Observation checklists for multiple sites

The issue you are running into comes down to how Docebo separates Scheduled Checklists from Course Training Material Checklists. Right now, your setup combines both methods, and those two configurations operate independently.

Why this is happening:

• Schedules Tab vs. Course Training Material: Creating schedules in the Schedules tab (Navigation menu > Content and delivery > Observation checklists > [Checklist] > Schedules) only applies to standalone checklists. When you import an observation checklist into a course as Training material, Docebo ignores the Schedules tab and its User Group mappings—instead, it applies the course's Checklist settings globally to all learners enrolled in that course.

• Why it routes to the first observer during testing: Inside a course shell, Other observers > Custom users cannot filter observers by the learner's User Group. Additionally, if your standalone schedules are firing upon course completion and you are testing by moving a test user from Group 1 to Group 2, note that Docebo checklist schedules take a static snapshot of group membership at the exact moment the schedule is created—moving a user to another group afterward will not change which schedule applies to them.

Before splitting your setup into multiple location-specific courses, have you looked at using a Custom Manager Type (such as Safety Observer or Site Supervisor) to handle the routing dynamically? It lets you keep a single course and a single checklist while still holding course completion Upon conclusion.

How to fix this (2 options depending on your workflow):

• Option 1: Keep 1 course and route dynamically via Manager Types (Best if the checklist must gate course completion) In organizations I've worked with that run multi-site safety observations, the pattern that holds up best is tying the observer role to a Manager Type rather than selecting static custom users:

  1. Delete the schedules from the checklist's Schedules tab so checklists aren't triggered twice.

  2. Create a dedicated Manager Type (or use Direct Manager) under Navigation menu > People > Users > Ellipsis icon (...) in the top right > Manage teams and managers > Manage managers type (you can create up to 10 manager types, and assign them in bulk via CSV). See Setting up My team as a Superadmin.

  3. In your course's Training material tab, click the menu icon at the end of the checklist row, select Checklist settings, and under Other observers, choose Managers and select your Manager Type. Keep completion set to Upon conclusion.

  4. Important checks for this setup:

     • Every learner must have an active manager assigned for that Manager Type before they open the checklist in the course (otherwise the course player will say the checklist is unavailable).

     • The learner must click on the checklist item in the course syllabus after finishing the eLearning module to trigger the assignment to their observer.

     • In the Notifications app, make sure New manager observation checklists to complete is active (since Custom users uses New peer observation checklists to complete).

     • When testing changes to Checklist settings, test with a user who has not yet started the course, as changes only apply to new course starts (Managing observation checklist training material).

• Option 2: Duplicate the course per location using the Central Repository (Best if you cannot use Manager relationships) If your observers cannot be mapped as a Manager Type on user profiles and you still need the checklist to hold up course completion (Upon conclusion):

  1. Remove the schedules from the Schedules tab.

  2. Push your eLearning module to the Central Repository so you only maintain the content in one place.

  3. Duplicate the course shell for each location, link the eLearning from the Central Repository, and in each course's Checklist settings, select that specific location's external observer under Other observers > Custom users.
      

Side note: If you have Docebo Connect in your stack and find the native checklist UX too restrictive across locations, we've also solved this by pairing a custom interactive SCORM checklist with a Docebo Connect workflow to route evaluations dynamically—happy to share how that architecture works if you ever want to explore it!