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Hello fellow champions. I have been struggling to find a good solution in Docebo for a program we run. We do a biweekly online continuing education series. Students are required to attend or view recorded archives of at least 4 of the 24 events we offer. 

This year I created an individual ILT for each webinar with a single session and a single event. Then put them all into a learning plan. 

We discovered a few issues. 

  1. Enrolling in an ILT ( even through a learning plan) does not enroll the learner in the session.
    1. Learners had to still go into the individual  ILT’s to enroll in the sessions before they could attend or get notifications for the sessions. 
  2. Once the event had ended, the sessions closed to enrollment.
    1. Anyone trying to watch the recording who had not already enrolled in the session could not enroll in the session.
    2. We have had to regularly go in and manually enroll people who were already enrolled in the ILT thanks to the learning plan into a session so they could access the recorded event.

Like seriously Docebo. Why so many steps for a single live event? PLEASE MAKE EVENT A COURSE OBJECT!!!  

 

First thought at a solution

So I have been looking for a better way. I thought about not using a learning plan and instead creating a special catalog that contained live and recorded events. The live sessions would still be an ILT single session single event courses. The recordings would be a class with a video link.

This way students could go to the catalog to register for whatever they wanted. New features like session enrollment links combined with class validity dates would help keep the catalog clean and ensure students did all required steps to join the event at registration.

We also discovered that I can put a widget on a learner accessible page that is essentially a course catalog in calendar view. So we could display all past and future ILT sessions and they could enroll from their homepage. 

The drawback to this is I have to create and report on 44 classes. Labor intensive, but better than what I am doing now. 

I can 100% go forward with this.

 

Second Idea or So had a shower thought this morning…

What if I created one ILT with one session and a bunch of events? Each event could have its own description and instructors, And completion of the ILT was based on attendance of at least 4 events (ie a percentage of events).

I feel like it would solve a lot of the issues

  • One thing for the catalog and enrollment
  • Optional Attendance
  • One place to see everything
  • Because the session would run all year, anyone added could see all past events. 

We discussed it internally and found more questions than holes. Before I build a test case I wanted to ask this here LMS brain trust to sharpen up their poking sticks and see if we can pop this balloon before I dig into research and testing.

So is this a really good idea that solves the problem in a way we have not looked at yet, or if I am missing something simple that will crash the whole thing like a Flan in a cupboard?

poke away

Hi Dave!

Based on your criteria above, I would think that the second option would be the best solution. Your reporting would be cleaner, the user experience would be more stream lined, and it would be less maintenance on your end with the catalog. 

You can also do a CSV file to upload your events to make it a bit more streamlined from your admin side of things. 

We do an event each year that’s all ILTs with recordings made and provided as a mutual equivalencies.  We set up the ILTs and recordings (elearnings) separately all in advance.  So if we have 10 ILTs we will have 10 elearnings for the recordings that are mutual equivalencies.  As ILTs are held, the elearning recording then becomes available within 48 hrs - giving us (me) enough time to drop the video in training material.  A report is set-up with all ILT course names and recording names. Then using the power of Excel its easier to sort and create pivot tables if/as needed for completions etc.  We provide the details of you must complete ___ # of courses by ____ date and provide managers with report details to follow-up at key points along the way.

We do an event each year that’s all ILTs with recordings made and provided as a mutual equivalencies.  We set up the ILTs and recordings (elearnings) separately all in advance.  So if we have 10 ILTs we will have 10 elearnings for the recordings that are mutual equivalencies.  As ILTs are held, the elearning recording then becomes available within 48 hrs - giving us (me) enough time to drop the video in training material.  A report is set-up with all ILT course names and recording names. Then using the power of Excel its easier to sort and create pivot tables if/as needed for completions etc.  We provide the details of you must complete ___ # of courses by ____ date and provide managers with report details to follow-up at key points along the way.

Looked at this and it is my current Idea #1. I am looking to avoid having to create 44 classes and the catalog and transcript overcrowding it generates.  

