Hello, we are interested in how others are pre-boarding their users. We would like to use a personal email address to register our new joiners so that they can complete essential pre-reading etc before they join us. We are assuming that we would need to do this as a manual process and then merge the records when the user is uploaded onto the platform on their join day - if you have any other processes for this we would be glad to hear them.
Many thanks
+9Hi. What we have done in the past is maybe to simple, but it works for us. We don’t have the exact scenario as you do, but we have users that belong to one branch (we call them Member Organisations (MOs)) and there are times when a user switches MOs/branches (they change jobs) and therefore they get a new email address as well. Please note: we use email address as username.
So, when that happens, we simply change the email address (username) for the user and don’t do a merge. And then of course, move them to their new branch.
Now, this only happens about 12 times a year - so it’s easily managed.
Is this a frequent thing for you? I mean, you are either manually changing their email address or doing a manual merge, so something has to happen manually, right?
We also have self-registration set up. So this just seems like the easiest option for our users that fit this scenario
It’s just a thought and like I said, it might be too simple (and hopefully I am not breaking any cardinal rules when doing this too…) 😉 but it works for us. Good luck!
We’ve not yet implemented our pre-boarding process, but our current plan is to have new employees sign in with their company email address.
To dig into that a little deeper. We have an API integration between our ERP/HRIS system. As soon as a new hire is entered in there, their account is provisioned in our Docebo platform (with their company email address as their username).
Additionally, we have SSO setup to allow current employees to login.
While employees can login with SSO, they don’t have to. They can login with username and password.
In that way, our current thought is that we’ll manually set a password for new employees, and the person in HR managing their transition into our firm will simply send them their Docebo credentials.
Once they start, they’ll be able to login using SSO.
Again, we’ve not implemented this process just yet, but in our limited tests, it’s what seems like will work best for us.
+6If you have some sort of identifier besides email for the user, you can have the user created with the personal email address and then instead of merging, just update the user to use the permanent email address. It’s all dependent on the user ID not being an email address though, so understand that’s not always possible.
+1We also handle all of our pre-boarding/onboarding with an API connection to our HRIS system. For our use case the company credentials are already created so they use those, but it may be possible for the logic written for your API to convert the email address/username, or initiate an automated “merge” at the time they become permanent employees. That would be a question for your developer to answer after reviewing the API documentation.
We currently use another program (Avature) for our pre-onboarding and Docebo for onboarding. But I am curious if anyone uses external catalogs for pre-onboarding? If they could sign up for Docebo with their personal account and perform the necessary tasks (removed of anything confidential, of course), would that work?
+12There are conversations all over the place here when it comes to the chicken and the egg.
While we literally pulled off
Thank you all for your comments. We are due to go down the API route shortly and I think at this time we will explore this further. I just wanted to check that I wasn't missing a trick! Our username is our email address and in addition to that we have around 100+ new joiners each month so to manually manage this is not idea.
+6Thank you all for your comments. We are due to go down the API route shortly and I think at this time we will explore this further. I just wanted to check that I wasn't missing a trick! Our username is our email address and in addition to that we have around 100+ new joiners each month so to manually manage this is not idea.
With email as username prob going to want a solid automation for merging users anyways as it will come up with name changes and things too :)
+10Have you looked into using the “moderated” self-registration? It work quiet well and gives the admin the last word on what data is added to the system...might be worth looking into.
We did not set up an API with our HRIS vendors, but they are passing nightly files through an FTP server to docebo to create new learners and deactivate terminated learners from the system. We use their personal email address as the unique identifier that becomes their username in Docebo. The automation of this process has its challenges, but overall works well.
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