Observation checklist not being sent

Hi ​@Leslie W,

When a scheduled checklist remains stuck in Planned status even though the start date is set to today, it typically comes down to one of two structural platform behaviors.

1. Platform Timezone and Background Job Cycles

The status column in the Schedules table (Planned vs. In progress) relies on Docebo’s backend automation jobs. If your platform’s root timezone (found under Advanced Settings) is behind your local time, or if the platform's global daily cycle hasn't executed yet, the schedule will stay "Planned." Once the server time catches up and the activation job runs, the status will flip to In progress, which is the exact moment it populates on the user dashboards.

2. Standalone Schedule vs. Course Training Material

How the checklist was assigned changes the trigger behavior completely:

• Standalone Schedule: The observer and the observed will see absolutely nothing on their dashboards until that schedule status officially shifts from Planned to In progress.

• Course Training Material: If this checklist is embedded inside an e-learning or ILT course, the assignment is completely learner-driven. The checklist won't activate or notify the observer until the observed learner actually enters the course player and clicks on the checklist item in the syllabus.

A couple of quick diagnostic steps I usually run when troubleshooting this for organizations:

• Force the activation: If this is a standalone schedule and you need it live immediately, try editing the schedule and backdating the start date to yesterday. This usually forces the background job to recognize it as active.

• Menu Visibility: Ensure that the built-in My Checklists page is actively added to the user menu for the roles involved, as it isn't always enabled by default.

You can reference the exact status transitions and schedule rules in the Scheduling observation checklists – Docebo Help Center article.

Hope this helps you get it un-stuck!