver) or Double validation (two distinct approvers, in sequence).
- For each active step, assign the eligible roles or functions responsible for validation, users without the required role cannot be selected. At least one responsible role or user must be set per step, or the configuration cannot be saved.
- Save the configuration.
II — How double validation works (Before TMS Processing)
These validation steps take place before any external processing performed through integrated connectors such as a TMS. When double validation is enabled, a registration request follows a sequential two-step approval process.
A notification is sent to all users matching the eligible roles for Step 1. The first user to act (approve or refuse) completes Step 1. The request is removed from the queue for other Step 1 validators.
A notification is sent to users matching the eligible roles for Step 2. The user who approved Step 1 is excluded — this also applies if the same person holds both an administrator and a group manager role for the request, since one person can only validate the same request once. The first eligible user to act completes the workflow.
III — Email notifications and dynamic recipients
Email templates adapt dynamically to the configured workflow. Only users assigned to the relevant step receive notifications and can act on a request.
| Email template | Trigger | Recipients |
|---|---|---|
| #145 — Course registration request | A learner requests course registration | Users with the eligible role for Step 1 (or Step 2 after Step 1 approval) |
Recipients are generated dynamically based on the configured workflow — only configured users can validate through the email, whether they were assigned by role or selected individually as specific users.
Perimeter configuration reference
| Perimeter | Availability | Configuration location |
|---|---|---|
| Internal | All plans | Settings > Validations and Corrections > Internal |
| Partner | Not available on Rise Up Essential | Settings > Validations and Corrections > Partner |
FAQ & Troubleshooting
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Issue: Validators are not receiving email notifications for registration requests.
Solution: Verify that the correct roles are assigned to each validation step in Settings > Approvals and corrections. Only users with the configured eligible roles receive notifications. Also confirm that email templates #145 is active in your platform's email configuration.
Issue: A request is stuck and no one received a validation notification.
Solution: Platform administrators can view pending validation requests and intervene to unblock the situation if necessary. Verify that at least one user holds the eligible role for each configured validation step to ensure requests are routed correctly.
Issue: The Partner perimeter section is not visible in Settings > Validations and Corrections.
Solution: The Partner perimeter configuration is not available on the Rise Up Essential plan. Contact your account manager if your organisation requires Partner perimeter validation.
Issue: A designer or group manager expected to validate a request cannot see it in their queue.
Solution: Designers can only validate registrations for courses they have edit rights on (Settings > Permissions). Group managers can only validate registrations for users within their own groups and for courses they have been granted the right to manage in the group's settings. Verify these scopes match the expected request.
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We currently use single validation. Do we need to reconfigure anything?
— No. Existing single-step validation configurations remain unchanged. This update adds the option to enable double validation only — your existing setup continues to work without modification.
Can I assign different roles to Step 1 and Step 2?
— Yes. Each step has its own independent role/function assignment. You can configure line managers as Step 1 validators and HR roles as Step 2 validators, for example. A role assigned to one step is automatically disabled on the other, so the same role cannot be selected for both.
What happens if a validator refuses the request at Step 1?
— The request is refused and the workflow ends. It does not proceed to Step 2. [Confirm notification behaviour on refusal with the product team.]
Does this update affect exam correction workflows?
— Email template #149 (exam correction) also adapts to the configured workflow. Only users assigned to the relevant correction step receive notifications and can act on requests.
What happens to pending double-validation requests if we switch back to single validation?
— They are automatically considered validated. A request is never left waiting on a validation step that no longer exists in the configuration.
Can the same person validate a request twice, for example if they are both an administrator and a group manager?
— No. The same user cannot validate the same registration request twice, regardless of how many roles or fallback positions they hold. -
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