Using Docebo Connect for Internal Workflows: Scheduling Course Availability Based on Hire Dates

​@kmony729 - this is a great topic. But involved. I have some thoughts on how to implement this, and one or two are pretty low in terms of technology approach. You would leverage the create user notification a count of days after they had their account created. This may not be picture perfect though - and where it would be nice to talk through with someone that is heading into the same problem that we are attempting to tackle with some intuition.

Feel free to DM me so that we can chat. Happy to walk the challenges.

Hello ​@kmony729 … I think you should be able to do this without Connect or APIs.

The +60 and +90 dates go into Additional Fields, and the groups are created for those dates. You might need to create a daily report of new users, and then manually calculate +60 and +90. You might need to use a range of dates for each group so that you don’t end up with a bazillion groups. Then your content is added to two catalogs which are assigned to either a +60 day dashboard or a +90 day dashboard. Depending on which group they fall into, the user should see the correct dashboard.

You might want to deploy this type of approach as a ‘get this started so I have more time to figure out the API/Connect approach’.

This dynamic sense/workings of things goes far towards establishing a drip curriculum.

​@KMallette - Yeap makes total sense. In theory your approach works, but it keeps the admins hands on that file. In theory you only need to “touch”/calculate for a single user once. 

Part of the suggestion that I was going to make ​@kmony729 - I have been talking to our HRIS team about populating a calculated field (system of record speak, my apologies) as part of our integration file to pull off aspects of ​@KMallette’s  suggested approach. You may be able to pull this off with Connect and a little bit of programming. It shouldnt be charged per sae as another connection because it isnt working with Docebo Connect and the API directly.

The range is the harder part because we can't currently evaluate ranges of dates with a “windowed condition” just yet. Short of that, I was going to have our HRIS team simulate a range and flatten the problem for me/us downstream - make the field equal to X for the first 30 days, Y during 31-60, Z during 61-90. We actually send along a flag for new employees for the first 30 days, so in theory the rest is changing out that criteria to make it work.

You may want to pass them from one group to the next as they meet criteria to also trigger an associated enrollment rule. Beware of what ​@KMallette called out - you probably dont want to get too nutty with this because of the impact of many groups (we cant do subgroups with this system yet either).

I have been thinking that in some situations where the branch is of limited scope, you could use of the new user notification to trickle content - because as long as the hire date aligns with the creation date, you can count forward with the tool to send along the next notification...BUT that doesn’t necessarily equate out to content displayed - but it works with notifying the learner about said training step being available.

I think all of this gets interesting if the implementer needs to blend two criteria - and again - groups help here tremendously…the two criteria are:

• a roaming time frame example: 30 days after X
• AND a completion of that level/tier of training.

Hello ​@KMallette - Have you created a Recipe that can pull users based on the number of days from a date field? We’ve got a similar request.

​@Anand - Yes, I've built this exact recipe a few times! Since Docebo's native Dynamic Groups don't currently support relative date operators (like "exactly 60 days ago"), you do indeed need Connect to act as the calculation engine.

Here is the recipe structure you need to pull this off:

1. Scheduled Trigger (Scheduler by Workato): Set the recipe to run once daily during off-peak hours (e.g., 2:00 AM).

2. Search Users (Docebo App): Pull your users, ensuring you return the "Hire Date" additional field.

3. Evaluate the Date (Workato Formula): You will need to use formula mode to evaluate the date. The Ruby-based logic to find someone hired exactly 60 days ago looks like this: (now() - 60.days).strftime("%Y-%m-%d"). (Make sure the output format matches exactly how your dates are formatted in Docebo).

4. Repeat Action (For Each): Create a loop for all users returned by the search who match the 60-day criteria.

5. Enroll User (Docebo App): Inside the loop, use the Docebo action to enroll that specific User ID into your 60-day course or Learning Plan.

In organizations I've worked with, this Scheduled Connect Recipe pattern is the most reliable way to create an automated, time-delayed drip curriculum when the HRIS can't pass a pre-calculated group flag directly into the LMS.

Before you build this out, I am curious: what is the underlying business driver for restricting this to a specific number of days? Are you trying to align with a 60-day probationary period, or just staggering onboarding to avoid overwhelming new hires? Sometimes knowing the exact "why" can open up other native workflow ideas.