Best practice for archived event recordings.

This is a frustrating work flow for sure, and it’s been noted for years.

Currently the way we’re handling this is making a duplicate course.  We initially have the ILT, which we record and upload a recording to, and then we also have an E-learning copy with the recording, that people can just watch asynchronously without having to enroll in a session.  It’s a frustrating burden for admins though to have to make 2 copies of literally every ILT we do where somebody might want to discover it and view it at a later date.

Could you add the recordings to a channel instead? You could them include the link to the channel in the course description.

Yeah, that is a a limitation.  :-(.  A possible workaround is maybe you can have a e-learning course with the video loaded, and set a course completion equivalency on the elearning course.  So if they view the video, it will mark the ILT as completed as well? 

Our learners were too confused by multiple sessions in an ILT course, but we didn’t want to make multiple courses or set up a learning plan. So what we do instead is multiple events in one session, and they have to complete X number of events (either by attending or watching the recording) to complete the course. Once they complete it, a badge is awarded. See example below.

I’m totally with you on the past session enrollment issue. What we’ve had to do is set up an enrollment rule where new learners are automatically enrolled into the ILT. BUT they can’t be automatically enrolled into a session too, which is super annoying. So we have to check on a daily basis and enroll waiting users into the session so they can access the recordings after the ILT has already happened and get credit. This seems to still work even after all events in a session are completed. But eventually, we do create an “evergreen” eLearning course to replace the ILT, which we then put under maintenance (which is the only way to “retire” a course at the moment) and enroll all those learners into the eLearning with an auto-enrollment rule so the content lives on that way. I really hope this is something Docebo improves in the future, because it is very frustrating :(

Interesting idea @lrnlab . Can I track completion based on channel content?

@dkraige Appreciate the suggestion. This is what I am trying to avoid. because then I need to duplicate badging and reporting becomes a mess. 

Channel content is considered “informal” which means is it not trackable in the way that “formal” course content is so I don’t believe you can track completions on it, but I haven’t fully dug into this issue. Curious what others have to say.

I don’t know if this is helpful, but we landed on adding the recordings as training materials in the course so all users can access them. Doing so does not give them session credit. In our use case “completions” are less important. If you did this the badge would only be available to those who attend live sessions. 

When completions are important, we have done the duplicate courses as suggested by @dkraige or the multiple events like @JEntis.

You can put a course in a channel and use equivalents for tracking, but it is still duplicating the courses. If you track via badge earned, you could configure the badge to include 4 of x courses including the ILTs and eLearning equivalents.  

One more thing, I had a use case where we switched from offering ILTs in one program to eLearning.

1. I migrated the completions from the ILT to the eLearning course.
2. I added the eLearning to the learning plan and removed the ILT, enrolling the remaining users with the learning plan into the eLearning course. Learning plan enrollment does not alter the enrollment of a user already enrolled regardless of enrollment status. 
3. Retired the ILT

Notes on data migration:
I wanted this done quickly so I used the UI vs. APIs. 

• I ran a report for completions in the ILT. 
• I enrolled the users in the eLearning via csv import.
• Edited the enrollments with mass actions to mark the users complete for a specific date.
• If you only had 1 or 2 live sessions, mass action to change the enrollment status works well.
• If you have lots of completion dates, API is a better option. 
• I used an equivalency once, but the completion date = enrollment date and I wanted to keep the original completion date for reporting and historical accuracy. 

Appreciate all the thoughts. Can anyone think of a reason NOT to add the recording to the event and set the  Session and event to happen for 50 years?

It seems like then anyone who enrolls could get access and anyone who watches the recording gets credit.