Re-take a course

yes!! very much needed feature!

We use the certification and retraining features to accomplish this with our learners.  The certification can be set to expire on a specified time interval, and you can choose what the earning and re-earning of the certification is keyed to, for instance having to re-complete only a certification test, without having to redo all the course materials, or forcing the learning to re-do an entire course or learning plan if that’s more appropriate.  Is there a reason that won’t work in your case?

This may be a potential use case for archiving enrollments. 

have you looked at Enrolment Archiving? It’s far from perfect but it does the job for now…

https://help.docebo.com/hc/en-us/articles/11521889929490-Archiving-enrollments-for-recurrent-training

With Certification and Retraining, when a user clicks the “renew” button the prior enrollment is archived, and the user is reenrolled. 
Note, we have discovered that simply archiving the enrollments will not trigger the Certification, the user must hit the renew button to start the renew cycle. 

Hi Dave,

From an administration perspective, have you run into any issues with renewals? What about reporting for current enrollments?

Thank you for sharing your best practices as I will be implementing them in an upcoming annual compliance cycle.

This is a bit of a mess. Archiving enrollments has a few consequences you and your learners need to be aware of. 

1. The course moves in their my activities from the active enrollment to the archived enrollment list so unless they change views in the drop down it looks like the course and it’s completion disappears. 
2. Same thing happens in the enrollment list for the course. Archived students move to a seperate list. 
3. There is no unarchive process. So either they need to re-enroll and take it again, or f you want to restore their transcript, you need to re-enroll them and manually mark them completed. 
4. Certification renewal clocks start the moment someone tcompletes a class. If you have a yearly requirement, Certification can not be set to expire for everyone on a date. It is all based on a timer starting on class completion.

Are you sure they are archived? thought it was just resetting the courses, not archiving...have you tested this?

Now I have to test it again.

Yes, it archives the previous enrollment and resets the training materials. It does not archive training material completions or session information if an ILT. 

so it’s a little different that the actual archiving tool? 

The archiving enrollments does not seems to be a very useful alternative to the issue I mentioned, as it forces admins to manage it in a very manual way, which is not really operationally manageable in a 2k+ users company.

@DPaulino we usually do mass archiving (using the Completion Date filter) once/quarter to help minimize the workload. Still waiting for some kind of archive schedule tool...

@lrnlab I get that, but still you have to identify both users and courses to include on that mass archiving. It’s not really user friendly.

@DPaulino totally agree but it’s all we have to work with...still better than nothing. Or you can just create annual version of your course and forego archiving.

We have a similar volume of users to you @DPaulino, and for all of our mandatory/legal courses we create a new course every year. It isn’t ideal as it’s very manual, but it was the best way we could make the system work for us in terms of keeping clear records of completions.

@Katzen yeah, it’s what we’re doing also. That’s why I suggested this post, as we’ll be reaching a point where we’ll be just “poluting” the catalog with several courses that could work as one.

This would be an awesome feature. We could really use this ability as well.

When we are essentially ‘archiving’ a course, we remove it from all channels and catalogues, and set it to ‘Under Maintenance’, but we don’t remove user’s enrolments. That way users can’t see the old courses except in their learning record. Again, not perfect, but it has worked as a work around for us in the absence of a feature that will do it for us.

We are also struggling with this challenge. We have very decentralized administration and asking the power users to manually archive is unrealistic. We have hundreds of different branches using the same course so re-publishing the course is also not an option.

Some branches are using learning plans with re-certifications attached to them, but this is not global. That workflow gives me concern as well as it is possible for a user to retake training without getting credit. We changed the CSS on the page to draw the users eye to the Renew button as the base color scheme highlights the review option.

Even at an individual branch the retraining cadence for individual users could vary based on their hire date so there isn’t a set calendar date that can be relied upon where we could manually bulk archive and re-enroll if we wanted to.

Hoping to explore an API call that would 1) automatically archive any completed course enrollments after a set number of days, 2) re-enroll the learner into the course.

For what it’s worth, this article from June 2023 mentions that “You can’t yet archive learners automatically when they finish a course. But rest assured that it’s on our radar!”

I’m also chiming in to express our organization’s need for a seamless and/or automated process to streamline learners retaking courses in the system. While our group is on the path to require our power users to take on the responsibility of archiving enrollments, it does not fix the overall problem of this tool/feature being a manual effort.

I’m not sure how Doceob looks on the backend but even simply adding another button to the course player (once a course is completed) that acts like the “Renew Now” button for retraining certifications would be quite helpful.

I hope this pain point can be addressed soon.