Skip to main content
Question

Account activation via "Date of Entry" in the user management

  • November 24, 2025
  • 6 replies
  • 34 views

iholderbusch
Novice I

In my company it could be possible that user accounts will be created 1 or 2 weeks before the user enters the company. For our mandatory trainings (e.g. information security, safety & health) the trainings has to be completed within the first 3 days after date of entry.

I have created an automatic group and automatic enrollment rule for the mandatory training which triggers the course enrollment and the Digest notifications. But, if the account is created 2 weeks before, the enrollment is too early. Therefore, the time settings of the course internal of the Digest notification cannot be fulfilled because the user will not start until two weeks later.

I know the different course time options (depending on enrollment / depending on course begin), but I am not really sure how to handle early accounts. A user defined field in the user management (e.g. “date of entry”) could be a solution.

Is anybody there which have the same problem?

6 replies

lrnlab
Hero III
Forum|alt.badge.img+10
  • Hero III
  • November 24, 2025

Are you able to leave them inactive until they actually start? That should prevent the early enrolment into the groups (using the “remove inactive users” option) and enrolment rules.


iholderbusch
Novice I
  • Author
  • Novice I
  • November 25, 2025

Thank you for your reply!

The problem is that we need the user notification about the user account creation. This notification will only sent, if the user account will be activated after account creation. After the creation I am not able to activate the user creation notification.


lrnlab
Hero III
Forum|alt.badge.img+10
  • Hero III
  • November 25, 2025

yes can send the activation email at any time when the user account is active.

On the user management page, select the user, then select Choose Action > Send activation notification 

Hope that helps.


dklinger
Hero III
Forum|alt.badge.img+11
  • Hero III
  • November 25, 2025

@iholderbusch - hi - so we used to run into a similar issue. I am thinking that you have an integration running? Is that correct?

What we found was we needed to tweak our feed just a little bit to ensure that they hit the report on their start date versus when their account is created in an upstream system (like a recruitment or HRIS system).

We also requested for a new employee flag to be sent along to us so that we could identify those newer employees.
If you can get that going - then the rest may be doable.

 


dklinger
Hero III
Forum|alt.badge.img+11
  • Hero III
  • November 25, 2025

@iholderbusch - last note on this one for you - you can have enrollment validity calculated a few ways - it can be calculated on first mapping or it can be calculated on first access.

Hope between this note and my other, something resonates for you.


iholderbusch
Novice I
  • Author
  • Novice I
  • November 26, 2025

Thank you all for your feedback. And yes, we have an integration running.

You all gave me some very helpful tips (especially regarding sending the activation) and I will try to adapt my process to the Docebo system.