Complete overhaul of our Docebo environment

Taking on a full environment overhaul is a heavy lift, and the secret to keeping it manageable is strict sequencing. Because Docebo’s permissions, content visibility, and UI routing are tightly coupled, building from the data foundation up to the visual layer prevents rework.

Before rebuilding your branch tree from scratch, have you looked at whether Automatic Groups paired with User Additional Fields can handle most of your audience segmentation? It might get you there without the maintenance overhead of a deep, rigid branch hierarchy. In organizations I've worked with, the pattern that holds up best is keeping the branch structure as shallow as possible—reserved strictly for Extended Enterprise domains or Power User administrative boundaries—while letting dynamic groups do the heavy lifting for catalogs, pages, and enrollment rules.

When I've deployed full platform restructures for organizations with similar requirements, we follow a structured sequence that also upgrades the back-end admin experience, automation, and AI readiness so you can build and test everything in the background before flipping the switch for learners:

• 1. Data Foundation & Automation (Branches, Fields & Groups): Start in Admin Menu > Users > User Management (and User Additional Fields). Finalize your naming conventions and branch codes first. Instead of manually moving users or assigning training during the overhaul, lean heavily on Enrollment Rules (Admin Menu > E-Learning > Enrollment Rules), the Automation App for scheduled CSV/SFTP syncs, or Docebo Connect recipes to route users into the right branches and groups directly from your HRIS/IdP. Reference: Organizing users with branches.

• 2. Content, Catalog Architecture & AI Readiness: Move to Admin Menu > Content and delivery > Catalogs. Use the Catalog Code field (e.g., CAT-010, CAT-020) to control the exact sort order learners see, and hold off on assigning Visibility until launch day. As you reorganize catalogs, use this window to clean up course descriptions, tags, and skill mappings—Docebo’s AI-powered global search, Auto-Tagging, and AI Virtual Coach rely heavily on clean metadata and well-scoped catalog visibility to surface accurate recommendations. Also verify that individual courses have Course visibility in catalogs and Course self-enrollment enabled under Properties > Advanced settings > Catalog options. Reference: Activating and managing catalogs.

• 3. Admin & Power User Experience: An overhaul isn't just for learners; it's the best time to fix your own daily workflow. Standardize internal naming conventions (for courses, catalogs, pages, and menus) so your team isn't guessing which asset is active, and audit your Power User Profiles (Admin Menu > Users > Power Users) so regional or department leads have self-service visibility into their exact branches and catalogs without submitting admin tickets.

• 4. Widget Pages & Menus (Dark Launch): Head to Admin Menu > Customization > Manage Pages and Manage Menus. You can design your new landing pages, drop in your new catalog widgets, and assemble a brand-new Custom Menu assigned strictly to a "Pilot/Test" group or branch. Your live learners will continue seeing the legacy layout until you update the menu assignments and move your new menu to the top of the priority list. Reference: Introduction to pages and menus.

• 5. Global Branding & Cutover: Save Configure Branding and Look for the final step before launch (or test it in a Sandbox first). Unlike pages and catalogs—which can be hidden by group/branch visibility—changes to your global header, theme colors, and CSS apply immediately across that domain.

One strategic piece of advice: because migrating branches and re-mapping historical enrollments, Power User permissions, and automations in a live environment carries real data-integrity risks, don't hesitate to lean on experienced Docebo architects, community peers, or a specialist implementation partner to validate your blueprint before you start moving users around. Even a few hours of architectural review up front can save weeks of untangling broken enrollment rules later.

How are your users currently provisioned into the system (manual, CSV, or HRIS/SSO integration)? That usually dictates how careful you need to be during Step 1.