This recipe is one that works well for inward scoped or internal facing instances. Outward facing may need other considerations to help address corners with the approach.
A common problem that you hear about in our circles from newer admins is reaching out to people that are on leave. This is a common concern in many workplace settings as reaching out to people on certain leaves can be considered a mixed message. In the “spectrum of things” (yes there is IOT so there can also be SOT 🤣), I could see HR leads wanting to protect the noise against people on FML (family medical leave). And orgs probably have best practices in place to actually disable an email address at a workplace. But for those that do not? Knowing that with one additional field you can take care of the concern may be just the thing you needed to hear.
A decision on reaching employees on leave comes along with real concerns for the user and for compliance teams. Especially when people are on leave during a compliance season, it is (IMHO) important to enroll a person, but to exclude them from notifications during that time. (More IMO) I dont think any compliance team wants to be in the business of enrolling people in annual training when they come back from leave - if they are putting their folks into said training during a specific timeframe or window. And I wouldnt want to be the person monitoring for that “leave trickle” over time.
So there are a few ways to skin this one, but we found one way works particularly well. I can only imagine that there are more clever ways to address it.
I hope the discussion helps someone pondering how to do it. We do these maneuvers towards the end of our campaigns when we “pelt” individuals with daily notifications.
It does count on one requirement > an HR Status as an additional user field to come into the system.
So here is a recipe -
Create two groups: One is a manual group. The second is an automatic group.
The manual/static group should contain a snapshot of those that have not completed said training as of yet. A csv upload of those individuals from a completion report is how we get to them.
The automatic group takes only two conditions into account:
(sorry this morning? I cant seem to put an image inline or attach to the community into the community)
All conditions must be satisfied in the condition set:
- - add the manual group
- - add the additional field HR Status contains (for us it is an “A” indicating Active)
That automatic field is then used as the scope for the recipients of the digest notification for the Learner has yet to complete a course notification type. And you would set the courses/learning plans for that as well.
NOTE: You can probably do this one without adding another manual group - but it depends on what learning objects and things were done before this setup. For an example: we add the manual group to give our teams confidence that we are only scoping those that have not completed training at a certain point in time as a moving forward step. These folks were also scoped into other manual groups to act as a snapshot for reporting and initial enrollment purposes. But we reuse our courses for onboarding as well and we dont want to mix our scopes...as others can use reporting and they can be confused by our implementation. To avoid that corner we like to (at times) separate our concerns with a little more of an admin touch in Docebo versus reusing the same groups for everything - especially because groups come at a zero cost - short of curating them, a different story for another time - later on.
We then set it and forget it.
Later: We leave it active and allow it to run until the digest stops reaching people or the SME/team asks us to disable the message moving forward. As people come back from leave? They (learners) receive a notification to go do their thing. We give a heads up to our subject matter experts/teams overtime who still have not completed their training from the original manual groups that were mapped. The also become aware of who is active again because we include the HR Status as a field in the reporting on the campaign that we setup for them.
Maybe this is learning admin 101. I hope this helps someone. Feel free to discuss and leave considerations on how to optimize what I described. I am going to show my age - there was a game show called Named That Tune….and well if you can pull off the same thing with fewer notes? Put it out to discuss.
