Retraining Using the Same Course Without Archiving/Reenroll and Without Certifications

Just want to second a number of these issues. The renew button is a great feature and generally a good idea in concept but the inability to set what we’ve been calling a “cool-off” period has caused a lot of the same issues. People hit the renew button when they’re just trying to see their certificate or download the training. We’ve put in a ton of warnings and whatnot to try to stop them but it doesn’t always work out. 

We have the same frustrations. For these reasons, we create new versions of the course and put them into a new learning plan every year (we do not use rolling completions); we haven’t used the archive feature yet.

Docebo is missing dynamic auto-enrollments as a functionality where the admin can re-enroll a learner on a certain cadence and have the system archive their enrollment automatically (like what Cornerstone offers). I’ve heard they’re looking into automating archiving enrollments, but I’m still hesitant on whether this will solve the problem.

same issues here...we have delayed the use of archiving until it’s in a better place + creating certifications for the sole purpose of being able to allow users to auto renew would work if the tools were easier to use and we could block access to renew until a specific time frame...seems like we have things started but not fully baked...hoping we’ll see some improvements on both archiving and certs & retraining very soon.

I feel like this post is a page from my diary.  We are also struggling heavily with certifications, which we use for our annual Security Awareness and Anti-Harassment training.  Users struggle to realize that retaking the course does not renew the certification (which it should, but that’s for another post).  We’ve had to do a lot of administrative clean-up to make sure that the certification gets marked as completed.  

Similar to others, people click that RENEW button innocently and end up resetting their training back to 0.  Once they realize what happened, people (understandably) don’t want to retake the training they just completed. My team doesn’t think users should be required to retake the training due to a lack of Docebo functionality, so we clean it up on the backend.  (And yes, we’ve put in warnings/reminders about the effects of clicking RENEW multiple times.)

We plan to move to a company-wide Compliance Week next year to get everyone on the same cadence for recertification.  During Compliance Week, we will enable the certifications widget so people can renew the cert.  Once the week is over, we plan to remove the widget so people don’t accidentally click RENEW and erase their history.

However, there needs to be a better way to handle this.  It is frustrating for everyone--end users, managers, and especially my team.  We waste a lot of time updating certifications that could otherwise be used helping folks.  

Thank you all for the valuable feedback.
(I'm Nicolo, the PM for this initiative).

One of the key pillars of the New Certifications will be preventing unwanted or off-schedule renewals.
To achieve this:

• We'll introduce a clearer, more consistent UX/UI.
• We'll implement a renewal window, allowing the renewal action to be available only within a specific timeframe before the certification expires.
• This renewal window will also enable us to automate student archiving and reenrollment, ensuring that unwanted renewals outside of the defined period are avoided.

Additionally, we'll provide the option to set an absolute expiration date (not just a relative one), allowing for a uniform expiration date for all users.

These capabilities should support all the use cases mentioned here, but they will always be tied to the existence of a certification, as we believe retraining is closely linked to certifications.

@jgarcia , can I ask you for more details on the use case where retraining wouldn’t be linked to a certification?

@Nicolo Malinverno that all sounds really great...any idea when this will available in sandbox and production?

@Nicolo Malinverno thank you for the reply. 

Most of our courses that have to be retaken are what we consider compliance or knowledge, rather than certifications. Examples are our sexual harassment course, active shooter course, general safety training, state alcohol sales training. Team members are not getting certified in any of these areas. Rather than are being made knowledgeable in protecting themselves and others. 

Another reason we’d like to stay away from certifications is because those certifications then stick with them and call for renewal even if the team member changes jobs or departments.

For example, if a team member is a cashier, they have to take alcohol sales training every 2 years, but if they then become a produce department team member, they no longer need the alcohol training, but it will show up on reports forever.

It is frustrating to see an expired certification sitting on reports (with no hopes if it going away), but is no longer needed. Because we’ve been using certifications for retraining, these no longer need, but expired certs, are starting to pile up on reporting and will continue to become a bigger and bigger problem on reporting. 

Ideally, when a user no longer meets the group/enrollment rule qualifications, any training/certification that they no longer need, would be archived. That’s what our team members were used to, so this change is hard on them and we have to continue to work on change management with them. 

hi @jgarcia ,
Thank you very much for the detailed and precise explanation. At the moment, we are confident that we can support your use cases through certifications, specifically with:

• Removal of the renewal requirement for employees changing roles
• Automatic archiving
• Reporting

We are also considering extending some of these capabilities to standard learning plans, but we have not yet made a final decision on that.

@lrnlab we are still working on a consistent timeline, and once available we will provide update here in the community. 

 Thanks @Nicolo Malinverno. We actually stopped using learning plans because when we needed to switch out a course for a new version, it would reenroll even those that were already completed, which in most cases is okay, but because our team members move to different job codes fairly often, it would reassign, for example, pharmacy training to someone that now worked in the produce department. 

@Nicolo Malinverno - are there any updates on when the renewal window and auto archiving/reenrolling features might be available? 

Hi ​@melissa.herndon 
For updates on availability, please refer to the “Certifications Updates” post in the PDG.

Here’s the latest update published:

We are taking a phased approach. While a final availability date hasn’t been set, we are actively working on the first phase of the initiative.