Observation checklist

Hello ​@Suzy_q,

Before we dive into the reporting, let's look at why your courses are completing early. In organizations I've worked with, this pattern usually happens because of how the training material settings are configured. If the eLearning module is accidentally set as the End Object Marker, or if the checklist is set up as an external trigger rather than a required course material, the platform will mark the course as "Completed" while the checklist is still "In Progress."

If your goal is to prevent the course from completing until the assessment is done, the most reliable fix is to ensure the Observation Checklist is embedded directly inside the course as a Training Material, set its completion to "Upon conclusion" (rather than "Upon sending"), and explicitly set the checklist as the End Object Marker in its settings. This forces the platform to hold the course in "In Progress" until the checklist assessment is fully approved.

However, if you want to maintain your current setup and simply track the pending assessments, the built-in dashboard will give you exactly what you need:

1. Open the Admin Menu (gear icon) and select Reports.

2. Go to the Quick summary reports and dashboards tab.

3. Find the Observation checklists dashboard and click View.

4. Click on your specific checklist to open the Assigned checklists table.

Look at the Status column. Because your checklist is currently firing after the eLearning is finished, any user with a status of "To do", "In progress", or "To approve" has inherently completed the eLearning and is simply waiting on their assessment.

Official documentation: Managing observation checklist training material – Docebo Help Center

Hi ​@Moshe.Machlav,

Thank you for your detailed response.

The set up is required and there is generally significant time before completing a course and a user being assessed, hence the end object marker is defined to mark completed course status to ensure users are compliant in completing theory component first.

The Observation Checklist is dashboard is currently utilised the way you have suggested, which is manual, requiring opening every checklist.  I was hoping to run a report of all checklist with a progress status.  Does anyone know how you might do this please?

That makes perfect sense. Since you are strictly enforcing the sequence with the End Object Marker (which is absolutely the right move for compliance!), the manual review process in the standard reporting dashboard quickly becomes unscalable.

In organizations I've worked with that have similar high-volume compliance requirements, we shift away from standard reporting for this and rely entirely on Docebo Insights.

If your platform has Insights enabled, there is a pre-built dashboard specifically designed to solve this exact problem:

1. Open the Admin Menu (gear icon) and go to Insights.

2. Look in the Featured dashboards section.

3. Open the Observation checklists dashboard.

This ready-to-use dashboard aggregates the data across all scheduled and triggered checklists. It gives you completion rates, individual statuses, and overdue metrics all in one macro-view, without needing to click into individual checklists. You can filter the data by branches or specific checklists to get the exact report you need.

(A quick note to keep in mind: Insights data refreshes once every 24 hours, so it provides a daily snapshot rather than real-time operational data).

If you don't use Insights, the only other way to pull a comprehensive, cross-checklist status report is by building a custom data pull using Docebo's APIs (specifically querying the /otj/v1 endpoints), but the Insights dashboard is definitely the best native solution.

Official documentation: Insights' ready-to-use dashboards – Docebo Help Center