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Adding a Student to Canvas

Adding a Student to Canvas

Assigned To: Dan Tietz, Karen Morgan, Jessica Myers, Sarah Dungan

Category: Student Life Cycle

Department: Academic Advisor, Student Support

SOP Rule: Trigger

Status: Approved by CEO and Implemented

Purpose

This SOP outlines the process for adding a student to a Canvas class when enrollment occurs outside the normal process, such as late enrollments.

Scope

This SOP applies to Student Support and Academic Advisor teams responsible for manually adding students to Canvas courses.

Definitions

  • Canvas: Learning management system used for course delivery.
  • HubSpot: CRM used to track student records and enrollment data.
  • Paycove Invoice: Proof of paid enrollment deposit.
  • Enrollment Agreement (EA): Signed document confirming enrollment.
  • Course ID: Unique identifier for a Canvas course.
  • Start Date Ticket: Record containing course start details.

Responsibilities

  • Student Support / Academic Advisor:
    • Verify student enrollment status
    • Confirm payment and signed EA
    • Identify course details
    • Add student to Canvas
    • Notify student via email

Procedure

Step 1: Check Existing Enrollment

  • Go to Canvas Admin > Zollege > People
  • Search by student name or email
  • Confirm the student is not already added

Step 2: Verify Enrollment in HubSpot

  • Search student record in HubSpot
  • Confirm Paycove invoice shows paid deposit
  • Verify signed Enrollment Agreement (EA)

Step 3: Identify Course Details

  • Locate Start Date Ticket in HubSpot
  • Identify course start date
  • Find Course ID under course details

Step 4: Add Student as User

  • In Canvas go to Admin > People
  • Click "+ People"
  • Enter student name and email
  • Click "Add User"

Step 5: Enroll Student in Course

  • Go to Admin > Courses
  • Search using Course ID or start date
  • Select the correct course
  • Navigate to People
  • Click "+ People"
  • Add student using email/Login ID
  • Select "Can interact with users in their section only"
  • Click Next then Add User

Step 6: Confirm and Notify

  • Verify student is successfully added
  • Send confirmation email to student
  • Advise student to check for Canvas invitation email

Tools and Resources

  • Canvas LMS
  • HubSpot CRM
  • Enrollment SOP Documentation

Revision History

  • 1st Version - 05/15/2025
  • 2nd Version - 02/02/2026
  • 3rd Version - TBD