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Employee Absence - Tracking & Notifications

  • June 12, 2025
  • 3 replies
  • 108 views
andrew-CH
Novice II

Hi there

Our Docebo (LMS) accounts are uploaded via a bulk job everyday from our HR System (iTrent)

Query we have - when someone is on long-term sick or on maternity leave, how can we track/note this on the person’s LMS account? 

We then need to ensure that notifications that are set-up to remind the staff of training are stopped. The same notification also goes to their Manager so this would also need stopped. 

Any advice/guidance anyone can share on this matter would be much appreciated as we are rather stuck at how to get past this issue.  

Thank you in advance. 

Andrew :)

Best answer by shanejacques

Hi ​@andrew-CH -

 

Do you currenly capture this information in your HR system? If so, set up an additional user field and map to to the field sent in the daily file upload.

We don’t use iTrent, but our HRIS system has a field called “Employee Status” which returns one of three values: Active, Leave, Terminated. We created an identical field in Docebo. 

 

Once you have this data brought in, create an automatic user group called “Active Employees” (or whatever nomenclature you use for folks who are not on leave or who have left the organization). Then, set your notifications to only send to users in this group. This will prevent notifications from being sent to those on leave.

The group will also be helpful when enrolling users in new courses. Be advised that you may also want to use an enrollment rule that adds users on leave to courses they may have missed. This way, when their status changes in the HRIS system, it will update in Docebo and enroll them in the courses that others completed.

3 replies

shanejacques
Helper III
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  • shanejacques
  • Helper III
  • Answer
  • June 12, 2025

Hi ​@andrew-CH -

 

Do you currenly capture this information in your HR system? If so, set up an additional user field and map to to the field sent in the daily file upload.

We don’t use iTrent, but our HRIS system has a field called “Employee Status” which returns one of three values: Active, Leave, Terminated. We created an identical field in Docebo. 

 

Once you have this data brought in, create an automatic user group called “Active Employees” (or whatever nomenclature you use for folks who are not on leave or who have left the organization). Then, set your notifications to only send to users in this group. This will prevent notifications from being sent to those on leave.

The group will also be helpful when enrolling users in new courses. Be advised that you may also want to use an enrollment rule that adds users on leave to courses they may have missed. This way, when their status changes in the HRIS system, it will update in Docebo and enroll them in the courses that others completed.

KMallette
fperigard
andrew-CH
lrnlab
Hero III
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  • lrnlab
  • Hero III
  • June 12, 2025

Agree with what was stated above...adding on for manager emails for those on leave. We created a profile called “no manager” and temporal align the user to that manager whose account has no email address. This removed the spam emails to their actual manager while they are on leave. You might be able to operational this in your HRIS depending on how you provision your users.

If you manage your notifications with groups exclusively, you can leave out any users who are not “active” and there would be no need to align those on leave to another manager. May be simpler for your use case.

andrew-CH
aswartz
Helper II
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  • aswartz
  • Helper II
  • June 19, 2025

We have solved this by adding additional fields for exclude from reminders. Then we have setup groups for ‘Include in Reminders’ which pulls everyone for whom that field is = No. 

We limit the reminder emails to those in the Include in Reminders group. This also works for manager emails as it sends based on the employee data so if the employee is not in the group they are not included. 

It would be possible to include this selection criteria with others in groups if necessary, for example, to send different reminders per branch or department etc. 

Aimee

andrew-CH
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