We do an event each year that’s all ILTs with recordings made and provided as a mutual equivalencies.  We set up the ILTs and recordings (elearnings) separately all in advance.  So if we have 10 ILTs we will have 10 elearnings for the recordings that are mutual equivalencies.  As ILTs are held, the elearning recording then becomes available within 48 hrs - giving us (me) enough time to drop the video in training material.  A report is set-up with all ILT course names and recording names. Then using the power of Excel its easier to sort and create pivot tables if/as needed for completions etc.  We provide the details of you must complete ___ # of courses by ____ date and provide managers with report details to follow-up at key points along the way.

Looked at this and it is my current Idea #1. I am looking to avoid having to create 44 classes and the catalog and transcript overcrowding it generates.  

True there is a lot of upfront work, but it does work well for our internal development conference that lasts for 4 months.  We’ve done this with slight modifications for 6 years now, will keep looking back for better ideas for sure!  

Hi Dave!

Based on your criteria above, I would think that the second option would be the best solution. Your reporting would be cleaner, the user experience would be more stream lined, and it would be less maintenance on your end with the catalog. 

You can also do a CSV file to upload your events to make it a bit more streamlined from your admin side of things. 

I agree, I think option 2 is the best use of how Docebo works. Everyone enrolled in 1 session with multiple events 4 required to complete. I am a tester by nature so if I were you, I would test it to see the full user and admin experience before going live. 

I like your second solution, but it might not handle the problem of people who watch a recording instead of attending events for reaching the count of 4 events required. 

Here’s an alternative that came to mind, but it also doesn’t really handle the 4/24 requirement automatically either, and it’s a bit “noisy” on the student transcripts:

  1. Live events could be single-session ILTs.
  2. Recordings could be eLearning (eliminating the session problem).
  3. Students could sign up for either the live event session or the recorded session from the catalog.
  4. To help with reporting, you could create a “stub” eLearning course that would serve as the requirement to be met by fulfilling either the ILT or the recording for that bi-weekly session.
  5. A downside is that the “stub” course as well as the ILT/eLearning course completed will show in transcripts.
  6. I’m not thinking LPs help this situation.
  7. There doesn’t seem to be a built-in solution for determining if someone has met the 4 out of 24 events requirement.  I can think of a way to do this with an external DB and some webhook magic, but that’s probably more than you want to get into for this.

I like your second solution, but it might not handle the problem of people who watch a recording instead of attending events for reaching the count of 4 events required. 

Here’s an alternative that came to mind, but it also doesn’t really handle the 4/24 requirement automatically either, and it’s a bit “noisy” on the student transcripts:

  1. Live events could be single-session ILTs.
  2. Recordings could be eLearning (eliminating the session problem).
  3. Students could sign up for either the live event session or the recorded session from the catalog.
  4. To help with reporting, you could create a “stub” eLearning course that would serve as the requirement to be met by fulfilling either the ILT or the recording for that bi-weekly session.
  5. A downside is that the “stub” course as well as the ILT/eLearning course completed will show in transcripts.
  6. I’m not thinking LPs help this situation.
  7. There doesn’t seem to be a built-in solution for determining if someone has met the 4 out of 24 events requirement.  I can think of a way to do this with an external DB and some webhook magic, but that’s probably more than you want to get into for this.

I like the answer and it is super close to what I had initially planned to do before shower thought. The plan would be to use a badge as our completion tracker in that as I can add all the courses to the badge and say at least 4. 

 

At the session level you define the number of events to complete.



At the event level you can select both options for event completion for real-time and recorded versions. 
 

 

UPDATE It looks like this will work and solve all our issues. 

1 ILT with 1 session and 20 events, requiring 4 completed events.

Learners enroll through the catalog and even when the meet the completion requirements they can see future optional events. AND regardless of when they enroll in the ILT can attend past events. 

 

SO HAPPY!!!!

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