Accurate VILT participation reports

Hi,

We had the same problem until we enabled the mandatory registration. Then we turned off the Zoom notifications at the personal level for our hosts and co-hosts, as they were getting spammed with cancellations messages each time we made the slightest change. You can also turn off Zoom notifications at the org level. 

How do you have your completion configurations set?

I may be wrong but I believe ‘In Progress’ simply means that a learner has signed up for a session as part of a course and has clicked on the course page since doing so? We just treat ‘In Progress’ as meaning not completed.

I’m not sure about Zoom as we use Teams but we’ve only got the ability to mark the course as completed as soon as the learner accesses the session (we’ve just not advertised this to our learners - they probably think they need to attend a certain percentage to be marked as completed and we’ve just not disabused them of that assumption!) or manually mark attendance using Teams attendance reports which have the time they attended for. Not ideal (and if there’s a better way of doing it I’d be interested to know!) but we decided the admin time in marking attendance manually was not worth the chance that some learners may only attend part of a training event. Perhaps look at how often your learners miss so much of a training event that you'd want to mark it as incomplete and make a decision on how you want to move forward based on that? 

Hi Catherine,
    Yes, I think we could do something similar with turning off zoom notifications, but we’d need to invest a lot of time training our instructor/zoom hosts to do so. Here’s how we set completions:
 

Is there a better way we should do this? 
Thanks
EM

Hi Anya!
   We thought so too, but we’d noticed the mismatch between the “In Progress” folks in Docebo having attended the entire 60 call in the Zoom reports. 
Thanks

That’s worrying! I may need to do some spot checks on ours then!!

We do something similar but use Teams instead of Zoom. Docebo will automatically mark attendance when someone clicks the link, but does not monitor time in the meeting. 

We have started running a meeting report in the platform to see how long people actually attended. If they meet our time requirements, we do nothing. If they clicked the link in Docebo, joined the meeting and then left, we manually adjust their attendance. 

You could also not check the auto mark attendance box and manually mark it after the event. 

I know neither are what you want ( us either), but it does give you a way to make sure people actually attend. And you have the meeting report  from your web conference platform to back it up.

​@Davefox Thanks, that report you mentioned sounds interesting - what report or report detail do you use to tell how long people actually attended. Is that in Docebo or in the Teams platform? 

Thanks!

It is in Teams, but I know Zoom does the same thing. Look for an attendance report. It should contain a field that shows the duration someone was in the meeting. Don’t be surprised if you see someone appear in the meeting multiple times. This can happen if they get kicked and rejoin. 

Hi team, is it possible that the “in progress” people are accessing the meeting link somewhere outside of Docebo? When we first launched Docebo we had to work with people to stop sharing the meeting link with others to encourage them to interact with the “Join” button on the landing page. Outside of that I would file a ticket with Docebo if that is not the reason this is happening. 

“Hi team, is it possible that the “in progress” people are accessing the meeting link somewhere outside of Docebo? When we first launched Docebo we had to work with people to stop sharing the meeting link with others to encourage them to interact with the “Join” button on the landing page. Outside of that I would file a ticket with Docebo if that is not the reason this is happening.”

This was 100% happening to us until I was able to convince instructors to stop sending their join links out to learners. 

Something I also noticed recently is if you are using the outside link and not an integration, is that someone (instructor or admin) has to click the start button in the ILT before the join button activates for learners. 

Regarding the actual time a learner spent in the session when using the Join button and not an outside link to Zoom: No, you can’t get that data any longer using the Zoom V3. It was possible until the upgrade. the security aspect of the Zoom account being handled the way it is now prevents that information from being passed back to Docebo. It must be collected from the owners Zoom account .

If you wanted it in Docebo you could retrieve if from Zoom,and then passed back into Docebo via *CSV or API if you want the actual participation time logged in Docebo? Too much work!

I should add that you can find the information in the audit report, if you know the persons’ system level user number and the dates, and it’s a very challenging process to do this to find learners’ times. Better to get the Zoom report. However, the audit report is a handy way it’s a to check how long the host had the ILT session running.

I wasn’t aware of this last point, good to know, thank you! 

Hi, I am trying to pull this data for an instructor who is having issues. Can I see who attended, as an SA, the training attendee’s to a certain session/event and their time through the lms? 

​@NikkiCBAMSI Yes, Nikki, there are several options and usefulness depends on what you are looking for.

• The NEW REPORTS (report type) has report types that handle ILT-specific information
• Inside the ILT course there is a Report tab that shows the engagement and can be exported. This is good for seeing how much time learners spent with materials as well.
• At the Course Management level, you can select courses and select Export Data (as I mentioned above)

If you can be more specific maybe I provide more guidance.

Cheers!